Prices and price lists

How a price is calculated

Every order line is priced in the same four steps. Knowing them answers most "why is this the price?" questions.

1. Base price — the normal cash price of the item, set in Catalog → Test Prices.
2. Price list — if the order has a payer (an insurer, hospital, company, or referral partner), that payer's price list replaces the base price.
3. Discount rule — an active discount rule, such as a campaign, can lower the price further.
4. Minimum price — the price never goes below the item's minimum price.

On the order, select Why this price? under any item to see which step set its price.

Test Prices

Open Catalog → Test Prices to see every orderable test, profile, and culture with its price.

• Change one price: type the new amount in the Base Price box and press Enter. The new price is used for new orders right away. Orders that already exist keep their price.
• See everything about an item: select Details. The panel shows the base price, the minimum price, any upcoming change, what each payer pays today, and the discount rules that affect the item.
• Find gaps: the Missing Price tab lists items without a price. Fix these before reception uses them.
• The Cash Patient Pays column already includes any active discount rule, so you see the real amount a walk-in patient pays.

Schedule a price change

Use this when you agree a new price that starts on a later date, such as a new year price update.

1. Open Details for the item.
2. Under When should the new price start? select On a future date.
3. Enter the new price and the start date, then select Save Price.

Today's price stays in use until that date. The Upcoming Changes tab lists every scheduled change. To cancel one, open Details and turn on Cancel the scheduled price change.

Orders for a future date are priced with the price that applies on that date.

Change many prices at once

Select Change Many Prices to update a whole catalog, one category, or one item type in a single step. You can also tick items in the table and choose Change prices from the bulk actions.

• Choose Increase by %, Decrease by %, Increase by amount, Decrease by amount, or Set one price.
• Use Round new prices to avoid odd amounts (for example, to the nearest 5).
• Choose Now or On a future date.

A preview shows the old and new price before you apply. Items without a price, or that would end at zero, are skipped. A minimum price higher than the new price is lowered to match.

Import and export prices

Select More → Export Prices to download every price as a CSV file that opens in Excel.

To update many prices from a spreadsheet, edit the Base Price column (and Minimum Price if you use it), save as CSV, then select More → Import Prices. Items are matched by Code. Rows with an unknown code or an invalid price are skipped and listed in the result message. Add a start date to schedule the imported prices instead of applying them now.

Price lists for payers

Create a price list for each insurer, hospital, company, or referral partner that pays different prices. Open Catalog → Price Lists → Create Price List.

Who is this price list for? Enter the name and payer type. Link a contract if reception selects that contract on orders; the list then prices those orders automatically.

How are prices calculated? Choose the rule for every item in the catalog:

• Same as base price — only items you add as special prices change.
• Discount % off base price — for example, 15% off everything.
• Markup % on base price — for payers that pay more than cash patients.

Use Round calculated prices to keep percentage results tidy. The Example line shows what a 100 EGP item would cost.

When is it valid? Keep the list as Draft while you prepare it. Only Active lists change order prices. Add Valid From and Valid Until dates for agreements with a fixed period.

Special prices inside a price list

Special prices are items with their own agreed price in a list. They always win over the list rule.

On the price list page, select Add Special Prices, choose Chosen items or A whole category, then the type of special price:

• Fixed price — the payer pays exactly this amount.
• % off base price or Amount off base price — the price follows future base price changes.
• Same as base price — removes the list rule for this item.

The table shows each item's base price, its price in the list, and how far it is from the base price. To give items from Test Prices a special price, tick them and choose Add to a price list.

Protect from discount rules stops discount rules that are set to skip protected prices from lowering the agreed price.

Check a price before the patient asks

Select Price Checker on Test Prices. Choose who pays (cash, a price list, or a contract), the order date, and the items. You see each item's base price, what the payer pays, why, and the total. It uses the same rules as order creation.

Good practice

• Keep one price list per agreement. Use Duplicate to prepare next year's list as a draft, then activate it on the start date.
• Fix wrong prices in Test Prices or the price list instead of changing prices by hand on orders.
• Every price change is saved with who made it and when. Open Details → Price History to review an item's changes.