How to add or Update Perpetual Care items

Perpetual Care is a common cemetery fee used to fund ongoing maintenance. This fund may not always be a flat amount, and could base its pricing on contract or property values.

The Perpetual Care item type can a fixed or dynamically changing price type, depending on your needs. Lets walk through setting one up.

Step 1

Hover over the "Contracts" icon on the left side menu and select "Price Catalog" 

Step 2

Select the "Perpetual Care" Item type.

Step 3

You can create as many different kind of Perpetual Care items, each with it's own function to calculate the pricing information, and group them based on things like the kind of burials, or sections in your Cemetery.

Select "Add Item", or, create a category, and then select "Add Item" in that category.

Step 4

Lets break down the Item Details and how they work:

* = Required Field

• Name* - The name of the Care item.
• SKU - Stock Keeping Unit number.
• Price*/Percent - Changes based on the Price Calculation Type.
• General Ledger Code - alphanumeric code used to categorize and track financial transactions within a company's general ledger.
• Price Calculation Type - How this item will calculate its price when added to a contract.
  • Fixed - Simply reflects the amount entered in the Price field.
  • Contract Percent - Calculates a percentage of the total price of the Contract (before taxes) and makes that the price of the line item. Adding a Negative percentage will make the item a discount to the total price of the contract.
  • Property Percent - Calculates a percentage of the total price of the Location (before taxes) and makes that the price of the line item. Adding a Negative percentage will make the item a discount to the total price of the Location.
  • Property Percent Of Total- Calculates a percentage of the total price of the location (before taxes), and makes that the price of the line item while also reducing the price of the location by the same amount, keeping the total the same.
  • Function (For Advanced Users) - This feature is useful if you understand JavaScript Syntax. It allows you to write your own function for a custom Price type. For example:

    if ( > 1000) return 100; 
    return  * 0.10;

    This would always return 100 dollars if a location's price was above $1000 and would return 10% of the location price otherwise.
• Description - Description of the item.
• Effective Dates - Set when the item becomes active.

This is especially useful if your fees change depending on the time of the year, due to holidays or anticipated changes in volume. Here's how they work:

• If it is before the Effective Start Date, or after the Effective End Date, then this line item is inactive and will NOT be added to a contract when a location with this property type is added.
• If a Effective Start Date is added but no Effective End Date is added, then the item will become "Active" once the Start Date is reached and will remain active indefinitely.
• If an Effective End Date is added but no Effective Start Date is added, then the item is "Active" immediately and becomes inactive once the End Date is reached.
• If neither a Start or End Date is added, then the Item is always "Active".

Fill in the details and select "Save".

Example: the Item will price itself based on 10% of the full price of the contract it is in, and it will only automatically be added to the contract from 4/7/2025-6/9/2025.