There is an Application Preference that can be activated to improve single-server multiple branch deployment options where multiple branches connect to one server.

Traditionally, the Practice Details screen on each physical branch server has not replicated and has populated tokens for layouts and reports for that branch. With online servers there is only one Practice Details screen for all branches but you can map the Windows login on each workstation to a physical branch location using Branch to Screen Mapping (Assisi Desktop>Devices>Map Screen Locations> Practice Branch Location) and the tokens then use the Branch Details instead of the Practice Details to differentiate between the branches.

The feature can be activated by our Support Department, where applicable. Once active, the following branch level options come into effect.

Standard Reports
Invoice Layouts
Consent/Monitoring Forms
Email and SMS facilities

Please note that, once the feature is activated and if the Practice Branch Location is not mapped, then the Practice Details will be printed on these layouts and reports and all emails would be transmitted from the main branch only.

Standard Reports

Assisi uses the Practice Name field on the Practice Details screen for standard report headings. If a Practice Branch Location has been mapped for the user printing the report, then the Description field on the Branch Screen will be used instead.

Invoice Layouts

Invoice/Estimate/Statement/Receipt layouts have tokens that link to the practice name, address, telephone numbers and email address on the main Practice Details screen (Assisi Desktop>Practice Setup>Practice Details). These tokens can be used for practice headers on these documents.

If a Practice Branch Location has been mapped for the user printing the layouts, however, then the practice name, address, telephone numbers and email address tokens will default to those of the mapped branch instead (Assisi Desktop>Practice Setup>Branches).

Consent/Monitoring Forms

Consent/Monitoring forms use tokens that link the practice name, address, telephone numbers and email address on the main Practice Details screen and this is not affected by mapping the Practice Branch Locations so you would still need to create separate consent/monitoring forms for each branch with hard-coded branch headers instead of embedding consent form tokens into the layouts.

Templates for these forms are normally stored in Consent or Monitoring Forms folders within your Assisi Documents folder. These are the default locations that are automatically displayed when you browse for consent/monitoring forms to print. You can, however, store the templates in Branch sub-folders – using the Branch Codes as the names for these sub-folders.

To prevent each branch having to browse to a different folder to print their version of consent/monitoring forms, Assisi will default to the branch sub-folder that is mapped to the Practice Branch Location on the Branch to Screen Mapping screen. If no branch has been mapped, then the path will default to the standard path.

Branch Emails

Assisi can map SMTP email details (ie the details that are needed to allow you to send emails directly from within Assisi) for each branch and will use them if the screen user is mapped to the Practice Branch Location.

Branch to Screen Mapping

Click Settings on the Assisi Desktop.
Click Devices on the System Setup Menu and then click Map Screen Locations.
This screen can be configured for each of your Windows (not Assisi) users and is usually set up by our Engineers when the system is installed. You can, however, subsequently edit them yourselves, if you wish.
The Windows User will default to the user currently logged on to that workstation so the most accurate way to configure your users is to access this screen from each workstation. That way, you can ensure that you are configuring the settings for the correct username.
Default Branch and Stock Location: These settings will define the default branch and stock location for this user when adding consultations.
Payment Waiting List: Select the default Waiting to Pay list for this user from the drop-down box.
Default Appointment View: Select the Default Appointment View for this user from the drop-down box.
Default Hospital View: Select the Default Hospital View for this user from the drop-down box.
SMS From Text: If any SMS messages are sent from this user’s mapped Default Branch Location, then this is the text that will identify the practice from which the text message has been sent.
Practice Branch Location: If the Application Preference BranchMapPracticeDetails has been set to True, the Branch headings will be used on invoice layouts, consent/ monitoring forms and standard reports instead of those on the Practice Details screen.
Abaxis Fuse Branch: If Abaxis Fuse has been set up, this defines the default branch for this Windows user.
Idexx IVLS Branch: If Idexx IVLS has been set up, this defines the default branch for this Windows user.
Default Card Machine: If you have more than one card machine linked into Assisi to sync payment details between Assisi and the card machine, then choose the default card machine for this Windows user.
Animal Screen Waiting List: Vets can specify their current waiting list and display this on the General Notes section of the animal screen for a quick overview on who is currently waiting to be seen. They can also see who has been called through from another waiting list different to their own. (See page 145 for more details.)

This is where you define the default Vet Waiting List for this Windows user.

When you have completed Branch to Screen Mapping for this user, click Save.

ASSISI DESKTOP

Double-click the Assisi shortcut to open the application. As you do so, if you have more than one database set up, you will be prompted to select your relevant database. Click the database that you wish to open.

Otherwise you will be navigated straight to the login screen.

The following login screen will then be offered:

Enter your username – and password where applicable – and click the Login button.

TO CHANGE USER IN ASSISI

The current Username is displayed in the top right-hand corner of the Assisi Desktop.

If you wish to change users or just logout the current user, click this display box and the login prompt will be redisplayed. Log in with the new Username and Password.

TO CLOSE ASSISI

Close all screens and click the cross in the top right-hand corner of the Assisi Desktop.

Auto Logoff

The system can be set up to automatically log out of the application after a period of time with no input to a workstation. Contact Support for more details.

DESKTOP OPTIONS

The Assisi desktop comprises of the following selection tiles:

Click to:

Create Client – Create new Clients/Animals.

Find Client – Search for Clients/Animals.

Clipboard – Display a list of the Clients/Animals seen most recently.

Appointment Book – Open the Appointment Book.

Work Flow - View Lists.

OTC Sales – Record an Over-the-Counter Sale to a Generic Client

Price Enquiry – Search for Fee and Stock prices.

Hospital – View Hospital/Kennel Booking options.

Transactions – Access Month End routines

Stock – Access options for day-to-day Stock Transactions, ie Stock Received, Stock Transfer, Ordering and Stocktake options.

Reporting – Access standard reports, including the Ad-hoc Report and KPI modules.

Schemes – Access the Practice Plan Schemes.

VetEnvoy Services – Access VetEnvoy Services for Insurance Claims, External Labwork and Identichip Registration options.

Settings – Access all Setup/Configuration options.

CONTACTS DATABASE, INTERNAL MESSAGING SYSTEM

AND SUPPORT PORTAL

On the Desktop, there is also access to:

A Contacts Database (See page 266);
An Internal Messaging System (see page 283); and
A link to our Support portal. Once you sign up, you will have complete access to our self-service portal where you can register your practice to view outstanding support logs and raise new logs, as well as view the Knowledge Base.

DESKTOP EMOTICONS

In the bottom right-hand corner of the desktop, Emoticons are displayed that show the status of the following services, ie a smiling face, with a green background, indicates that the service is running and a sad face indicates that a service is not running.

This allows you to monitor any services that have been activated on your server. If one of your active services is showing a sad face, with a brown background, then contact Support for advice.

The Apps Emoticon monitors Online Appointment Service.

The Stock Emoticon monitors the Stock Compliance Service (stock TEXT reminders).

The Poll Emoticon monitors VetEnvoy Services.

The SMS Emoticon monitors general Text Message Service, ie for booster and appointment reminders, etc.

The BACK tile on any screen will take you to the previous screen display and can be used in most circumstances to quit out of the current screen
The SAVE tile on any screen will save your current entries
The DELETE tile, where available, will delete the currently selected entries that have not already been saved.
Add New Click this tile, where available, to add a new entry but there are places in the software where this tile is not available and you click an Add New link instead.
Select Click this tile to select an option from a search result list (and sometimes to Save).
Refresh The Refresh tile will refresh the current display.
Continue There are several options in the software where you will be prompted to continue by clicking the Continue tile.

Tab Key on Your Keyboard

Press Tab to navigate through fields in a dialog box.

Auto Logoff

The system can be set up to automatically log out of the application after a period of time with no input from a keyboard or mouse. Contact Support for more details.

Click the Settings tile on the Assisi desktop.

Practice Setup
Users
Customer Setup
Stock
Professional Fees
Multi Line Routines
Lab Work
Appointment Books
Work Flow (List) Setup
Hospital
Communication
Devices – This menu is mainly used by the Engineering/Support > Department.
Assisi Off-Site App Setup

PRACTICE DETAILS

The fields on the practice details screen are available as tokens on all of the report layouts. Fill in the practice name, address, telephone numbers, email address and VAT number. You can also add your bank details, so that these can be displayed on your invoices/statement as required and click the Save tile to save the entries.

Click the Back button to return to the Practice Setup desktop.

BRANCHES

Each branch should be allocated a branch code, even if the practice is a single branch practice. For each branch created, a default stock location of the same name will also be automatically created. It is possible, however, to create additional stock locations for each branch – see page 75.

For multi-branch practices connecting to one online server, see page 19 to link branch details to a Windows login for a specific workstation.

To Create a New Branch Code:

Click the New Branch link. This will activate the branch fields on the right-hand side of the screen.

Click on the Code field and type in a branch code (maximum 10 characters).
Fill in the branch details and click Save.
Markup Variation

For multi-branch practices, these fields allow you to add an additional markup percentage to stock and fees for products sold from that branch. If this field is left blank, then the usual pricing rules apply.

Negative values are allowed for branch specific discounted prices.

Click Allow Work if you wish to add work for this branch.

Compliance SMS

See page 66 for details of Stock Compliance/Reminders configuration.

To Edit Existing Branch Details

Click on the branch code to be edited – this will display the existing details for that code on the right-hand side of the screen. You cannot edit the code itself.

Make the required changes and click the Save button.

RECOMMENDATIONS

This option allows you to set up a glossary for recall text, ie Stitches out in 10 days, for quick entry when adding work. This text can be printed on a client's invoice. See page 109 for details on how to set up Recommendation (See Again) codes.

OBSERVATIONS

This option allows you to record a clinical observation (eg temperature, weight, etc) in numeric format which will give you the ability to display entries in a graphical format. You can also use an observation code to record an animal’s Body Condition Score

To Create a New Observation Code

Click New Item and type in the Code and Description.
Unit - type in a unit description.
You can add an Upper and Lower normal range, if applicable, and you will be warned if an entry is outside the range.
If a field exists for this value on a small animal screen, you can select this field to be updated automatically when recording an observation value.
If you use VENOM codes, you can auto select a code to be recorded when this code is used.
Click Save.

To Edit or Delete an Existing Observation Code

Click on the code in the left-hand selection box.
Edit the details and click Save or click the Delete tile, as appropriate.

PAYMENT CODES

This option allows you to define your available methods of payment for selection when recording payments.

To Add a New Payment Code

Click New Method and type in the Code and Description.
Click Save.

To Edit an Existing Payment Code

Click on the code in the left-hand selection b
Edit the details and click Save.

To Delete an Existing Payment Code

If you have already started using the system to record live payments, we would recommend that you do not delete a code that has already been used to record a payment as this could affect the analysis section of historical Cash Book Reports.

VALUE ADDED TAX

This is the maintenance screen for VAT. There are up to 6 VAT codes that can be applied when charging stock and fees.

The Discount Given field is reserved for system use and should not be edited.
Standard rate can be edited if the VAT rate changes –bear in mind, however, that once the rate is changed, then the new rate will apply immediately for all work that is added. If you wish to backdate some work at the old VAT rate, then you should use one of the Unused codes and change the VAT code manually when adding the backdated work.
There are two unused codes that have been built into the system for flexible reasons should the VAT rules change in the future and/or should you wish to temporarily use two different VAT codes as outlined above.

To Edit a VAT Code

Click on the VAT code to be edited – this will display the existing details for that code on the right-hand side of the screen.

Make the required changes and click the Save button.

INSURERS

This option also appears under Customer Setup. See page 37 for details.

INVOICE MESSAGE TEXT

You are able to add an invoice message in this option and your invoice layouts can be configured to always display this message. You can add more than one message and identify which message is current.

To Add a Message:

Click New Message in the left-hand box.
On the right-hand side of the screen, type in a code for the message in the Code box and type the message text in the Description box.
Click Save.

To Edit a Message

Click on the message in the left-hand box.
Edit the details and click Save.

To Delete a Message

Click on the message in the left-hand box.
Click Delete.

To specify the Default Message

Click on the message in the left-hand box.
Click Set Current Message.
At the Invoice Message Set prompt, click OK.

LIVERY YARDS

You can set up delivery yards using this option and allocate a livery yard to a horse with an equine type animal screen.

To Add a New Livery Yard

Click New Yard.
On the right-hand side of the screen, fill in the livery details.
You can use the postcode lookup facility to add the address:
Click the blue Postcode box.
Type in the postcode and press Enter.
Select > the relevant address and click the tick in the bottom right-hand > corner to transfer the address to the details screen.
Complete the remaining details and click the Save tile.

To Edit Livery Yard Details

Click on the livery yard to be edited in the left-hand box and the livery yard details will be displayed on the right-hand side.

Make the necessary changes and click the Save tile.

To Delete Livery Yard Details

Click on the livery yard to be deleted in the left-hand box.
Click the Delete tile.

USERS

You will be prompted for a username – and password (if one exists for this user) – each time that you open the application. Each person using the application should, therefore, be registered as a user in Assisi. When registering a new user, it is possible to decide which options within the application that user is allowed to access by creating user groups with the permissions specified for each group and then allocating that user to a User Group. Passwords are optional.

USER GROUPS

To Create a New User Group

Click Settings on the Assisi desktop.

Click Users and then User Groups.
Click New Group, type in the group name, click the Save button and click OK at the save prompt.
The new group name will then be displayed in the group display box. Click on this to display the all of the permissions on the right-hand side of the screen in the permissions display box.
Select the relevant permissions for that group by clicking on the selection box to the left of each permission. This will add a tick alongside the permissions that you have selected to activate and automatically save the selections.

To Edit Permissions on an Existing User Group

If a permission is changed for a user group, then it is changed for all members of that group.

Click on a group and click on the box alongside a permission to toggle the tick between on and off. The changes will be automatically saved.

Using the Permissions Filter

To filter the list of permissions, type some text in the filter box and click the Display button.

USERS

To Create a New User

Click Settings on the Assisi desktop.

Click Users and then Users again.
Click the New User link. This will activate the user fields on the right-hand side of the screen.
Fill in the relevant user details on the right-hand side of the screen.
The User Name should be the full name of the user – the short login can be the user's initials. The user can log in using either their full name or this short login.
The Password is optional. It can be overwritten from this screen so, if you are activating passwords for your users, make sure that your general users don't have access to the permissions Maintain Users and Maintain User Groups, otherwise they will be able to look up other users' permissions and edit the permissions in the user groups.
User Group: Select the group for this user. The permissions associated with that user group will then apply to this user.
Branch Code: The consultation branch needs to be selected each time that work is added and the system is usually set up for this to default depending upon which workstation is being used to add the work. If you select a branch on the User screen, this will always become the default branch location for that user, on whichever workstation they add work, although it can be overwritten at the point of entry if applicable.

The normal option is to leave this field blank but you can select the relevant branch from the drop-down list, if required.

The Active User box will be ticked by default and should remain so as long as the user is an active user of the application. When users leave, the tick can be removed by clicking on it, leaving the user details on the system but rendering that user inactive.

By default, inactive users will not be displayed in any user selection box. You can click the Show Hidden/Deactivated box to display inactive users, if required.

Force Password Entry (Work): If this box is ticked no-one will be able to select this user on the work entry screen without the correct password being entered.
Force Password Entry (Payment): If this box is ticked, the user currently logged on will be displayed before the payment can be processed and, if that user has a password, you will not be able to proceed unless that password is entered. If this is not your username, however, you can change it to your own and type in your own password where applicable.

Whatever username is applied when the payment is processed, will show in the Taken by field when viewing Payment Details on the client’s Financial Screen.

Session Timeout: If this box is ticked, and there is no input using the keyboard, mouse or touchscreen for, say 30 minutes, then that workstation will log out of the application. The time period can be varied per practice, but not per user.
Lexicon Prefix: See page 158 for details.

If your practice has VetConnect Plus activated, then whoever submits the request can have a text message sent to their mobile phone to notify them when the results have been received. To do so, click on the Notify VC+ Results box and add their mobile number.

Mobile Number:
Notify VC+ Results

HISTORY PREFERENCES

See Page 148.

LEXICON FILE

See page 158.

CUSTOMER TYPES

Customer group types are used on the customer screen to define the type of client, ie it is a way of grouping your customers for analysis purposes. This option allows you to set up your own group types.

To Add a New Customer Type

Click the New Group link. This will activate the customer group fields on the right-hand side of the screen.

Type in a Code and Description for the new group and click the Save button.

To Delete an Existing Customer Type

Click on the group to be deleted and click the Delete button.

You can edit the description only of an existing customer group by clicking on the group name which will display the existing description on the right-hand side of the screen. Make your changes and click the Save button.

CUSTOMER SOURCES

There is a field on the customer details screen called Referred by which offers a choice from a drop-down list. This is the option that allows you to create and edit your own source codes.

To Create a New Customer Source Code

Click the New Source link. This will activate the customer source fields on the right-hand side of the screen.

Type in the details for the new code and click the Save button.

To Edit/Delete an Existing Customer Source Code

Click on the code to be edited or deleted and

make the changes and click the Save button – or
click the Delete button.

TITLES

When adding new clients, Titles are selected from a validated list of titles. This is the option where those titles are configured for inclusion in the list.

To Add a new Title

Click the New Title link and type in the new title on the right-hand side of the screen.

Click Save and the new title will become available for selection.

TRADING TERMS

On the customer financial screen there is an option to define default trading terms for that customer by adding a Terms Code to the account. (It is possible to temporarily override these terms for one single transaction, if required.) This option is where those codes are configured and/or maintained.

To Create a New Terms Code

Select Trading Terms from the Customer Setup Screen and click the Add button.

Type in a description and a code for the new terms. As these codes need to be unique, click the Save tile button alongside the New Terms Code box to ensure that your new code is available. If it is already in use, select a different code.
Click the Continue button to define the terms for the new code.

Invoice Text

Any text that's entered into this box can print automatically on every invoice for a client with this Terms Code. Tokens can be included for variable Settlement Dates and Settlement Amounts where Settlement Discount has been applied.

Line Discounts

This allows you to allocate a discount to the client with a different percentage discount for stock and services. Type the required discounts into the relevant boxes.
Tick the Sell at Cost box if you wish to sell stock to the customer at cost price (+ VAT).

Customer Discount

There is a client discount option on the customer's financial screen that can be used to generate a discount on stock and/or services and these settings relate to that option. If you add a percentage discount to the financial screen, you can define here whether that discount applies to stock only, services only or both. If you select to apply it to both, however, the discount cannot vary: it must be the same percentage for both.

VARIABLE DISCOUNTS AND SURCHARGES

Credit Surcharge

This will allocate a surcharge, which remains in place if not paid within a specific period of time. However, the surcharge will be removed again if it is paid within that period of time.

Retrospective Discounts

This feature has not been activated. It is intended that it will generate a credit which will be posted to the client's account and which can be allocated against future invoices, provided that they pay for the current invoice within a specified period of time.

Settlement Discount 1/2

Settlement discount is usually allowed only if payment is received within a specified time period. There are user permissions that can be activated to prevent the discount being allowed if it is past the specified payment date.

Note: On 1^st April 2015 the rules for charging VAT when settlement discount is allowed were changed. Prior to this date, VAT could be charged at the discounted rate, even if the full price was eventually paid. For invoices raised after this date, the invoice should be raised with VAT calculated on the full amount with the VAT being subsequently reduced if the discounted amount was allowed. The software has been amended to comply with this rule change – contact Support to implement these changes.

It is possible to set up two levels of settlement discount. These different levels can be used, for example, to allow a higher discount for payments made at the time of consultation.

For all of these variable discounts/surcharges, the percentage of surcharge/discount should be entered in the percentage discount box and the specified payment period can be entered in one of two ways. For example:

Settlement Discount 1 would allow a discount of 5% of the nett value of the invoice if paid within 7 days of the date of invoice.

Settlement Discount 2 would allow a discount of 2.5% of the nett value of the invoice if paid before the 28^th day of the month following the date of the invoice.

Credit Limit

This field allows you to set a credit limit for the customer. Type in the amount of the credit limit into the credit limit box and you will be warned when the customer's balance reaches that limit. If you wish to ensure that no further work is added to the account when the limit is reached, click the Stop Work at Limit box.

Monthly Surcharge

A surcharge routine can be run at the end of each month to calculate and post surcharges to clients with outstanding accounts. If you run this routine, this field controls whether this group of clients will be included and, if so, by how much they will be surcharged.

This can be a percentage of the outstanding debt or a fixed amount. If you wish to activate this option:

type in only the value of the surcharge if you wish it to be a percentage of the outstanding debt, or
type in the value and click the Fixed Amount box if you wish it to be a fixed amount.

Tax Status

Select the relevant default VAT status from the drop-down list for customers who are allocated this credit code. If you wish charity rules to apply, ie zero rated stock but standard rated fees, set the status to standard rate and click the Charity Rules check-box.

Invoice Defaults

These settings determine the default options for printing invoices when you add charges for clients with this credit code. The default settings can be overwritten when completing the work, if necessary. Select one of the printing option buttons and click the Post Invoices check-box if applicable.

Print Invoice

Click this option if you wish to print an invoice at the time.

Print Advice

Click this option if you wish to print an itemised advice note, but not an invoice, at the time that the invoice is raised.

Print Nothing

Click this option if you do not wish to print an invoice at the time but hold it for printing later. If you choose this option, the invoice will remain on the held invoice file until either the invoice is printed or a payment is taken that is allocated against the invoice.

Never Print Invoice

Click this option if you do not wish to print an invoice at the time, nor do you wish to place the invoice on the held invoice file. It does not prevent you from printing the invoice later from the client’s Financial Tab.

Post Invoice Transaction

Click this check-box if you wish to post the invoice to the account immediately. If you wish the invoice to be held for posting later, ie batch the work, leave the check-box unselected.

Payment Defaults

Click this option if you wish the receipt option, whenever you take a payment for clients with this credit code, to default to Print Receipt. This option can be overwritten at the time of taking the payment if you wish.

Layouts

This option allows you to select the default invoice, receipt, advice and statement layouts for this group of clients.

Active Indicator

You can deactivate a Terms Code should it become no longer required. To do so, click on the Active box to remove the tick.

Once marked inactive, it is not possible to start a new consultation for a client with that Terms Code.
If a client’s Account Header, which still has an inactive Terms Code allocated to it, is edited, then a new Terms Code will need to be selected before any other changes can be saved.

INSURERS

You are able to select an insurance code on the animal screen to identify that the animal is insured and with which insurance company. This option allows you to configure the insurance companies for selection.

To Create a New Insurance Company

Click New Insurer.

Complete the details on the right-hand side of the screen.
Click Save.
The new insurer will then be displayed in the list of insurers on the left-hand side of the screen and be available for selection from the animal record.

Note: The Upload to MyPetHealth setting at the bottom of this screen is optional and is for those practices referring clients to the My Pet Health App. Any insurance companies where this box is ticked will be uploaded and displayed for selection when users are updating insurance details about their animals from the App.

To Edit an Existing Insurance Company

Click on the insurer on the left-hand side of the screen and edit the details, where applicable, on the right-hand side of the screen.

Click Save to save the changes.

You can delete an insurer by clicking on it and clicking Delete but only if that insurer is not saved against any existing animal record.

You can configure discounts on an insurance code and, when you allocate that code against an animal, it will automatically calculate and allow the specified discounts when work is added to that animal’s record. In the past, this was used to set up in-house insurance schemes. However, a more comprehensive way to do this now is to use Schemes, which has now superseded this option.

If you already have discounts set up against an insurance code and subsequently transfer membership to a scheme, remember to change the insurance code on the animal screen to a non-discounted code, otherwise the discount could be doubled.

Details of the Schemes option can be found overleaf.

SCHEMES

Discount schemes can be configured to allow discounted and/or free products/services for animals that are enrolled in a Practice scheme. The complexity of the scheme can vary – you can simply allow a set discount on all, or grouped, items of stock and fees, and/or you can allow a maximum number of items of stock/fees to be discounted in a specified period of time.

Invoices can be generated for the subscriptions to the scheme and subscription payments allocated against those invoices so that payments do not interfere with balances for animals that are not included in the scheme. The scheme can also highlight subscription payments that have been missed and warn when registration needs to be renewed.

JOINING/SUBSCRIPTION FEES

You will need to set up a standard-type fee to be charged as an enrolment/joining fee, and another to be used for a monthly subscription fee for each scheme that you create. They can both be for the same amount, ie your enrolment fee should show when they joined the scheme but it is also the first month’s subscription to the scheme.

SCHEME DEFINITIONS

You can set up as many different schemes as you wish. To create a new scheme:-

Click the Schemes tile on the Assisi Desktop.

Click New Scheme at the top of the Scheme Code window.
Enter a code and description for the new scheme.
Specify the joining fee for the scheme. Type in the fee code if known or search if required.
Specify the subscription fee for the scheme. You can use the same fee for both if you wish although separate fees will give a more explanatory description on the invoice and in the animal’s history.
If you already run a scheme when you first transfer to Assisi, you > can choose to not charge a scheme enrolment fee (user permission > applies - Allow not charge Scheme Enrolment) when backdating > enrolments for existing scheme members.
You can set up a threshold for eligibility for the scheme on species, weight and age. This gives a warning if the animal is outside that threshold but they can still be accepted onto the scheme if you wish.
Duration: Type in the duration of the scheme in months – usually 12. This will be used to calculate the expiry date for the scheme.
Fee/Stock Benefit %: If you wish to give a discount to all fees and stock, type in the respective discounts, otherwise leave these fields blank and set up your discounts as Grouped, Service or Stock Benefits once the basic scheme details have been saved.

Note: Service or Stock Benefits added to the scheme take precedence over Grouped Benefits and Grouped Benefits take precedence over standard discounts.

Description: What is typed in here appears, in brackets, after the description of the stock item or fee on an invoice to show that the discount has been allocated.
Registration Document: You can link a form to the scheme (it should be set up as a consent form) and this can be used as a Scheme Certificate. This document will be printed automatically upon enrolment.
Accepting Members: This indicates that the scheme is active for new members. Click the box to tick. If this is unticked, this will prevent any more members being enrolled into the scheme.
Can Roll On: The auto enrolment box can be ticked to indicate that membership can be rolled on from the Manage Enrolment option.
Click Save to save the scheme details so far. Grouped Benefits and Service/Stock Fee Code Benefits can now be added at this stage, if applicable.

Group Benefits

This option allows you to specify discounts to groups of stock and/or fees by Sales Analysis Code. You are able to specify a discount amount and a quantity allowed in the period of the contract.

If you wish to add Group Benefits, click on the scheme in the scheme name window and click the Group Benefits tile.

Type > in a stock or fee analysis code and set the percentage discount > that applies to this group of fees or products.
In > the Quantity Allowed field, type in the maximum number of > transactions allowed for that percentage in a period interval, ie > the following configuration would allow four individual > transactions of products with a Sales Analysis Code of ECTO in > the contract period.

If the client exceeds this maximum quantity, then:

If there is a standard percentage discount in the Fee Benefit % or Stock Benefit % on the basic Scheme Configuration Screen, then the client would be charged this discounted amount for any additional transactions in the contract period.
If there is no standard percentage discount in the Fee Benefit % or Stock Benefit %, then the client would be charged full price for any additional transactions in the contract period.
If you leave the Quantity Allowed field blank, then there would be no maximum quantity, ie the discount would apply to all transactions in the contract period.
Transactions are defined as follows:
If you sell a quantity of 3 on one transaction line, this is counted as one allowable transaction.
If you add 3 transaction lines for the same product, each with a quantity of one, this is counted as 3 allowable transactions.

If you wish to be more specific than this and specify your discounts by Fee/Stock Code and not grouping them by Sales Analysis Codes, then you should use the Service/Stock Benefits.

Service & Stock Benefits – By Fee/Stock Code

This allows you to configure a discount benefit by individual Stock/Fee Code. It also allows more control on the allowed quantity. For example, you can specify that the client is allowed 4 transactions in a date range, but spread out over four three-monthly intervals, ie one every three months. If the client bought two in one three-month period, then only one would be discounted.

To add discount for a specific stock item or fee:

Select the scheme in the Scheme Name box and click the Service or Stock Benefits tile.

Click the Add Code tile at the bottom left-hand side of the screen.
Select the code for which the discount is to be applied.
Enter the Transaction Quantity Limit, Percentage Discount and Time Window in months, ie the maximum number of transactions that will be discounted within that period of months (as with the Group Benefit option). The following example would allow 4 transactions at any time within the 12-month contract period.

You do, however, have the option of spreading out those 4 transactions and allowing only one transaction in each three-month period – see the following example.

To do this:

Add the first band as outlined above, with the quantity specified as > 1 in 3 months.
Select the code in the left-hand side of the screen and click the > Add Band button.
Add a second transaction quantity limit to be 1 in 6 months.
Repeat this by adding 2 more bands – 1 in 9 and 1 in 12 months.
Max age in days for this scheme: You can set a maximum age for which this discount is to be allowed. Type in the age in days. When the animal reaches this age, the discount will cease to apply.

Copy a Scheme

You can copy a scheme – ie set up a new scheme based upon an existing scheme and edit the details where applicable. To do so:

Select the scheme that you wish to copy on the Scheme Configuration Screen and click Copy Scheme.

Type in the Code and Description for the new scheme and click the tick.
Click Yes when prompted to copy the scheme and you will again be prompted when the scheme has been copied successfully.
Click on the new scheme on the Scheme Configuration Screen and edit the details as required.

JOINING A SCHEME

Select the scheme in the Scheme field on the animal record to display the Scheme Enrolment Screen. The selected Scheme Code will be displayed.

Joining Fee/Monthly Fee: The joining fee and monthly fee will be confirmed on the screen. Once the enrolment is complete, an invoice for joining the scheme will be raised, which effectively becomes the first monthly payment. Details of the enrolment will be displayed in the animal’s history.

If you have permission to Allow not Charge Scheme Enrolment then, when backdating enrolments for existing scheme members, you will be able to remove the tick on the Scheme Enrolment screen and the joining fee will then not be charged.

Tax Date: Specify the tax date for the joining fee invoice. This will always default to today’s date but can be overwritten.
Scheme Start Date will default to today’s date – this can be edited if required.
Scheme Expiry Date will be displayed based upon the duration entered when configuring the scheme – see also item no 7 below.
First Monthly Payment will become due the month following the enrolment date.
Number of Monthly Payments will be one less than the duration in months as specified in the scheme definition, as the joining fee will be classed as the first month’s instalment
Username/Password: There is a user permission associated with enrolling animals onto a scheme. Select your username and enter a password if applicable.
Auto Renew: If you click this box, you will be able to select this animal’s membership for auto-renewal without the client being first contacted. The client would need to give permission for this option to be ticked.
Click Enrol
You will be prompted to print a Scheme Enrolment Certificate if this has been specified in the scheme definition.
The scheme enrolment details will be displayed on the animal’s history screen.

SCHEME SUMMARY

You can review a summary of an animal’s Scheme membership which shows total entitlements, entitlements already taken and those still remaining. If an animal is enrolled in a Scheme, there is a link to this summary on the right-hand toolbar of the animal’s history. If an animal is not enrolled in a Scheme, this link will not be displayed.

Today’s date is displayed by default and this displays the discounts applicable today. You can edit the date to see how the discounts allowed will change for future dates.
Scheme membership details are displayed, ie the name of the Scheme, Enrolment and Expiry dates, and basic applicable Stock and Fee discounts as specified on the front Scheme Maintenance screen.
There are separate tabs for applicable Service Benefits, Stock Benefits and Group Benefits.

The following is an example of where one free Annual Health Check is included in the scheme in each 12-month period. Clicking the Service Codes tab shows that this health check has already been carried out. Any further consultations will be charged at the full list price.

CONTROL CENTRE (MANAGE ENROLMENTS)

This screen allows you to search for scheme memberships that will expire in a specified date range. It works as a Scheme recall facility for rolling on membership.

If renewal does not take place when due, the membership will expire and benefits will automatically cease after the expiry date.

You can search for and select those members where:-

Auto Renew has been selected - and use the system to automatically roll them on for a new term. You can use the mailshot facility to produce a letter confirming that their membership has been rolled on for another year.
Auto Renew has not been selected - and use the mailshot facility to produce a letter advising that their membership is due for renewal and asking them to let you know whether they wish to renew.
Membership of the scheme has expired, or is about to expire, so that you can use the mailshot facility to let them know that their animal is no longer covered by the scheme.

To produce a list, select the relevant search criteria and click the Refresh tile.

You can filter your list by Scheme Code, Enrolment and/or Expiry Dates, Active or Inactive memberships and Auto Roll On (renew) or Manual Roll On members. You can also specify a particular client surname/animal name.

Once your list has been produced, select one of the following output options.

Roll on memberships
Print list details
Produce a mailshot
Send text messages
Export to Spreadsheet

Roll On Membership

Produce your list of scheme members and click the Roll On tile. You will be prompted to confirm that you wish to roll on membership for the selected members and confirmation will be displayed once the roll on for each member included in the list has been completed.

Print

Produce your list of scheme members and click the Print tile.

Mail Shot

Produce your list of scheme members and click the Mail Shot tile.
Select your template and click Open.
This routine will populate one letter for each entry on the list.
Check and print the letters.

Send SMS

Produce your list of scheme members and click the Send SMS tile.
Select your SMS template.
Click Send.

Export to Spreadsheet

Produce your list of scheme members and click the Calc tile.
This will display the data in a spreadsheet.
Name and save the spreadsheet, as applicable.

TRANSACTIONS

This option allows you to manage your scheme subscription transactions. You can generate invoices for monthly subscriptions and allocate payments to those invoices. This will highlight those members who have not paid when due and their benefits can be suspended until payment has been received.

Each month you should generate invoices for the subscriptions and check whether payment has been made. When you enrol an animal in the scheme, the next monthly payment due date will have been saved. The following routine will select those members whose next monthly payment is due between the dates selected.

Select the Transactions tile from the Schemes Menu.

Select the To and From dates for the current invoice run.
Select the Scheme from the drop-down box.
Specify the tax point, ie invoice date for the invoices to be generated.
The Narrative is the description that will appear on the invoice header. This will default to Health Scheme but can be edited if required.
Select the branch against which the invoices are to be raised.
Mark as Printed: By default, the transactions will be generated as held invoices. If you do not wish to print them, tick the Mark as Printed box.
The Auto Pay the Invoice options will mark each invoice selected as paid. It can be removed if you wish to allocate payments manually.
Select the payment method for auto payment allocations if the Auto Pay the Invoice option has been selected.
Click Select Schemes to Invoice. This will display all of the invoices due in the date range selected.
Select the entries that you wish to process.
You can click the Select All button, select Auto Pay the > Invoice and then later reverse that payment for the ones who > haven’t paid (this is the quickest method).
Or you could complete the run in two stages by clicking the Select > All button and manually deselecting those invoices that have not > been paid and then select Auto Pay the Invoice. You could then > run the routine again for the same date range, which would pick up > the remainder of invoices due and untick Auto Pay the Invoice.
Click the tick to process the selected invoices/payments.

INACTIVE MEMBERSHIPS

If a member of a scheme falls behind with their subscriptions, it is possible to mark their membership inactive until the outstanding balance has been paid.

To do this, search for their membership details in the Control Centre on the Schemes Menu – you can search using the client surname and animal name. When their scheme details are displayed on the screen, click the Active box to remove the tick. This renders the membership inactive until it is manually re-activated once the subscriptions are up-to-date.

CLIENTS AND ANIMALS

SEARCHING FOR CLIENTS AND ANIMALS

Click the Find Client tile.

By default, only active clients will be included in the search results. If you wish to include inactive clients, click No on the Include Inactive prompt before you carry out the search, which will then change to Yes.
Type your search criteria into the relevant box/s and click the tick to display the results of your search.
CUSTOMER DETAILS SEARCH FIELD

Search Field Type of Search

Name Client’s surname (beginning with search)

Address Any of the address fields (containing search)

Anywhere Any other field (except Surname and Address fields) on the client screen (containing search)

The Name, Address and Anywhere search fields can be used in combination with each other.

You can add more than one word to the Anywhere search field (each word separated by a space) and you can then specify that you are searching for records with Any one - or All - of the words, wherever they appear on the screen (other than surname and address fields) or as a Phrase where all of the words appear next to each other on the screen in the same field and in the same order.

ANIMAL DETAILS SEARCH FIELD

Name Animal's name (containing search)

Anywhere Any field on the animal screen (containing search)

With the same Any, All and Phrase options as outlined above for the customer.

Press the Enter key to display the results.
Select the required client from the search results and click the tick to display the results of your search.

Retained Search

The system retains the search results so that you can choose another client from the results list if the wrong client has been selected. A scroll bar will be displayed on the right-hand side of the client screen which can be used to scroll through the list of results until the correct client has been selected.

If you include an animal’s details in the search criteria and you have selected the wrong record, click Owner to scroll through the remaining search results.
If you click Search from the client screen, the original search criteria will still be retained. The criteria can then be edited, or deleted if you wish start a new search.
If you navigate away from the client or animal screens, however, the previous search results will no longer be retained.

CLIENT DETAILS SCREEN

Client Check Box

The check box on the client screen is displayed in green if the record details have been recently checked with the client. If it is displayed in red, it is a prompt that the details on the client screen should be checked.

If you click the red Check box, this then changes to a green Checked box and stays that way for 6 months, after which time it changes back automatically. (This period of time can be customised, if preferred.)

If you have edited client details, then remember to also click Save to save these changes.
If the client has updated their recall and marketing preferences via a web portal (GDPR) then the Checked box will change to green automatically.

Future Appointment Display

If > a client has a future appointment, the appointment details will be > displayed at the bottom of the client screen.
If a client has more than one future appointment, the display will > indicate that there is more than one appointment present. If you > hover your cursor over the prompt, the additional appointment > details will be displayed.

Custom Fields

Custom fields can be added to store data not already catered for on the standard client screen, eg Fax Number, Second Mobile Number. An Alternative Surname field can also be added, which will then be included in the surname search for clients.

The Custom Data label will be displayed with a red background when any custom data fields have been manually populated (other not including Date Registered, which is always added by default when a client is registered).

See page 49 for details on how to add custom data to an existing Custom Data field. Contact our Support Department for assistance if you wish to generate a Custom Data field that does not already exist.

On the left-hand side of the client screen are the following navigation options:

Select this option to navigate to the Assisi Desktop.

Select this option to navigate to the appointment book. This will remember the client details for the next appointment booked.

Select this option to navigate to the Work Flow lists. This will remember the client details for adding the client to a list.

Select this option to search for a different client.

Select this option to display the clipboard.

Select this option to launch the map search for the location of the client’s address. From here you can generate a route/directions to the client’s address.

Select this option to display the appointment history for the client.

On the right-hand side of the client screen are the following options for that client:

Select to display the client’s Financial Screen.

Select to display the animals registered to this client and to add new animals.

Select to print a client address label. The following user-defined fields can be added to this label layout – home, work and mobile telephone numbers, email address, referred by details, terms code and customer branch.

Select to send an instant SMS to this client (subject to text messaging being configured on your system).

Select to send an instant Email to this client (subject to email being configured on your system).

If you have a web portal set up to record your clients’ communication preferences, click to send a link to the client to update their preferences (see page 55).

You can also right-click this tile to view a log of history of any changes to this client’s preferences and to view a general communications log. (See page 56)

This tile relates to the My Pet Health App. If you have the App configured on your system, you can click it to send an Activation Code to any clients who wish to download and register for the App. (See page 283for more details regarding the My Pet Health App.)

DISPLAYING ANIMAL RECORDS

If an animal is included in a Client/Animal Search, then you will be navigated directly to the animal screen.

Otherwise, from the client screen, click the Animal Records tile. This will display all live animals registered to that client. Click on the blue tick to the right of the relevant animal to display that animal’s details/history.

If you wish to view the details of inactive animals, click the Show Inactive bar at the bottom, left-hand side of the screen. Inactive animals, if there are any, will then be included at the bottom of the display, with the background of the tick box coloured red instead of blue. Click the tick against the relevant animal to display that animal’s details/history. You can toggle back to active animals only by clicking Hide Inactive.

ADDING NEW CLIENTS

Names and Addresses: From the Assisi Desktop, click the Create Client tile and enter the client’s name and address details.

Note: A Company Name field can be activated if applicable. This is useful for large animal practices who want to store the name of a farm, etc. Contact Support if you wish this field to be activated on your server.

Any > fields with a down arrow to the right of the field indicate that > you can select an option from a drop-down list.
These drop-down lists can be maintained in the Customer Setup > option in the Settings menu on the Assisi desktop.
There is a postcode lookup facility available. If you have this > function, click the Postcode label to display the Postcode > Address Lookup screen, type in the postcode and click Find > Address to display a list of addresses with that postcode, from > which you are able to select the correct address.
Contact Preferences
When adding telephone numbers, click on the box to the right of the > relevant telephone number field to indicate that any text > reminders that the client has agreed to receive can be sent to > that telephone number.
If an email address has been added, click on the box to the right of > the email address field to indicate that any emails that the > client has agreed to receive can be sent to that email address.
Set the Reminders box to Yes to indicate that the client > agrees to be contacted for vaccination reminders. Not doing so > will result in no reminders at all being sent to this client.
Set the Marketing box to Yes if the client agrees to be > contacted for marketing purposes. You are able to check this > setting when preparing ad-hoc reports for marketing purposes. > Leave this set to No for clients who does not wish to receive > any marketing communication at all.
Referred By:
This field can be used to record how a new client heard about the > practice.
Alternatively, for referral practices, it can be used to record the > referring practice.

See page 33 for setting up Referral codes.

Customer Type: Customer group types are used on the customer screen to define the type of client, ie it is a way of grouping your customers for analysis purposes. See page 33 for setting up Customer Types.
The Branch field displays the branch which the client normally attends. For multi-branch practices, this is usually set to default to the branch where the details are being added, but can be changed if required.
New clients will default with Active set to Yes. This is a toggle switch and can be used to mark clients as inactive in the future.
You can toggle between General Comments and Other by > clicking on the required option and typing in any relevant text. > You could click Other, for example, to type in any comments > that you may wish not to be visible by default on the client > screen. If comments exist on the Other tab, then the > background of the label will be displayed in red.
When > complete, click the tick in the top right-hand corner of the > screen to save the client details. A unique reference number will > then be allocated to the client and the record will be displayed, > together with the left and right-hand toolbars – see page 49 for > more information on the toolbars.
Once the record has been saved, you can add Custom Data fields.
One of the Custom Data fields that exists by default is an Alternative Surname field. Any alternative surname (ie a partner’s surname) added to this field will then be included in the search facilities.

To populate a Custom Field:

Click Custom Data on the Client screen then click the > Plus sign.
Select an available field from the dropdown list of custom fields in > Data Item Name.
Type the relevant data in the Value field and click Save.
To edit data already stored, double click the relevant field, type > in the correct value and click Save.

If entries exist in Custom Data fields, then the background of the label will be displayed in red.

The Checked box exists to indicate whether the record has been > updated within a pre-defined period of time. By default this is > set at 6 months but can be customised if preferred. If the box is > displayed in red, this indicates that the record has not been > checked within this time period. (See page 46 for more details.)
Before you move on to register animals for the client, specify a Terms Code for the client by clicking on the Financial Account tile and selecting a code from the drop-down list Click the tick to save the entry.

EDITING THE CLIENT DETAILS SCREEN

To edit the client screen, click on the relevant field, make the changes and click Save to save your changes.

ADDING NEW ANIMALS

With the Client Details displayed, click the Animal Records > tile.

Click the relevant animal type tile on the left-hand side of the > screen and fill in the animal's details. The default choices are > Equine, Large Animal and Small Animal, with three > different layouts, as follows.

Small Animal Equine Large Animal

The animal reference will be added automatically by the system once the record has been saved.
The Active box will be ticked to indicate that the animal record is active.

Small Animal and Equine Types

Enter the name for the animal. Horses have fields for both Name and Official Name.
As you select a Species, the Breed box will be populated with breeds for that species for selection on Small Animal types.

There are no breeds available at present for selection for horses. If you wish to record a horse’s breed, you can enter it in the Remark field.

As you select the Gender for the animal, the screen will be coloured blue for Males and pink for Females so that it will be easy to view the gender at a glance when the animal screen is displayed. If neither is ticked, then the colour will default to a neutral colour and the gender will be registered as Unknown.
Colour and Remark can be added manually.
As you enter the DOB the animal's age will be calculated and displayed automatically.
If the animal is insured, select the relevant insurance company from the drop-down list.
The Scheme field relates to an In-House Insurance Scheme. (See page 38 for more information on Schemes.) You should leave this field blank when first creating the record. The animal can be registered into a Scheme once the record has been saved.
If the animal has already been microchipped, the chip number can be manually entered into the Microchip field. There is the facility to add this automatically if you are microchipping the animal yourselves.
Weight can be added manually or updated automatically when recording the weight of the animal in the future using an observation code when adding history for the animal. Using an observation code is the better method of entry as this records the date that the weight was updated in the animal’s history.
There is the facility to add Height and Livery details for an Equine type animal.
There is a body score field called Condition on the Small Animal and Equine animal types, which can be updated in a similar way to a weight entry - using Observation Code BCS. Such an entry, when committed, will update this field on the animal screen.
The Date Registered will default to today's date.
The Origin field allows you to select an entry from the drop down list to display the country of origin. This may be a must-fill field, depending upon the configuration of your system.
Click the Tick to save the record.
The animal details will be displayed in blue if the animal is male > and pink if the animal is female to allow instant recognition of > the sex of the animal when viewing the record.
On Small Animal records, once the animal details have been saved > and the animal details redisplayed, an Identichip Check Box > will be displayed in red alongside the Identichip Number > field. If this box is clicked, it will change to green and display > the word Checked. Once the changes have been saved, this will > remain green for a customisable length of time – the default > setting is 180 days.
The animal reference will be added automatically by the system once the record has been saved.
Click Back to return to the Animal Selection Screen.
To add another animal, repeat as above.
To navigate back to the Client Details, click the Owner tile.

Large Animal Types

The screen display for large animal records enables you to store the following details:

Description, eg Dairy Herd.

Select a Species from the drop-down box.
Type in a Herd Reference, Herd Size and CPH No.
As with Small Animal and Equine, the Scheme field relates to an In-House Insurance Scheme. (See page 38 for more information on Schemes). You should leave this field blank when first creating the record. The animal can be registered into a Scheme once the record has been saved.
The Date Registered will default to today's date.
The Origin field allows you to select an entry from the drop down list to display the country of origin. This may be a must-fill field, depending upon the configuration of your system.
Click the Tick to save the record.
The animal reference will be added automatically by the system once the record has been saved.
Click Back to return to the Animal Selection Screen.
To add another animal, repeat as above.
To navigate back to the Client Details, click the Owner tile.

EDITING THE ANIMAL DETAILS SCREEN

To edit the Animal Details screen, display the record, click on the relevant field, make the changes and click Save.

GENERAL NOTES

A General Notes box is displayed beneath the Animal Details screen. There is more information about this on page 144.

TRANSFERRING ANIMALS

Note: If the new owner is not one of your clients, then a line of clinical text can be added the animal’s history and the animal de-activated manually by removing the tick from the Active field on the animal’s record.

Alternatively, you can charge a fee that has been set up with a de-activate fee type. This will deactivate the animal automatically and also remove any outstanding reminders.

Display the animal/history screen and right-click on the Save tile on the animal screen.

Click on Transfer Ownership.
You will be warned if there is any batched or uncommitted work on the animal’s record and you can choose whether to continue. If you continue with the transfer, once processed or committed, this work will be raised against the new owner’s record. If you wish to leave it against the current owner’s record, the work will have to be processed or committed before continuing - otherwise click Yes.
Click Find Client in the New Owner Details selection of the Transfer Ownership screen and search for and select the new owner. Details of fully outstanding invoices will be displayed on the right-hand section of the screen. You can choose to transfer these invoices to the new owner or leave them with the existing owner. (Fully-paid and part-paid invoices cannot be transferred.) If you wish to transfer any of the invoices displayed, click the Transfer Suitable Invoices/Credits box and then click the box alongside each invoice that you wish to transfer.
Click Transfer and the animal, together with any selected invoices, will be transferred to the new owner.
The animal’s record will be then displayed on the new owner record. There will be a line of clinical text in the history that specifies that the animal has been transferred from the original client.

A new feature has been added to Assisi to help with compliance of the General Data Protection Regulations (GDPR), which will supersede the UK Data Protection Act. This allows you to self-administer your clients’ contact preferences by way of a secure web portal (ie a specially designed, secure website individual to each practice).

You will be able to send a link to your clients that will direct them to your practice portal. This can be by bulk text and/or email messages to your existing clients, and individually to new clients as they are registered.

Once directed to the portal, your clients will be able to specify their own contact/marketing preferences which, in turn, will be transmitted back to their client records in Assisi and the records updated with their contact details accordingly.

If you wish to use this feature, we will configure your practice portal for you and guide you through the transmission of any bulk emails/texts – contact Support for more information.

CLIENT MARKETING PREFERENCES

The client screen has been updated to include a Reminders preference and a Marketing preference. The Marketing preference has superseded the previous Mail preference.

It is possible for a client to choose to receive communication regarding vaccine reminders but not for marketing purposes.

To Send Bulk Invitations

You can customise an ad-hoc report to select the clients to whom you wish to send the link.

This can be exported to a list from which you are able to send bulk emails/text messages.
Once the client clicks the link included in the invitation, they will be directed to your portal and prompted as follows:

Screen 1

Screen 2

Screen 3

Screen 4

To Send Individual Invitations

From the Client screen, click this tile on the right-hand toolbar to send an invitation to that client.

If one or more of the telephone boxes on the client screen are populated and ticked, then a text message will be sent;
if the Email box is populated and ticked, then an email will be sent; and
if one or more of the telephone boxes is populated and ticked and the Email box is populated and ticked, then the client will receive an email and a text message.

COMMUNICATION LOG

A Communications Preferences History is automatically maintained by the system. By right-clicking on this same tile, you can display - and print - a log of the client’s marketing selections, with a new entry being generated each time their selections are updated.

Phone OK is the tick box alongside the home telephone number on the client screen.
Mobile OK is the tick box alongside the mobile telephone number on the client screen.
Work OK is the tick box alongside the work telephone number on the client screen.
Email OK is the tick box alongside the email address on the client screen.

(Where True means that the box is ticked and False means that the box is not ticked.)

Reminders is the Reminders selection button.
Marketing is the Marketing selection button.

(Where True means that the box reads Yes and False means that the box reads No.)

Printing the Communications History Log

You can print out the log by clicking on the printer icon on the history display screen.

In addition to the history of the clients’ communication preference selections, you can activate a log of all client communications, including text and email messages for reminders, etc. Once this log has been activated, you can view the entries by clicking the Movements tile.

ANONYMISING CLIENT RECORDS

A routine has been added to find and anonymise client records for those clients who have not been active for a specified number of years (default 8 years, minimum 6 years). Please note, however that this is a one-way process, ie it cannot be reversed.

The criteria for this routine are as follows:

Clients with no history for the specified number of years; or
No activity at all and registered more than a year ago with no future appointments booked.
The client balance must be zero.

Please contact support for more information and to request that the routine be implemented.

To access the stock file options, click the Settings tile on the Assisi Desktop and click the Stock tile to display the Stock System Setup Menu.

This allows you access to the following options:-

STOCK FILE

This displays each product set up for sale – showing the stock code, stock description, stock holding and the price.

TO SEARCH FOR AN EXISTING PRODUCT

To filter the list of products:-

Type all or part of the description in the Description field, and/or

Type in part, or all, of a stock code; or
Type any word/s that appears anywhere on the stock file. Multiple words can be included, separated by a space. For example, if you have a sales analysis classification of Food, then typing Food in the Anywhere box will filter for all products that have that classification code, even though the sales analysis classification is not displayed on the initial list of products.
The Any, All and Phrase check boxes relate to the Anywhere box and allow you to further define the search criteria.

Press the Enter key or click the Refresh tile to display the filter results.

This will display all products that meet the specified criteria. The searches are containing searches, ie all products that contain the text, anywhere in the field, will be displayed.

To Redisplay the Complete List of Products

Clear the entries in the filter box and click the refresh button.

Move the highlight bar to the product that you wish to select.
The highlight bar can be moved up and down the list with the Up > and Down Arrow keys.
The Enter key can also be used to move down the list.
You can left click on a product with your mouse to highlight it.
Click the Save tile.
You can also double-click with the mouse to both highlight and select it at the same time.

TO ADD A NEW PRODUCT

There are two choices for adding new products – you can base the new entry on a product contained in your supplier catalogue or you can add the product manually.

To Create a New Product from your Supplier Catalogue:

Step 1 – Search for the Product in the Catalogue

Click Settings on the Assisi Desktop and then click > Stock and Stock File.
Type > part of the description into the Search catalogue for box and > click Search. This will display all products that meet your > criteria in all installed wholesaler catalogues.
Click on your product and click the tick (or double-click).

Step 2 – Add Your Own Product Code

Type your required code in the New Stock Code box and click > Search. The system will check whether your stock code is > available – ie that it has not already been used for an existing > product.
If > is not available, amend the code and search again.
If it is available, continue to
> Step 3.

Step 3 – Configure the Product File

Click Continue and set up the product to your requirements – as outlined below.

Make sure that you click

the relevant SA/LA/EQ options, otherwise the product won’t > appear for selection in searches; and
Maintain Stock Levels if you wish to maintain stock control for > this product.

Stock File Configuration

You can use the Tab key or click with your mouse to move to the next field.

Description	This is the description that will be displayed when you search for the product.
Invoice Text	This is how the description will be displayed on clients’ invoices. Quite often this will be the same as the Description field and you can copy and paste the text from one field to the other, but there may be instances where you wish the two entries to be different.
Alternative	This is a field reserved for you to identify an alternative product if this product is not in stock.
Outer/Inner Units	These fields identify how the product is bought (outer unit, ie bottle or pack) and how the product can be broken down for sale (inner unit, ie ml or tablet). Entries in these fields are validated and are set up from the Outer Unit and Inner Unit tiles on the Stock File Setup desktop.
Ratio	This is how many inner units there are in each outer unit, ie if the outer unit is a pack and the inner unit is a tablet, then the ratio is how many tablets are in a pack. It is important that the ratio is correct as this determines the price at which the inner units are charged.
Apply Minimum Unit	If this box is ticked then, when you dispense less than a whole unit, the whole unit will be destocked.
Classification	Stock S ales Classification Codes should be set up from the Stock File Setup desktop and these then become available for selection on each product. These are used to summarise stock sales and to identify which groups of products may require batch tracking to be enabled. Select the relevant Classification code for this product.
Generic	Generic codes can be used to further classify your products if required. This is an optional field and the generic code can be left at the default entry of 000 if preferred. There is a pre-installed list of generic codes to select from if you wish to use this feature but custom codes can be created if you prefer.
Animal Types	Tick the relevant animal types for this product. If you tick all of them, then the product will be available for sale on all animal types. If one of the check boxes is left unticked, then this product will not be displayed when searching for products to sell for that type of animal.
Manufacturer	Manufacturer codes can be set up from the Stock File Setup desktop and allocated to products as required.
Barcode	A scanner can be used to scan a barcode from a product into this field. If a barcode reference is stored here, there is be the ability to scan this barcode when adding work, booking in and transferring stock, etc.
Suppliers	This field identifies your wholesaler and the wholesaler’s product reference. You can search their catalogue for this reference number by clicking the magnifying glass – the current price is also displayed on the search results. Selecting the product will automatically add the wholesaler and product reference.
Standard Cost Price	This should contain the cost price for the Outer Unit, excluding VAT.
Markup	Specify the percentage markup for this product. Once the markup has been added and you click on the Standard Price Field, the selling price will be updated accordingly. Leave the markup at zero and type in the standard sale price if you wish to specify a fixed price for an item. You can set separate mark-ups for different animal categories, ie large animal, small animal and equine if nett nett pricing has been activated (see page 64). Any markup set up for a specific animal category will override this standard stock markup.
Price Group	This allows you to specify a particular price group for a product. It is not a markup code but to allow you to group items for pricing which might otherwise have the same markup percentage. It’s a free text, optional field.
Cash Discount	If you add a percentage discount to this field, the product will not be automatically discounted but this discount can be allocated at the point of sale if you choose to do so.
Tax Code	Select the relevant VAT code for this product.
Enable Nett Nett	Tick this box if you wish to enable this product to calculate and store nett nett cost for the product according to what percentage discount has been entered into the Supplier, Manufacturer and Special Discount fields. See more detailed notes on page 63. You can also configure the system so that these discounts are passed on to selected clients.
Supplier, Manufacturer and Special Discount fields	Discount values should be entered into these fields if you wish to allow nett nett discount for this product. The nett nett cost field will then be updated when you click on it.
Last Updated	When you run the supplier update routine, the date in the Last Updated field will be updated to show the date that the routine was last run.
Inner Surcharge	This field allows an extra surcharge (markup) to be applied when selling Inner Units. Type in a percentage value if applicable. The markup will be added first and the sub unit markup will be added to this already marked up price.
Minimum Charge	This field allows you to set a minimum charge for the product – exclusive of VAT. You can overwrite this minimum charge setup for specific animal categories in the Special Values option (see page 64).
Dispensing Code	Dispensing codes are configured from the Stock File Setup desktop. If you select a dispensing code from this list, then the charge associated with that code will be automatically included at the point of sale.
Issue a Recall	It is possible to generate a recall reminder – in a specified number of weeks - for a product each time that it is sold. It is also possible to generate an expiry date for that reminder. The recall date will be displayed on the Recalls section of the General Notes field on the Animal screen. Tick this box if you wish to generate a recall reminder for this product.
Recall Time	Type in the required number of weeks after the initial sale that you wish to generate the recall date.
Recall Expiry Time	You can enter an expiry interval (in weeks) in the Recall Expiry Time field. This will generate an expiry date for the recall and once a recall has expired, the reminder details will be deleted from the Animal screen. The number of weeks in the Recall Expiry Time field will be added to the recall date to calculate the expiry date. When you are sending recall reminders, you will be able to base the reminders upon either the recall date or the expiry date.
Auto Reason Code (Venom Code)	If you add a Venom code to this product, this will be stored automatically on the animal’s history as a reason for the visit. See page 103 for an explanation of how Venom Codes can be used.
Label Text	Any standard text that you type in this field will appear on a label every time that one is printed.
Hide in Searches	Click this box if you wish to hide this product in future searches. If users know the stock code, however, they can still sell the product.
Prevent Selling	Click this box if you wish to prevent anyone selling this product. No-one will be able to sell the product with this box ticked. A message can be added advising why the items is prevented from sale.
Prevent Ordering	Click this box if you wish to prevent anyone re-ordering this product. A message can be added advising why the items is prevented from ordering.
Medicinal	Click this box to signify that this product is a medicinal product. If charity rules have been set up on any of your Account Terms to apply zero rated VAT for medicinal products, then this applies only to medicinal products.
Allow Discounts/ Allow Settlement	Click on these boxes if you wish the product to be included in any discounts that have been set up for any of your clients. The Allow Discount box will allow any sort of discount, including settlement discount. If the Allow Discount box is deselected, then the Allow Settlement box will allow Settlement Discount only.
Always Allow User Pricing	Tick this option if you wish to override a user permission that is set to not allow users to edit prices – for this product only.
Print Label	Click this check box if you wish a label to be printed by default for this product. You can overwrite this standard label print setup for specific animal categories in the Special Values option – see below.
Maintain Stock Levels.	Tick this box if you wish to maintain stock control for this product.

When the product has been configured, click Save.

Create a New Product Manually

Click > the Create Manually option.
Type > in a stock code by which the product will be identified and click > the tick to check whether the stock code is available for use.
If prompted Stock Code Available, click the green continue > button to complete the setup of the product. The stock code will > be displayed.
Click on each field and set up the product to your requirements.

When the product has been configured, click Save.

RENAMING STOCK CODES

You can rename a stock code. The original code will be updated to the new code in all areas of the application to maintain the integrity for future reporting (except in any history that has been converted from a previous system).

This facility, therefore, is not intended for you to reuse the record for a different product completely. It was really added as an option for practices new to Assisi to tidy up a converted stock file. Once you have started using Assisi live, we would recommend that, in these circumstances, you Lock and Hide the existing product and create a new one.

To Rename a Stock Code

Click Settings>Stock>Stock File.

Search for and display the product.
Click on the product line, click the Rename Code tile and read the notes carefully.

Type in the new stock code and click the tick to check that the new stock code is available.
Once the Stock code available prompt is displayed, click Continue to complete the transaction.

To rename a Fee Code, see page 90.

NETT NETT PRICING

Each product on the stock file for which you wish to allow nett nett > pricing needs to be activated.
From the Settings tile on the Assisi desktop, click the > Stock tile.
Click the Stock File tile and select a product
Click the Enable Nett Nett check box.
Type in the relevant discounts and the Nett Nett Cost field will > be updated automatically.
Click Save.

Note: If you are a member of the VetsWest Buying Group, you can import a price file that is provided by VetsWest to update the Supplier Discount and Manufacturer Discount values on your stock file and calculate the Nett Nett Cost. See page 73 for details of this update routine.

Once all of the products have been activated and the discounts configured, you need to identify which clients should receive nett nett discount. This is configured on the clients’ Trading Terms codes.

From the same Assisi Settings desktop, click the Customer Setup tile and click the Trading Terms tile.

Select each applicable trading terms code and click the Nett > Nett tile on the right-hand side of the screen.
From here, you can further filter the discount by Animal Types > and by either Stock Analysis Code or Stock Product Code.
In the Enabled Animal Types column, select the relevant Animal > Type/s for clients with that Trading Terms code and click > the green tick. If no animal types are > ticked then the discount will not be allocated at all, even if the > product has been included in the Enabled Stock Analysis or > Enabled Stock Items columns.
All of your Stock Analysis codes will be displayed in the > Enabled Stock Analysis column and all of your product codes > will be displayed in the Enabled Stock Items column.
Identify which products qualify for nett nett discount by class="underline">either clicking the relevant Enabled > Stock Analysis (which would then include all products with that > Stock Analysis Code) or by clicking the individual Stock > Product Code.
Click Save.

For products where nett nett pricing has been activated, you can also vary the markup using the Special Values option - see below.

STOCK FILE OPTIONS

Once the product details have been saved, the following options are available to be configured for this product. All of these options are available on the right-hand toolbar for selection for the product displayed.

Special Values

This option allows you to overwrite standard Minimum Charge and Label settings for specific animal categories - and, but only where nett nett pricing applies, vary the markup charge also.

If you wish to apply values that are different to the standard values stored against the product:

Click Settings>Stock>Stock File and display the product.

Click the Special Values tile.
Select the animal category from the drop-down box.
Markup %: This allows you to overwrite the standard Markup for > different animal types when nett nett pricing has been enabled for > the selected product. Type in the required percentage Markup for > this animal category.
Minimum Charge: This allows you to overwrite the standard > Minimum Charge for different animal types whether or not nett nett > pricing has been enabled for the selected product. Type in the > required Minimum Charge for this animal category.

Note: If either the Markup % or Minimum Charge is left at zero, then the standard settings will apply.

Label Requirements: This allows you to overwrite the standard Label requirements for different animal types whether or not nett nett pricing has been enabled for the selected product.
Click this box if you wish to print a label for this category where > the standard default option is set to not print.
If the standard print label setting is set to print a label by > default, and you wish to not print a label for this category, > leave the box unticked.
Click the Save tile.

Quantity Breaks

This option allows you to set discounts according to the quantity of product sold. The product can be set up for as many quantity breaks as you wish.

Click the Qty Breaks tile.
Type in the first quantity break at which you wish the price to > become discounted (outer units only).
Type in the discount to be allowed with this quantity is purchased.
Click the Save tile.
Continue in this way if you wish more than one level to be to be > allowed, saving each level before entering the next one.

Meat and Milk Withdrawals

This option can be used to add any standard label text that applies for a specific species, including meat and milk withdrawal instructions. When a label is printed for that animal species, then that text will be included automatically, together with any standard label text already saved against that product.

Select the species from the drop-down box, type in the text and click the Save tile.

Stock Holdings

This screen displays the stock levels per branch for the product. To filter for a specific branch, select the branch from the drop-down box.

It displays location, batch number and expiry date (if applicable), stock holding for that location, how many are allocated (ie in the batch), how many are in transit (if stock has been transferred between branches and is in transit, ie not yet booked into the receiving branch.

Information

You can browse for a document stored on your server and link it to this stock code. This document will then be displayed automatically, and can subsequently be printed, when adding this product to a work entry screen.

Notes

This option can be used to link to a web address to the product so that this can be accessed easily at the point of sale. The link can also be displayed on invoices when the product is sold and can work as a hyperlink on emailed PDF invoices.

It is also possible to print a QR code of the web address on a drug label which can be scanned by the client to navigate to the web address specified.

If no web address is entered, notes can be typed or pasted in and the notes can be accessed instead a web address at the point of sale.

Type in the Web Address or Notes and click Save.

Branches

This screen is used to store ideal order levels for the product per branch and is used to generate an order for the branch based upon existing stock holdings as compared to ideal stock levels. Stock ordering, however, is still to be implemented in a future version of the software.

Special Prices

Special Prices by Credit Code

It is possible to set up special prices by way of allocating discounts for an individual product or professional fee to clients with a specific Terms Code. All clients with that Terms Code would then get the specified discount for that product or fee code.

To set up special prices for stock products:-

Make sure that each category of client for whom you wish to specify > special prices has the relevant credit code displayed on their > client details screen.

Display the first product for which this group of clients is to be > allocated a discount and click Special Prices.
Select a credit code from the drop-down list available.
Click on the Discount % field and type in the relevant > percentage discount.
Click Save.

To Edit Special Prices

To change a percentage value, click on the entry, change the discount percentage value and click Update.

Delete Special Prices

To delete an entry, click on the entry and click Delete.

SMS (Stock Reminders)

This is a service that is available to remind clients to medicate their animal/s, ie it is useful for repeat medication such as wormers and flea treatment. For example, once they have bought a wormer, they can be reminded in intervals of, say, 1 month that the next tablet is due, prompting them to repurchase the product if they need more supplies.

The reminders work on live Assisi data and data that has been converted from previous Ventana or Midshire systems.

A service will run each day (this will be set up by Support) to check for compliance and sends the messages as they become due. You should configure your products prior to this service being started.

Combined messages will be sent for multiple animals belonging to the same client if they are due for a reminder for the same product on the same day. If they are due the day after, then it sends separate text messages.

For each stock product, you can specify at what interval and how many times the reminder is to be sent following the purchase of the product and how many days in advance of that reminder date the message is to be sent.

Display the product and click the SMS tile on the toolbar.

Click the Enabled box.
Set up the Interval (in months) and Repetition schedule.
Set the Days in Advance that the message is to be sent.
0 = the actual day that the reminder becomes due
1 = the day before the reminder is due.
Type in the first part of the message template (see below).
Click Save.

Future purchases of the same, or an appropriate alternative, product will restart the routine. If a different type of wormer is purchased before the first reminder intervals have expired, the system recognises this and overwrites the existing outstanding reminders. You can identify alternative products by allocating the same generic classification to each applicable product. New generic codes can be created if required - Assisi Desktop>Settings>Stock>Generics.

SMS Templates

The SMS template is set up in two parts, the first part of which is on the product file as outlined above. This identifies the animal/s, and any text that is included in this part of the template will be repeated for each animal if the same reminder applies to more than one animal.

Example Template First Part (this goes on the individual stock product):

**AnimalName** is now due for a Drontal Plus tablet

Example Template Second Part

on **DueDate**. Please call the practice for advice if required.

The second part of the message is set up on the Branch screen (Assisi Desktop>Settings>Practice Setup>Branches) and will be included only once, even if the message applies to more than one animal. This can include the branch name or telephone number, for example.

Tick the Compliance SMS box and type in the second part of the message template.
Click Save.

Track

This option allows you to track movements for the selected stock product.

The following screen will be displayed showing all transactions (sales, stock received and stock transfers) for that product:-

The sort order of the transactions can be changed by clicking on the column header – this toggles the transactions into the order of the column clicked. Clicking again toggles the sort order of that column between ascending and descending order.

Note: This option can also be accessed from the Stock menu on the main Assisi desktop. If accessed from there you will be prompted to identify the product for which you want to display tracking information.

DISPENSING FEES

Dispensing fees can be added (automatically per product) to the work entry screen, or manually added/changed or removed at the point of sale. The description of the dispensing fee will be displayed in front of the description of the product and the charge added to the stock charge before VAT is added. A default dispensing fee can be set for each product and can vary according to the animal type.

They can be configured from the Stock System Setup desktop. Select Settings on the Assisi Desktop, click the Stock tile and click the Dispensing Fees tile.

There is a Sub Units box on the bottom right of the screen – when this is ticked the display shows the settings for inner (sub) units and, when it is unticked, it shows the settings for outer (main) units.

To Add a New Dispensing Fee

Click on the New Fee link on the left-hand side of the screen.

Type in the Code, Description and Sales Prefix for both the main and sub units for the new dispensing fee and click Save. This adds the new dispensing fee to the list of existing fees.

Prices now need to be added to the dispensing fee for all relevant Animal Types for both Main and Sub Units separately.

Main Units

Select the new fee by clicking on it.

Make sure that the Sub Units check box is unticked and click Add Price.
Select the first Animal Type.
Type in the Value of the charge, excluding VAT.
Select a Charge Basis.
One-off Charge – the value is charged only once, irrespective of > how many units.
Per Item – the value is multiplied by the number of units.
Percentage Value – the value is calculated as a percentage of > the cost of the stock.
Select a Sales Analysis code – this is optional and would enable you to filter your reports for the value of your dispensing fees charged and also be used for discounting the fees for specific clients.
Click Save.
Repeat from Main Units Items 1-7 above until the prices for Main Units for all relevant Animal Types have been added.

Sub Units

Reselect the fee.

This time, make sure that the Sub Units check box is ticked and the screen will refresh.
Click Add Price.
Repeat as per Main Units from Items 3-7 until the prices for Sub Units for all relevant Animal Types have been added.

To Edit an Existing Dispensing Fee

Click on the fee to be edited in the box on the left-hand side of the screen. This will display the settings for that code on the right-hand side of the screen.

Make sure that the sub unit check box is set as required and double-click the animal type that you wish to edit. The edit screen will be displayed for that dispensing fee. Make any changes that you wish to make and click the Save tile.

Make the changes and click the Save tile for each category for both Main and Sub Units.

To Delete a Dispensing Fee

Display the fee to be deleted as above (make sure that the sub unit box is ticked or unticked correctly) and click the Delete tile.

You cannot delete a Dispensing Fee, however, if it is still assigned to a product on the Maintain Stock Item screen.

STOCK LOCATIONS

See Stock Control notes on page 75.

OUTER UNITS AND INNER UNITS

Outer and inner units are validated on the stock file but you can create new unit descriptions, as required. Select Settings on the Assisi desktop, click the Stock tile and click the Outer Units or Inner Units tile.

Click New Unit, type in the description and click the Save tile.

GENERICS

There is a standard list of generic codes on the system which can be added to a product file for analysis purposes.

Click the Generics tile.

Click the New Code link.
Type in a code (alpha numeric, maximum 10 characters) and > description.
Click Save.

MAKERS

Manufacturers can be stored on the product file – you can create your own list of manufacturers.

Click the Makers tile.

Click the New Code link.
Type in a code (alpha numeric, maximum 10 characters) and > description.
Click Save.

ANALYSIS

Sales analysis codes can be created for both stock and services and used to identify that the product is a specific type of product. This allows you to use these codes for financial analysis, for printing reports in sales analysis order and also is the mechanism for specifying that a product is batch traceable.

To create a new Analysis code

Click the New Code link.
Type in a code (alpha numeric, maximum 10 characters) and > description.
Select whether the code is to be used for stock or fees.
Click the Trace Stock check box if the code is to be used to > identify products that are batch traceable.

You will not be able to edit this setting if any product with this analysis code already has stock holdings. All current holdings need to be transferred out to a wastage location and the stock received back in when the Trace Stock setting has been changed.

Force Tracing - There is a setting for each Stock Location > that allows you to not trace > stock in that location. By default, that will not trace any stock > analysis codes at all. The Force Tracing option overwrites > that setting for this sales analysis code only.
Suitably Qualified Person – not yet implemented, but it is > intended to add a check box to the user screen to identify a user > who is qualified to dispense medicinal stock. If this box is > ticked, the check will be carried out and anyone who is not deemed > to be qualified to dispense such products will be unable to do so.
Click Save.

SUPPLIERS

To Add a New Supplier

Click the New Supplier link.
Type in a code (alpha numeric, maximum 10 characters) for the > supplier.
Complete the contact details.
Click Save.

IMPORT WHOLESALER FILE

Stock Price Update Routine

Stock prices can be updated using your main supplier’s price update file for the following suppliers:

Covetrus, MWI and NVS

Support has also recently been added for the following Irish suppliers:

Bimeda, Chanelle and Interchem

C & M (Covetrus Ireland) This price file is provided in Excel and needs to be saved as a tab separated .txt file before it is run.

Having > already downloaded (and formatted for C & M) and saved the file > from your wholesaler, click the browse button and open the > relevant file.
Select your supplier from the drop-down list.
Click Update Stock File if you wish to implement the auto price update facility. If you just wish to update the catalogue without adjusting any of your stock prices automatically, leave this box unticked.

Note: Any products with a zero markup will not be included in the price update routine. These prices will need to be maintained manually.

Only click Allow Price Reductions if you wish to apply any price reductions. Otherwise leave this box unticked.
Click Import File.
A progress bar will be displayed and once the import is complete a prompt will be displayed. Click OK.
The Last Updated field on the stock file will be updated to today’s date for all products where the cost price has been amended.

Please Note: This will update prices of products, where applicable, where:

the correct Supplier Name and Supplier Ref are specified on the > Stock Product Maintenance Screen and
the Markup % field is not set to zero.

Price Update Reports

Select > Reporting>Monthly Reports>Wholesaler Catalogue > Reports.
Select your supplier from the drop-down list.
You can print the following reports:
Price Changes
Additions (to the previous catalogue)
Deleted (from the previous catalogue)
Select your relevant report/s and, when the display is populated, click Print.

IMPORT VETSWEST FILE

If you are a member of the VetsWest Buying Group, and HSAH is your default wholesaler, you can import a price file that is provided by VetsWest to update the relevant Supplier Discount and Manufacturer Discount values on your stock file and calculate the Nett Nett Cost Price for relevant products.
Save the file on your server and click Import VetsWest File on the Stock System Setup Menu.
Browse for the file and click your relevant update options.
Click Import File.
The routine will run and a list of relevant products will be displayed on the bottom half of the screen, together with an option to print this list.

Notes

If you tick Update List Price, this will update the Standard Cost Price on the product to that contained in the file. Depending upon how old the update file is that VetsWest have provided, you may choose not to tick this option but to leave the standard cost price as it is currently.
If you do choose to Update List Price, the Standard Sale Price will remain unchanged, ie this will not be recalculated automatically.
For each product contained in the file, the routine will update the Supplier Discount and the Manufacturer Discount to that contained in the file.
The Nett Nett Cost will be calculated based upon the standard cost > price, reduced by the total percentage of the Supplier and > Manufacturer Discounts.
The Enable Nett Nett setting for each product will remain > unchanged.

See page 63 for more details regarding configuration of Nett Nett Pricing.

FIX EXPIRY DATES

If you have inadvertently booked in products with the same batch number but with different expiry dates, this option will highlight the discrepancies, allow you to specify which date is correct and update the records accordingly.

AGREED PRICE LISTS

You can create an agreed price list per item of stock for a specified client.

On the Desktop, click Settings>Stock>Agreed Price List.

Click Plus at the bottom of the client selection screen and search for and select a client.
Search for and identify the item of stock for which you wish to set the price for this client. The Description for the product will be displayed.
Type in the Main Unit Price to be charged (ex-VAT). If the product is sold in sub-units, click on the Sub Unit Price box. The system will calculate and display the relevant sub-unit price based upon the main unit price entered. You can amend this to a different value, if required.
Click Save.
To add another product for the same client, click the client’s name > in the Clients box. Products already configured for that > client will be displayed in the Stock Items box. Click > Plus at the bottom of the Stock Items box and continue as > above.
To delete a client and all of that client’s stock item details, > click on the client in the Clients box and click Delete at > the bottom of the Clients box.
To delete an individual stock item from a client, click on the > client in the Clients box to display the stock items for that > client and, in Stock Items box, click on the Stock Item > and click Delete at the bottom of the Stock Items box.

STOCK CONTROL

You can select which products are subject to stock control routines in Assisi by clicking the Maintain Stock Levels field on the Stock Maintenance screen for each product where you wish stock control to be implemented.

If this field is ticked, then stock holdings will be maintained for each branch/stock location, ie you will not be able to charge out a product unless it is in stock.
If it is unticked, then no stock holdings will be maintained and you will be able to charge out as much of the product as you wish.

Stock holdings will be maintained by booking in stock as it is received (see Stock Received notes on page 76), recording sales from the correct stock location and transferring products between stock holding locations (see notes on Stock Transfers on page 77) where applicable.

Branches can be created and stock locations defined within each branch. By default, each branch will automatically have one stock location – called the same name as the branch - but additional locations can be added within that branch, if required. Stock can be received directly into individual stock locations for the initial stocktake or, alternatively, all stock can be received into the default location and then transferred to other locations within that branch.

The branch field on the client record defines which branch the > client normally attends. Most reports can be filtered by this > branch code.
The branch field on the Consultation Header defines the branch to > which the financial transactions will be analysed.
The location field on the stock sale entry screen defines from which > stock location, at that branch, the stock will be drawn.

BRANCHES

To Add a New Branch

See notes on page 26.

To Edit/Delete Existing Branch Details

Click on the branch to be edited/deleted. Edit any of the existing details and click the Save tile or click the Delete tile to delete the branch.

STOCK LOCATIONS

To Add a Location

Click the Settings tile on the Assisi Desktop and then click > Stock and Stock Locations.
All existing stock locations will be displayed on the Stock > Location Details screen. Click the New Location link. This > activates the location details on the right-hand side of the > screen.
Type in a Code and Description for the new location.
Select the branch for which the new location is to be created.
Cancel Batch Tracing: Tick this box if you wish to disable batch > tracing for all products for this location. (You can still > override this setting for individual stock classifications)
Waste Stock: Tick this box if you are creating a stock wastage location to which waste stock or stock discrepancies can be transferred. You will not be able to sell stock that has been transferred to a wastage location.

To Edit/Delete Existing Location Details

Click on the branch to be edited/deleted. Edit any of the existing details and click the Save tile or click the Delete tile to delete the branch.

SUPPLIER DETAILS

Click the Settings tile on the Assisi Desktop and then click > Stock and Suppliers.

The existing suppliers will be displayed on the Supplier Details > screen. Click the New Supplier link. This activates the > supplier details on the right-hand side of the screen
Type in the contact details for the new supplier.
Don’t tick the Reference Lab nor the Use IDEXX VetConnect > Plus selection boxes at this stage. They will be activated by > Support if you choose to use these features.
Click the Save tile.

STOCK RECEIVED

If you are just starting to use the system in a live situation, all of your stock levels may initially be set to zero and you will need to book in existing stock quantities for those products where the Maintain Stock Levels option has been activated. (If you are booking in an order that has been transmitted by the system – see page 84 for alternative methods of booking in the order.)

Click the Stock tile on the Assisi Desktop and click Stock > Received.
The date will default to today’s date but this can be edited if > required.
Select the Supplier from the supplier drop-down box. (For the > stock take, you can create a supplier called StkTake – see > Supplier Details above.)
Select > the Branch into which the stock is to be received from the > branch drop-down box.
Click the Add Line tile.
Stock Code: Type in or search for the stock item to be received > into stock. The description will be automatically displayed.
Type > in the quantity to be received into stock. The unit will default > to the main unit for the product and the price will default to > that for one outer unit.
If the product is batch traceable, type in the batch number and > expiry date.

When manually entering Stock Received for batch traceable products, and where the batch number is already in stock, the expiry date previously entered for that batch number will default on the Stock Received screen and a message will be displayed that the original expiry date cannot be modified. This is to help prevent the user inadvertently overwriting this with an incorrect expiry date.
Click the Continue tile to add the product details to the Stock > Received screen.
Repeat this process for each product to be received into stock and > click the Process tile. If you exit the screen without > processing the entries, the next time that you access that option > for that supplier and branch, you will be warned that a previous > stock received session was not processed and offered the > opportunity to reload it. If you click Yes, the session will > be reloaded and if you click No it will be deleted.

Note: You can download details of orders received from Henry Schein and NVS or scan a Centaur barcode to automatically populate the Stock Received screen (see page 85).

STOCK TRANSFERS

You can transfer products between branches/locations.

If a location to which a product has been transferred -

is a stock holding location, ie the Waste Stock box for that > location is not ticked, then the transferred stock will be > available to sell from that location.
Is not a stock holding location, ie the Waste Stock box for that > location is ticked, then the transferred stock will not be > available to sell from that location.

To transfer stock from one location to another:

Click the Stock tile on the Assisi Desktop and click Stock > Transfers.
Select the location from which the stock is to be transferred from > the Source drop-down box.
Select > the location to which the stock is to be transferred from the > Destination drop-down box.
Click the Add Line tile.
Type in the stock code or search for the product to be transferred. > The description will be displayed automatically.
Type in the quantity to be transferred and select the unit from the > drop-down box. The price for 1 outer unit will be displayed – even > if you are transferring the product in inner units.
This box will turn red if the product is batch traceable and you > will not be able to continue with the transfer unless you select a > batch number from the drop-down box.
The expiry date will default to the recorded expiry date for that > batch – this date cannot be amended from this screen and any > changes that you make will not be saved.
Click the Continue tile to add the product details to the > transfer screen.
Repeat this process for each product to be transferred from the same > source location to the same destination location.
When all products to be transferred have been added, click the > Process tile.
You will have the option to print a Stock Transfer Report once > the process is completed which will display the total value of > stock transferred.

STOCK HOLDINGS

Click the Stock tile on the Assisi Desktop and click View > Holding Detail.
Alternatively, click the Settings tile on the Assisi Desktop > and click Stock. Display the product and click the > Holdings tile.
The stock holdings screen will display stock levels for the product > at all branches. You can filter by branch by selecting your > required branch in the drop-down list.
The Allocated field will display quantities of stock that have > been allocated but not yet processed (ie stock that is currently > batched but not yet processed).
The Holdings figure takes into account only stock that has been > processed.
Stock available at the point of sale will be the Holdings figure > less the Allocated figure.
The In Transit field has not yet been implemented. It is intended > for it to be used for stock transfers between branches where the > stock has been de-allocated from one branch but not yet booked in > at the receiving branch.

NOTE: If the Print Later option has been selected at the point of sale, the stock will not be allocated, nor taken into account on the Holdings tab, until the label has been printed from the Dispensary option (Stock>Dispensary from the Assisi Desktop).

STOCKTAKE

Once a product has been initially booked in using the Stock Received option, for future stocktakes, it is possible to take a snapshot of the current stock holdings of your products. Profiles can be saved of groups of products which can be loaded before a snapshot is taken.

The snapshot can then be displayed, showing existing holdings at the point the snapshot was taken, and allowing you to edit the snapshot quantities and process the changes to update the stock holding figures for those products.

To Create a Profile

Click Stock on the main Assisi Desktop and then click Create Stock Snapshots.
Wait for the stock file to load - all products will be loaded by default so this may take a little while.
Click the products to be included in your profile.

You can click any of the column headers to re-sort the products into alphabetical order of the column selected. Clicking the column header again will toggle between displaying the products in ascending and descending alphabetical order.

When you have selected all of the products to be included in your profile, click Save Profile.
At any point you can toggle between displaying all products or just those selected by clicking the Showing All/Showing Checked boxes.
Name your profile when prompted and click Save.
You can also create a profile by Sales Analysis Code.
Click By Analysis on the toolbar and select the analysis code/s > required.
All of the stock codes will now be displayed with the relevant > products ticked. Click Showing All on the toolbar and the > display will change to only those products that are ticked.
Click Save Profile on the toolbar and name the profile when > prompted.
To add or remove products from any profile, load the profile, make the changes to the selection boxes and resave the profile under its original name.

To Load a Profile

Click Load Profile, select the Profile Name and click the Select tile.

When you are prompted that the Profile has loaded, click OK.
By default, the entire stock file will be loaded with the relevant products already ticked – this would be useful if you wished to add or remove products from the profile by making your adjustments to the selected products and clicking Save Profile. To view just the products in that profile, click the Showing All label to toggle the display to just the ticked products.

To Take a Snapshot

NOTE: You can only have one snapshot per stock location at a time. A new snapshot for a stock location will overwrite any existing snapshot for that location that has not yet been processed.

You should take your snapshot, print out a stocktake sheet and carry out and record the actual count while no-one is booking out any of the products included in the snapshot. (For batched work, the snapshot figures displayed will take account of any products that were already in the batch at the time the snapshot was taken, just don’t edit any existing batched work or add new until the count has been completed.)

Once you have counted your stock and recorded the actual stock holdings as they were at the point you took the snapshot, you can resume booking out the products. Once the snapshot has been updated and processed, the system will calculate what stock was sold between taking the snapshot and processing the stock-take figures and adjust the stock holdings accordingly.

In the Create Stock Snapshots option, load the profile (if it is not already loaded), select the stock location and click Save.

The snapshot will be saved and be available for checking and modifying in the Stock Take Figures option.

To Print a Snapshot Sheet

Click Stock on the main Assisi Desktop and then click Stock Take Figures.

Select the stock location to display the last unprocessed snapshot for that location.

On the left-hand side of the screen will be displayed the Stock Code, Description, Main Unit, Sub Unit and Ratio for each product included in the snapshot. The computer-generated Main Unit and Sub Unit quantities will be displayed on the printed sheet, along with columns for you to enter the actual Main Unit Counts and Sub Unit Counts.

Click Print Sheet to print out a stocktake sheet and then count and record the accurate levels of stock for each product in the printout. Once this has been completed, you can continue booking out the products on the list and you can take your time updating the figures on the snapshot in Assisi itself.

To modify the Snapshot Figures

Once a product has been selected, it will be shaded in yellow to show that the line has been checked and, where appropriate, edited. Modifications are automatically saved line by line. You can, therefore, quit out of the Stock Take Figures option (without processing) and re-enter to continue modifying the stock holdings at a later time. Do not generate another snapshot for the same location, however, until the current one has been processed as any unprocessed quantities already added would be overwritten and lost.

Non-Traceable Batch Number Products

As you click on a non-traceable batch number product on the snapshot, the stored stock holdings for main and sub units will be displayed on the right-hand side of the screen, as they were at the time the snapshot was recorded. This also applies to products that have zero stock holdings.

The Main Count and Sub Count columns will initially be the same as the Main Unit and Sub Unit computer-generated quantities. If the counted quantities differ, click on the Main Count and Sub Count boxes for the product and type in the actual, counted stock holdings.

Traceable Batch Number Products

As you click on a traceable product, a stock holding line will be displayed for each batch number where the expiry date has not expired during the last 31 days.

There is an option to add an additional historic batch number to a product if that batch number is not already displayed. Click the tile to check whether the batch number is listed in the drop-down box. If it is not listed at all, then it will need to be booked in using the Stock Received option.

If there has never been any stock booked in for that product and no historic batch numbers exist at all, nothing will be displayed on the right-hand side of the screen when you click the product. If you wish to record stock for such a product, it will need to be booked in using the Stock Received option.

Processing the Snapshot

When all of the figures have been modified where applicable, click Process. Click Yes when you are prompted to confirm that you wish to process the snapshot and the adjustments will then be confirmed and written back to the stock file.

Any stock movements for products included in the snapshot made between producing and processing the snapshot will then be taken into account and levels adjusted accordingly.

Fix Expiry Dates

For those practices that are using full batch tracing on stock, the system is designed to only record a unique expiry date for each batch number, as logically all products with the same batch number will have been manufactured on the same date. Furthermore, all expiry dates should default to the last day of the month.

If you have downloaded more than one date for the same batch number, this should be fixed as follows:-

Click the Settings tile on the Assisi Desktop then click > Stock and Fix Expiry Dates.

Products with the same batch number and different expiry dates will > be listed in the Stock Code/Description box and will need to > be fixed otherwise you will get an error message (Subquery > returned more than one value …) should you attempt to select that > batch number for sale.
Click on the product name and this will display the affected batch > number.
Click on the batch number and this will display the conflicting > dates.
Click on the batch number with the incorrect date, select the > correct date in the Set Date To box and click Fix It. > Remember to set the date for the batch number to be the last day > of the month.
At the Confirm Date prompt, click Yes.
The item of stock will be removed from the screen once the dates no > longer conflict.

ORDERING

You can transmit orders electronically to Centaur, NVS and Henry Schein. Your system must be configured by our Support Department before you attempt to send your first order.

RAISING THE ORDER

Click the Stock tile on the Assisi Desktop and click > Maintain Order List.

Select > the relevant Branch.
Click the Add Line tile to add stock to the order list.
Type in or search for the stock code for the first item of stock > that you wish to order. The code and the description of the > product will be displayed.
Type in the quantity required.
The supplier will default to the supplier saved against that product > on the stock file but can be edited if required.
If the product is being ordered for a specific client, search for > and select the client.
If you wish the order to be delivered directly to the client, click > the Drop Ship selection box. (This facility is only available for > Henry Schein currently.)
Click > the Continue tile. An order value will be maintained and > displayed at the bottom of the screen as the products are added.
Repeat until all of the product lines have been added.
Quantities can be edited by clicking on the product and clicking > Edit.
Products can be removed from the list by clicking on the product and > clicking Delete.

RECOMMENDED ORDER

The system can generate a suggested order in one of two ways, based upon either:-

Existing Stock Levels; or
Stock Usage in Date Range

Stock Levels

To generate a suggested order based upon stock levels, your stock holdings must be accurate and the automatic ordering levels set up in the stock file. You can set a minimum quantity of main units that you wish to hold in stock and when the actual stock holding falls below this quantity you have the option to return to the minimum holding level or order a specified quantity.

To Set Up Automatic Ordering Levels – Stock Levels

With > the stock product displayed on the stock configuration screen, > click the Branches tile.

Settings are stored per branch. Select the Branch.
In the Global box, type in:

Minimum: Type in the minimum quantity of main units that you wish to hold in stock, below which level a suggested order will be generated.

Order Quantity: If you wish to order a specified quantity when the stock holding falls below the minimum quantity specified, type in the number to be ordered. If this field is left at zero, then the suggested order will default to bringing the stock level back to minimum.

If these levels apply all year round, then the remaining settings > can be left at zero (zero levels will revert to the global > settings). If you wish to vary the levels for different months of > the year, then type in the required levels for each month where > these levels vary.
Click the Tick to save the details and repeat for each branch.

Stock Usage in a Date Range

This option allows you to search for products where a specified quantity has been sold within a date range and define an order quantity for those products that meet their criteria. It is a useful option for those practices where stock levels are not accurate.

Automatic ordering levels still need to be set up, but in a different way from recommending an order based on actual stock levels.

To Set Up Automatic Ordering Levels – Stock Usage

As with Stock Levels, click the Branches tile and select the > Branch.

In the Global box, type in:

Minimum: Type in the quantity of main units that need to be sold before they are included on the order.

Order Quantity: Type in the quantity to reorder for those products that meet the selection criteria.

If these levels apply all year round, then the remaining settings > can be left at zero (zero levels will revert to the global > settings). If you wish to vary the levels for different months of > the year, then type in the required levels for each month where > these levels vary.
Click the Tick to save the details and repeat for each branch.

To Raise a Recommended Order

Click Stock on the Assisi Desktop and then click Recommend > Order.

Choose your Branch and Supplier from the drop-down boxes.
Select Physical Holding or Stock Usage, as appropriate and > click the tick. The products selected will be added to the > Maintain Order List.
A message will be displayed confirming how many products have been > added to the order list. Click OK.
You can revise the products that have been added to the list by > selecting Maintain Order List from the Stock Transactions > menu.

SENDING THE ORDER

Select Send Order from the Stock Transactions desktop.

Your wholesaler and the number of products contained in the order > list will be displayed on the screen. Click this to begin > transmission of the order.
If your wholesaler provides an order received confirmation, once the > order has been received an acknowledgement will be displayed on > the screen which can be printed if required. (HSAH and NVS provide > an order received acknowledgement but Centaur currently does not.)

BOOKING IN THE ORDER

When > the order is received, select Stock Received from the Stock > Transactions desktop.

The location for each product included in the transaction will be > the default location for the branch specified in the header. This > can be amended for an alternative location for that branch if > applicable – or the products can all be downloaded to the default > location and transferred to a different location using the Stock > Transfer option.
Confirm the date, supplier, branch and stock location and:
If your wholesaler provides you with a digital download of the > products contained in your order, click the Download tile; or
if your supplier is Centaur and, you have a scanner configured, you > can scan the Centaur Tote to book in the stock contained in the > order. Click the Tote tile.
Otherwise, click the Ordered tile, which will import your > outstanding products on order.

Note: You will be alerted to any products that are included in the download/scan but are not on your stock file. These products cannot, of course, be processed as received but you will have the opportunity to print out a list of such products. These would need to be added to your stock file and stock quantities booked in manually – see page 76.

Download

NVS, Covetrus and VSSCO provide digital downloads of recent orders that can be used to book in stock received. Your system will need to be configured by our Support Department to be able to take advantage of this feature.

You can automatically receive in stock orders that are available as downloads from your main supplier from the Stock Received screen. Once the file has been downloaded, this will display each product included in the download, together with batch numbers and expiry dates where applicable.

Check that the Supplier, Branch and Location are correct and click the Download tile to begin the transfer.
Once the download is complete, all products included in the download will be displayed on the Stock Received screen. You should check the details on the screen against the stock included in the order and amend, if applicable, before the order is processed. (Any products not in your stock file will need to be added to the stock file and booked in manually – see the note on the previous page.)
If a product is batch traceable and a batch number has not been provided, then the batch number field would be coloured in red to draw your attention to the fact that you need to enter a batch number and expiry date. This should only happen if you have products marked as batch traceable that your supplier does not consider batch traceable and therefore have not included a batch number in the download.
Check the products carefully against the delivery. You can right-click a line and this will highlight, in green, the quantity field to indicate that this line needs to be checked before you process the stock as received. If, after checking, a product is included in the download that has not been delivered, delete this product from the Stock Received list. It will then be considered on back order.
When you are satisfied that the list is correct, click Process to book in the stock.

Centaur Tote

From Stock Received, select Centaur as the supplier.

Note: Only one person at a time can connect to the scanner. A message will be displayed that the scanner is available unless someone else is already using it, in which case it will prompt that the scanner is not available at this time.

If a compatible scanner has been configured and is available, a Tote option will be displayed on the right-hand toolbar. Click Tote.
Scan the tote.
All products that are in your stock file will be displayed on the screen ready for checking. (Any products not in your stock file will need to be added to the stock file and booked in manually – see the note on the previous page.)
If a product is batch traceable and a batch number has not been provided, then the batch number field would be coloured in red to draw your attention to the fact that you need to enter a batch number and expiry date. This should only happen if you have products marked as batch traceable that Centaur does not consider batch traceable and therefore have not included a batch number in the tote.
Check the products carefully against the delivery. You can right-click a line and this will highlight, in green, the quantity field to indicate that this line needs to be checked before you process the stock as received. If, after checking, a product is included in the download that has not been delivered, delete this product from the Stock Received list. It will then be considered on back order.
When you are satisfied that the list is correct, click Process to book in the stock.

Outstanding

Check that the Supplier, Branch and Location are correct > and click the Ordered tile to display the products. If you > select this option, all outstanding > products will be displayed on the screen.
Check that the quantities that are displayed agree with the order > received and delete any that are still outstanding. (Deleted > products will remain on back order and be included the next time > that the Ordered tile is ticked.)
Add any relevant batch numbers and expiry dates.
When you are satisfied that the list is correct, click Process > to book in the stock.
For products that have been placed on back order, delete these > products from the Stock Received list and they will remain > outstanding.

Note: You can manually add any other products at this stage if required by clicking Add Line before clicking Process

The products will then be adding to Stock Holdings except, of course, for those products for which you have chosen not to maintain stock control.

MANAGE BACK ORDERS

Outstanding products are taken into account when generating a recommended order. If you subsequently cancel a product, this option will allow you to cancel a product from the back-order list.

Select Manage Back Orders from the Stock Transactions menu and select your branch.

Click on the relevant product and click Delete.

To access the fee file options, click the Settings tile on the Assisi desktop and click the Professional Fees tile to display the Fee/Services desktop.

This allows you access to the following options:-

Professional Fees
Sales Analysis Codes
Global > Adjustment

PROFESSIONAL FEE FILE

This displays each professional fee – showing the fee code, fee description and price.

TO SEARCH FOR AN EXISTING FEE

To filter the list of fees:-

Type all or part of the description in the Description field, > and/or

Type in part, or all, of a fee code; or
Type any word/s that appears anywhere on the fee file. Multiple > words can be included, separated by a space. For example, if you > have a sales analysis classification of Cons, then typing > Cons in the Anywhere box will filter for all fees that > have that classification code, even though the sales analysis > classification is not displayed on the initial list of products.
The Any, All and Phrase check boxes relate to the > Anywhere box and allow you to further define the search > criteria.
Press the Enter key or click the Refresh tile to display the filter results.

This will display all fees that meet the specified criteria. The searches are containing searches, ie all fees that contain the text, anywhere in the field, will be displayed.

To Redisplay All Fees

Clear the entries in the filter box and click the Refresh button.

To Select a Product from the Filter List

Move the highlight bar to the fee that you wish to select.
The highlight bar can be moved up and down the list with the Up > and Down Arrow keys.
The Enter key can also be used to move down the list.
You can left click on a product with your mouse to highlight it.
Click the Save tile.
You can also double-click with the mouse to both highlight and > select it at the same time.

TO ADD A NEW PROFESSIONAL FEE

Click the Add tile.
Type in a description for the fee and select a fee type from the > drop-down list.

Standard	Standard fee.
Deactivate	Deactivate the animal without marking it deceased.
Euthanasia	Mark the animal deceased.
Neuter/Spey	Mark the animal neutered
Microchip	Will prompt for a chip code – and submit details (if configured to do so).
Mileage	Multiplies the charge on the fee by the number of miles stored on the Custom Data Mileage Miles field client record.
Mileage2	Charge fixed mileage. The Custom Data Mileage Charge field on the client screen should contain the charge applicable for that client.
Ministry	Multiplies the charge on the fee by the number of miles stored in the Custom Data Ministry Mileage field on the client screen.
Time	Multiplies the charge on the fee by the quantity entered at the point of sale.
Prescription	This setting has been superseded by the Information option on the Professional Fee – Service Maintenance Screen. (See page 90.)
Labwork Request (External)	Links the fee to an external laboratory list.
Labwork Request (Internal)	Links the fee to an internal laboratory machine.

Type in a code for the fee (alpha numeric, maximum 10 characters). > The fee code must be unique – click the brown tick to check > whether your code has already been used.
If prompted Stock Code Available, click the green Continue > tile to complete the setup of the fee.

Description	This is the description that will be displayed when you search for the product.
Invoice Text	This is how the description will be displayed on clients’ invoices. Quite often this will be the same as the Description field and you can copy and paste the text from one field to the other, but there may be instances where you wish the two entries to be different.
Analysis Code	Select the relevant Analysis Code for this fee.
Colour	If you select a colour for a fee, then the colour will be displayed on a colour toolbar on the right-hand side of an animal’s history screen. This is to enable you to quickly navigate to such entries. If you click on a colour, you will be navigated to the relevant entry.
Tax Code	Select the relevant VAT code for this product.
Price	Type in the price for this fee, exclusive of VAT.
Nett Price	VAT will be added to the price at the point of sale unless this check box is ticked, in which case the VAT the price entered will be deemed to be the VAT inclusive price.
VAT inc Price	This field calculates and displays the VAT inclusive price for the fee.
Allow Settlement/Allow Other Discount	Click on these boxes if you wish the fee to be included in any discounts that have been set up for any of your clients. The Allow Settlement box will allow only settlement discount. The Allow Other Discounts will allow any sort of discount, including settlement discount.
Always Allow User Pricing	Tick this option if you wish to override a user permission that is set to not allow users to edit prices – for this fee only.
Cost Price	If the fee includes an element of cost to the practice – eg external laboratory fees - then the cost price can be typed into this field and will be listed separately in the month end figures so that you can calculate how much of the income for the fee is profit for the practice.
Supplier/Supplier Product	These two fields relate to external fees, eg lab fees and is used by our Support Staff when linking external services.
Hide Service	Click this check box if you wish to hide this fee in future searches. If users know the fee code, however, they can still charge the fee.
Lock Service	Click this box if you wish to prevent anyone charging this fee, even if they know the fee code.
Auto Uplift	This field defaults to being ticked. With a tick in this field, the fee will be included in a global uplift. If you wish the fee to be excluded, click on it to remove the tick.
Add to Workflow	If you have a list set up to which you wish to add an animal when this fee is charged, select the workflow list from the drop-down box.
Default Reason	If you add a reason (Venom) code to this product, this will be carried through automatically to the work entry screen when you charge this fee.

When the fee code has been configured, click Save.

TO RENAME A FEE CODE

You can rename a Fee Code. The original code will be updated to the new code in all areas of the application to maintain the integrity for future reporting (except in any history that has been converted from a previous system).

Click Settings>Professional Fees>Professional Fees.
Search for and display the fee.
Click on the fee line, click the Rename Code tile and read the notes carefully.
Type in the new fee code and click the tick to check that the new fee code is available.
Once the Code available prompt is displayed, click Continue to complete the transaction.

This facility, therefore, is not intended for you to reuse the record for a different fee entirely. It was really added as an option for practices new to Assisi to tidy up a converted fee file. Once you have started using Assisi live, we would recommend that, in these circumstances, you Lock and Hide the existing fee and create a new one.

PROFESSIONAL FEE OPTIONS

For each fee code, the following options are available on the right-hand toolbar when the fee is displayed.

Save changes.

Linked Stock – Stock that is linked to a professional fee will be automatically destocked at the time the fee is charged.

Recalls – If a recall is configured on the fee, then an automatic recall will be added to the animal’s record whenever the fee is charged.

Cleanup – If an automatic recall is added to the fee, then this option should also

be configured to remove any previous recalls that are no longer applicable.

Information - You can browse for a document stored on your server and link it to this fee code. This document will then be displayed automatically when adding this fee code during work entry. Depending upon the type of document, it can also be printed. This option can be used to link a prescription template to your prescription fees.

Special Prices – See notes on page 66

Linked Stock

To link stock to a fee:-

Display the fee and click the Stock tile.

Click the Add tile.
Type in, or search for, the Stock Code. The Description of the > product will be displayed.
Type in the quantity to be destocked and confirm the unit.
Click the Save tile.

Notes:
Linked stock does not affect the price of the fee charged, it is for stock control only.
You can link more than one product to a fee. Each linked product would be de-stocked.
You will be prompted for a batch number when a fee which has linked stock is charged, whether or not your vaccines are marked as batch traceable. If your vaccines are not batch traceable, then you will be required to type in a batch number; if they are batch traceable, then you will be prompted to select the relevant batch number from a drop-down list.

Recalls

To configure a fee for an automatic reminder:-

Display the fee and click the Recalls tile.
Type in, or search for, the Fee Code. The Description of the fee > will be displayed.
Recall Period - Recall periods can be added in days, weeks, > months or years. Enter the recall period for this fee. This > generates a recall date that is displayed on the animal’s record > by adding the recall period to today’s date when the fee is > charged.
Recall Expiry – If a value is added to this field, an expiry > date will be calculated by adding the expiry period to the recall > date.
Click the Save tile and click the Cleanup tile to configure > the removal of old reminders.

Reminders can be generated either on a due date or an expiry date.

Recall Cleanup

This screen should contain details of all existing reminder codes that should be removed whenever a new reminder is generated.

Click the Cleanup tile and click the Add tile.
Each reminder code that might already appear on the animal’s record > and that should be deleted when the new reminder is generated > should be listed in this option, otherwise old reminders will > remain outstanding. Search for and select the relevant code, which > will then be added to the removal list.
Enter each relevant removal code and click the Save tile.

Information

See page 65

Special Prices

See page 66.

ANALYSIS

See page 71.

GLOBAL ADJUSTMENT

This option allows you to globally uplift your fee prices. This can either be for All fees or by Sales Analysis Code.

There is an Auto Uplift option on the fee file that defaults to being selected. With a tick in this field, the fee will be included in a global uplift. If you wish the fee to be excluded, click on it to remove the tick.

Click the Global Adjustment tile.
Select > All codes or a specific Sales Analysis Code.
Type in a percentage adjustment and click the Calculate tile.
This will display the list of all fees to be uplifted, with the old > and new prices displayed for checking.
To print a list of the proposed price increases, click the Print > tile.
If you wish to continue with the price adjustment, click the > Continue tile.
Confirm that you want to update the prices when prompted by clicking > the Yes button.

DISCOUNT SCHEMES

You can specify which specific fees or items of stock are eligible for, or excluded from, the following discounts by selecting Allow Settlement/Allow Other Discounts/Allow Branch Differentials when configuring the stock and fees. Any product without these options ticked would be excluded from the relevant discounts.

BRANCH DIFFERENTIALS

You can mark-up/discount stock and fees by a set percentage per branch. On the branch screen (Settings Menu/Practice Setup/Branches), in the Markup Variation box for stock and the Fee Variation box for professional fees, enter a positive value to mark up or a negative value to discount. It will only apply to those stock and fees that have the Allow Branch Differentials box ticked – see note above and page 26.

STANDARD DISCOUNTS ON THE CUSTOMER’S FINANCIAL SCREEN

Any percentage typed in this field can apply to just stock, just fees or both stock and fees. The same percentage discount will be applied to both if you choose both stock and fees.

The discount value percentage should be typed onto the financial screen on the client record and the indicator that determines whether that discount applies to stock or fees or both is set up on the client’s Terms Code. On this screen, positive values will apply a discount and negative values will surcharge.

TRADING TERMS

More flexible discounts can be set up using the client’s Terms Code. These allow different percentage discounts for stock and fees. On this screen also, positive values will apply a discount and negative values will surcharge.

You can also set up settlement discount on the Terms Code. This allows you to add a message to the Terms Code that will print on the clients’ invoices which specifies the value of the discount that they can deduct from the total if they pay within the specified number of days, together with the date by which they need to pay. You can include in the message the recalculated VAT amount if they do claim the discount. See page 34 for more details.

SPECIAL PRICES

You can apply discounts for specific stock or fee codes, instead of to all stock and fees, for all clients on a specific Terms Code using the Special Prices option on the individual stock or fee file. See page 66 for more details.

QUANTITY BREAKS

This option allows you to set discounts according to the quantity of product sold. The product can be set up for as many quantity breaks as you wish. On the relevant stock file, click Qty Breaks. This would allow the discount for all clients. See page 93 for more details.

PRACTICE SCHEMES

Schemes apply to the animal and not the client and were designed to manage in-house schemes that involve a monthly subscription by the client. Discounts can be applied by analysis code and/or individual stock and fee codes. Animals are registered into schemes for a specific period and can be rolled on when that period expires and you can choose to supply a specific number of products at a discount – or free of charge - within the registration period. See page 38 for more details.

INSURANCE SCHEME DISCOUNTS

Prior to Schemes being added to Assisi, Insurance Discounts were generally used for allocating discounts to animals. As with Schemes, this was designed with in-house discount schemes in mind. There is no subscription pricing structure build into this option, however, and you do not need to register the animal for a specified period, so therefore these discounts can apply indefinitely, with no rolling-on required.

Insurance Discounts are applied by stock and fee analysis codes only but some large animal practices prefer this method for standard discounts to generate the individual prices charged and then use the Terms Codes for settlement discount on the total amount charged.

NETT NETT PRICES

If you wish, you can pass on Suppliers’, Manufacturers’ and other special discounts to selected clients. This reduces the cost price of the product according to the discounts specified on the product file and then your mark-up for that product is applied to this reduced cost price instead of the standard cost price.

Each product has to be enabled and configured for nett nett pricing and then you specify (on the Terms Codes) which customers are allowed this discount and for which of those eligible products. From here, you can filter the discount by Animal Types and by either Stock Analysis Code or Stock Product Code.

See page 63 for more details.

AGREED PRICE LISTS:

You can create an agreed price list for stock for a specified client which overrides ALL other prices. The user permission Edit Agreed Price Lists applies.

See page 73 for more details.

MANUAL DISCOUNTS

If you prefer to let the user apply the discount, each fee or stock item billed can be discounted manually. See page 158 for more details.

You can also temporarily select a different Terms Code when adding a new consultation. This Terms Code applies only for that consultation.

PRICE ENQUIRY

The price enquiry screen can be used to query fee and stock prices by branch. This can either be a general enquiry for standard prices or be linked to a client/animal, thereby taking into account any discounts/surcharges that have been allocated to that client/animal.

Click the Price Enquiry tile on the Assisi Desktop

or the Prices tile on the right-hand toolbar on the Animal History view.

Select a Branch from the drop-down box – this is important if Branch Differential pricing applies.
Select a Client/Animal if you have accessed this feature from the desktop. If you have accessed this feature from the animal screen, the Client/Animal will already be selected.

Note: You can carry out a price enquiry without a reference to the Client/Animal but the system will be unable to include dispensing fees on stock prices in these circumstances as these can vary according to Animal Type.

Click either the Service or Stock Price Enquiry tile as relevant.

You can search either by code (beginning with search) or description (containing search). You can also filter for Animal Type (SA/LA/EQ) settings on the fee or stock file setup.

FEE PRICE ENQUIRY

Enter the search criteria and click the Refresh tile or press > the Enter key to display all of the fees that match your > criteria.
The > price will be displayed exclusive and inclusive of VAT.
Once this screen has fully populated, you will be offered a > Print option.
If you click Refresh or press the Enter key with the code > and description fields left blank, then all of your fees will be > displayed and a Fee Price List can be printed.

STOCK PRICE ENQUIRY

Enter the search criteria and click the Refresh tile or press > the Enter key to display all of the stock items that match > your criteria.
The price for sub and main units will be displayed exclusive and > inclusive of VAT.
Dispensing > fee codes will be displayed where appropriate.
Once this screen has fully populated, you will be offered a > Print option.
Once the initial prices are displayed, you can double-click a line entry and enter a
quantity – with or without a dispensing fee – to display a more detailed breakdown of the price. Be aware though that the dispensing fee will not be calculated and included unless you have based the search on a particular client or animal, as dispensing fees can vary depending upon the animal type.
As > with fees, if you click Refresh or press the Enter key > with the code and description fields left blank, then all of your > products will be displayed and a Stock Price List can be printed. > If you have a large stock file, however, it may take a little > while to fully populate the screen before the Print option is > displayed. You can check the progress on the right-hand scroll > bar.

MULTI-LINE ROUTINES

Multiple consultation line entries – ie combinations of stock, fees, clinical and invoice text, observations and see again instruction - can be saved to a single Multi-Line Routine code for common procedures. These routines can then be recalled (and edited if required) in order to speed up work entry by just specifying the routine code.

You can include certain multi routines in the results of a fee search so that they are included for selection at that point. These will be displayed in a different colour.
Routines can be filtered by Animal Type (not species).

TO SET UP A NEW ROUTINE

Select Settings from the Assisi Desktop and click the Multi Line Routines tile to access the Work Routine Setup screen.
Click the Add Routine tile
Type > in a Code and Description for the routine and click the > tick to Save.
The new routine name and description will then be displayed on the > set-up screen.

Click this and click the Edit Routine tile to add the required work lines using the Transaction Toolbar.

There is no need to save the entries; each line is automatically saved as it is added to the Routine.

You will need to edit stock lines after loading a routine to set up > label details and, where relevant, batch numbers and expiry dates. > Quantities can also be edited, if required.
You can choose to add stock and fees to a routine at zero price by > clicking the Zero Charge tick box. These prices can still > be edited when the routine is loaded, if required.
You can choose to make a line entry optional by clicking the > Optional Item box, whereby you will be prompted whether you wish > to include the line when the routine is recalled.

Note: It is possible to add the same products and services to the routine multiple times.

SETTING PROPERTIES

To set properties for a routine, click on it and click the Properties tile.

Show in Fee Searches: Tick this box if you wish the description of this routine to be included in the search results for professional fees.

Animal Types: Tick the relevant animal types that apply for this Multi-Line Routine. This routine, for example, would not be included in the results if searching from a Large Animal or Equine type record.

TO EDIT A ROUTINE

Click > the routine and click the Edit Routine tile to display any > existing entries for that routine.
Click on an existing line and click the Edit Line or Delete > Line tile and/or add any new lines required.

TO DELETE A ROUTINE

Click the routine and click the Delete Routine tile.

TO COPY A ROUTINE

Click the routine to be copied and click the Copy Routine tile.
Type in the code and description for the new routine and click the tick to Save.
The new routine name and description will then be displayed on the set-up screen.
Click this and click the Edit Routine tile to display the transaction lines which can be edited as outlined above.

TO ADD WORK USING A ROUTINE CODE

See page 160.

LABWORK

IVLS PROFILES

These need setting up for your IVLS internal lab machine to be requisitioned directly from the animal file and the results stored in the animal’s digital labwork folder. For further details on Internal Labwork notes see page 258.

For notes on external lab requisitioning via VetEnvoy, see notes on page 263.

Our Support Department will normally configure the following options for you for both internal and external lab work.

SUPPLIERS

This is a duplicate of the Suppliers option on the Stock Setup menu. It’s been added to this menu for convenience as the supplier (eg Idexx) needs to be edited to set up the lab work options.

IMPORT REFERENCE LAB DIRECTORY OF SERVICE

This option allows you to import an external lab price list. Contact our Support Department to discuss.

APPOINTMENT BOOK

APPOINTMENT BOOK CONFIGURATION

From the Assisi desktop, click the Settings tile

and click Appointment Books.

This will display the Appointment Book Configuration Desktop.

Rooms should be created and configured first.
Views should then be created and rooms added to the Views.

Rooms

Click the Rooms tile to configure the rooms (columns).

To Create a New Room

Click the New Room link.

Type in the name of the room in the Room Name field.
Enter the earliest time that the room will ever open in the > Earliest Time box (in 24 hr format, ie 09:00). This can be > varied for different days of the week and different dates of the > year.
Enter the latest time that the room will ever remain open in the > Latest Time box.
Print > Appointment Card – tick this box to automatically tick Print > Appointment Card when booking appointments into this room. It > can be unticked at the point of booking if required.
Be a Participant. This will allow the room to be selected to > participate in an appointment being booked in another room.
Use Participants. This will allow participants to be selected > when an appointment is being booked in that room.
Pending Allocation. If you are adding this room to an > Appointment List View and are using the Map facility to show > where appointments/requests are located on a map, tick this box if > you are using this room to record visit requests that have not yet > been allocated to a vet.
SMS > Confirmation/Template. Tick this box if you wish to > automatically tick Send SMS Confirmation when booking > appointments into this room. It can be unticked at the point of > booking if required.
Publish to Assisi Offsite. Tick this box if you are using the > Assisi Offsite App and you wish this room to be synced to a device > for one of your vets.
Publish to Website. This tick box should be selected only if you > are using Vetstoria (see page 122).
Allow > Auto Attend options – See page 118 for notes on Self Attendance.
Click Save.

More Options

There is a facility whereby you can specify extra details to be displayed in the Details section of a booked appointment for a specific room. To activate this, once a room has been saved, click on the room on the left-hand side of the setup screen, click More in the top right-hand corner of the screen and select from the following options.

Any custom owner or animal data fields that have been added to your system can also be displayed. Click on the data field that you want to include in the left-hand box and click the right arrow to move this field into the right-hand box. Any fields displayed in the right-hand box will be included in the Details box on any appointment that is booked into that room.

If you are using the Assisi Off-site App, then these details will be transferred when the data is synced from your server to a device that has been configured to use the App.

To Edit a Room

In the same Appointment Book Room Setup Screen, click on the > room name to be edited and edit the details.

Click the Save tile.

To Delete a Room

In > the Appointment Book Room Setup Screen, click on the room name > to be deleted.

Click the Delete tile.
At the Really delete the room prompt? click Yes.
The room will be deleted and removed from any existing Appointment > Views.

Views

Click the Views tile to configure the views.

To Create a View

Click the Views tile.

Type the new view name in the Select/New View Name box and click > the Save tile.
Click on the new view name in the Views box. This will then > display all of the available rooms in the Selectable Rooms > box.
To add rooms to the view, click on each room that you wish to > include and click the down arrow to move them from the upper to > the lower box. Once all of the relevant rooms have been added, you > can choose the order in which you wish them to be displayed in the > appointment book by clicking on a room name in the lower box and > using the up and down arrows to the right to move them into the > required order.
Select the default slot length in the View Default Slot Minutes > box and click the Save tile.
If > you wish to view more of the appointment book on the screen at any > one time, you can adjust the row depth and font size accordingly.

The sizes displayed are the default sizes but these can be edited if required. Minor adjustments can be very effective but the best way to view more of the appointment rooms on one screen is to use a larger, high-resolution screen.

You can choose to display time slots in the appointment rooms horizontally instead of vertically. To do so, click the Horizontal View box. This is particularly useful if your appointment slots are set to default to 30 or 60 minutes, say, for large animal. It wouldn’t work so well, however, for a default 5-minute slot as there would not be adequate space to display the appointment details effectively.
Work List View – this option allows you to view the appointments in list view. See notes on page 114 for more details.
Branch – select the branch that applies to this View.

To Edit/Delete a View

Click the view to be edited or deleted and:-

Make the necessary changes to edit the view and click the Save > tile.
Click the Delete tile to delete the View.

Appointment Types

Appointment Types can be defined and specified when booking appointments. Colours can be assigned to these Types, and appointments with that Type selected will be displayed with the selected colour on the left-hand side of the appointment slot so that you can see at a glance what type of appointment has been booked. This can be used, for example, to highlight appointments for clients bringing in their animals for vaccinations or euthanasia.

Click Appointment Types from the Appointment Books Setup Screen.

To Create a New Type:

Click the New Type link.

Type the name for the new Type in the Type box.
Select a colour for this Type in the Colour box.

Blocking

Appointment Types can also be used, not for general appointments, but for blocking off periods of time that you do not wish to make available for general appointments, eg emergency slots, lunch breaks, etc, or for specifying periods of time that you do wish to make available for a specific type of appointment. Click this check-box for such Appointment Types.

Show in Visit View

List View can be used to display appointments in a list, including previous days’ appointments that have not yet been completed, instead of the usual appointment book view.

Show in on Map

If you wish this Appointment Type to be included when using the Map View from an Appointment Visit List, click this box.

Default Length

You can specify the default appointment length for this category. If the length is left at zero, the usual standard appointment length for the view will default.

Venom Codes

Venom codes are an industry standard list of terms for recording the best available diagnosis for an animal visit. These codes cannot be edited, therefore. They can be allocated to an Appointment Type which will then be carried through to the consultation.

Publish Online

This specifies whether you wish these appointment types to be set up for online booking. Contact our Support Department for further details.

Follow Up Settings

The following two settings are for automatic repeat appointments. You should set up a sequence of appointment types depending upon how many appointments are to be booked and how many days apart the appointments should be.

LA Follow Up Days

Specify the number of days between this appointment and the following appointment.

LA Follow Up Type

Specify the appointment type to be used to book the follow-up appointment.

LA Self Repeats

If you use one appointment type to remind for itself, make sure that you specify the maximum number of self-repeats, otherwise you will be booking appointments in a never-ending loop.

To Edit or Delete an Existing Appointment Type

Click Appointment Types from the Appointment Books Setup > Screen and click the Appointment Type tile.

Click the Type to be edited or deleted.
Make the required changes and click the Save tile to edit a > Type.
Click the Delete tile to delete the Type.

Note: If you delete an appointment type that has already been selected for an existing appointment, then that appointment slot will be displayed all in black in the appointment book. You can double-click and edit the appointment and select a different appointment type and this will redisplay the appointment correctly with the new appointment type, but each user would need to close and re-open Assisi for the display to be updated.

Special Days and Dates

Use Special Days and Dates rules to modify the times that a room is open where those times vary from the standard open and close times for the room.

Special Days can be added whereby you can specify different start and end times for a room for a particular day of the week. These times would then apply for that day and room for every week.

Special Dates can be added whereby you can specify different start and end times for specific dates as opposed to days. The Special Dates, therefore, are the exception to the Special Days. This option can be used to specify a one-off change of hours for Special Day/s or to record bank holidays and/or annual holidays.

Click Appointment Books from the Appointment Books Setup Screen and click the Special Days tile.

To Add a Special Days Rule

The existing opening and closing times for each day are displayed down the left-hand side of the screen. Any day that displays Not Set will remain open for the standard hours for that room.

To add a rule to change the times for a particular day:

Click on that day.

Enter the opening and closing times for that day (24-hour clock in > the following format: 09:00 or17:00) and click the Save tile.

Notes:

To close an entire day, set the start time and close time to be the > same.
You cannot use the Special Days rule to extend the standard > opening hours of a room. If you set the closing time to be later > than the closing time of the room, then the room rule will > overwrite the Special Days rule. In these circumstances, > extend the standard closing time of the room (see page 100).

To Add a Special Date Rule

From the same setup screen as for Special Days rules, display > the relevant month for the dates you wish to block off.

You can use the drop-down calendar to select all days for a specific month. This will default to the current month and you can use the left and right arrows to move to the previous/next month. Alternatively, you can click on the default month and type in a number corresponding to the month you wish to display, eg 6 for June. This will update the calendar – to update the display, click anywhere on the date selection box.

Double-click on a date to which a custom rule is to be applied, > enter the opening and closing times for that date and click the > Save tile. This will display the opening and closing times on > that specific date and overwrite any existing Special Day rule.

This can be included as part of a pattern and copied forward so that you don't need to enter multiple dates, say for annual holidays (see page 100).

Copying Block Patterns

You can block off set times during the day when you don't wish standard appointments to be booked, ie non-consulting hours, emergency slots, etc. Those Appointment Types that have the Blocking box ticked will be available for use in these circumstances.

To book a normal appointment, you would need to define the client/animal/appointment length and appointment type before saving the appointment. However, for those Appointment Types where the Blocking box has been ticked, you can select just an Appointment Type in the Category field and define an appointment length.

You could, for example, create an Appointment Type named Closed with the Blocking box ticked and use this to block off the non-bookable slots. You could also create an Appointment Type called Emergency to define emergency slots.

Alternatively, you can block off slots that are available for appointments. You could have an Appointment Type per vet with each vet having a different colour. When booking into these slots, you could either:-

double book, in which case the blocking off slot and the appointment slot would be displayed side by side; or
you could edit the slot, change the Appointment Type to a non-booking one and continue as above, in which case the appointment booking would replace the blocking off slot.

Once you have decided how you wish to use blocking Appointment Types, you can set up a pattern of days in a room and copy this forward for a specified number of times.

The pattern should be set up in the live appointment book – either as a 1 or 7 (or multiples of 7) day/s pattern. Multiple day patterns should begin on a Monday. This can be copied to a specified date and repeated a specified number of times, either to the same, or to a different, appointment room.

To Set Up a Pattern

Click Appointment Book from the main Assisi desktop.
Display the first day for your pattern in the relevant room. To make it easier to set up a multiple day pattern, you can create a View that contains only that room (see page 102) and then display the whole week for the room by clicking 1 Week in the time window.

To close off slots for that day, double-click on the first slot. This will open the appointment confirmation screen.
Click the blocking box to display the blocking Appointment Types and select the Type that you are using to block off the slots, eg Closed/Not Available or Emergency. Define the length of the zone and click the Save tile.
Repeat this for each day in the pattern.

To Copy Forward the Pattern

Click Copy Patterns from the Appointment Books Setup Screen. This is divided into two sections – the Source window and the Destination window. The Source window will define the pattern to be copied and the Destination window will define where it is to be copied to.

In the Source Window

Select the room name.

Select the start date of the pattern.
Select the length of the pattern (in days)

Block Patterns to Copy

Select the type of block pattern/s to be repeated, in the above > examples Closed and/or Emergency.
Click Copy All Day Events if you have added all day events to > the pattern and you wish them to be copied forward.

Copy Special Day/Date Rules

If you have a Special Date rule set up that you wish to copy as part of your pattern, tick this box; otherwise, leave it unticked.

In the Destination Window

Select the room name.
Select the first date in the appointment book that the pattern will > be copied to, ie if your pattern is a 7-day pattern, and you wish > to repeat it every week, then the destination date would be 7 days > after the pattern start date.
Enter the number of times that you wish the pattern to be repeated.
Click the Save tile to start copying the pattern and click > OK when complete.
Close and re-open Assisi to update the display and check that the > pattern has been copied correctly.

Removing Previously Copied Block Booking Slots

You can also use the above facility to clear down a pattern previously copied using Blocking Appointment Types.

Set up the Source and Destination windows to reflect the dates in > the diary that you wish to clear. Please note that class="underline">all appointment blocking types will be > cleared for the dates selected.

Click the Eraser tile.

APPOINTMENT BOOK DISPLAY

To access the appointment book, click the Appointment Book tile on the Assisi desktop.

The Windows scroll bar will allow you to scroll through the time slots for the day.

Appointment View

The default view will be today's date for all rooms. It is possible, however, to create custom views and use this as the default view for your practice.

Appointment Rooms

All rooms that are open for some part of the day being viewed, that have been added to the selected View, will be displayed. Any rooms that are closed for the whole day on the selected date will not be displayed.

Base Date

The base date is the date displayed if viewing one day in the book or the start date if viewing multiple days. The base date can be changed using the navigation bar below or by using the calendar tool.

You can navigate between dates by using the Navigation Bar.

Today

Back 1 week Forward 1 week

Back 1 day Forward 1 day

Back 1 month Forward 1 month

Calendar

Click the down arrow to the right of the date display.

The left arrow moves back a month.
The right arrow moves forward a month.
Click on the month name to display all months for the current year > and click on a month to select.
Once the correct month is displayed, click on a day to select that > date.

Time Window

The Time Window toolbar allows you to view multiple days at the same time – ie 1 day, 1 week, 1 month or 2 months.

The number of rooms displayed will depend upon how many rooms are linked to the view selected.

There is a link into Work Flow, Hospital and Client/Animal search from this screen.

See Again

If a See Again Recommendation has been added during a consultation, a flashing

See Again icon can be displayed on the toolbar on the left-hand side of the appointment book as a reminder that a follow-up appointment needs to be booked. To set up this feature, on the Recall Glossary Setup Screen (Settings>Practice Setup>Recommendations), click the Book Appointment box on the applicable recommendation code/s.

Once configured, this reminder symbol will be displayed and will flash to draw attention to it. You can click on this tile and a list of appointments required will be displayed. Click on the relevant entry to put the client/animal details into the clipboard, which will default when a suitable appointment slot is double-clicked.

APPOINTMENT BOOKING

Appointment Status Colours

Once an appointment has been booked, the colour of the Appointment Description box changes according to the status of the appointment, as follows:

Colour of Appointment Details Appointment Status

Orange Appointment Booked

Green Attended (Add to Waiting List)

Violet Selected by Vet (Navigate from Vet Waiting List)

Custom Statuses with custom colours can be created, and manually applied, in addition to the standard statuses outlined above. If a custom status is applied, this overwrites the standard colours listed above.

To Create a Custom Status

From the Assisi Desktop, click Settings>Appointment Books>Appointment Status Codes
Click New Status.
Type a description for the Status into the Type box.
Select a colour for the status (this is the colour that will be applied to the appointment details when this status is selected) and click Save.

To Book an Appointment

Double-click an available slot. The room and date/time will default > according to the room and slot selected.

Select an appointment type from the Category box.
Click the magnifying glass to the right of the Client field to > search for and select a client.
If you have navigated to the appointment book from the client > screen, the client will already be identified.
You can click the clipboard to display recently seen clients and > select the client from there, if appropriate.
Click the magnifying glass to the right of the Animal field to > select an animal.

If you have navigated to the appointment book from the animal screen, the client and animal will already be identified.

In the Duration field, the length of the appointment will default to > that assigned to the category used, or that of the view if a > default duration has not been assigned to the category. This can > be overwritten if required.
Any further details about the appointment that you wish to record > can be typed into the Details box. You can copy the client’s > address and contact telephone numbers and, for horses, a livery > address and paste these into the appointment details box.
Click the Save tile to confirm the appointment.
If > a client has a future appointment, the appointment details will be > displayed on the client screen.
If a client has more than one future appointment, the display will > indicate that there is more than one appointment present. If you > hover your cursor over the prompt, the additional appointment > details will be displayed.

NOTE: Once the client has been selected, then the client’s telephone number, mobile number and email address will be displayed. Once the animal has been selected, then the animal details box showing General Notes, Warnings, Recalls, Custom Data and Photograph options will be displayed. All of these fields can be edited if required.

To Edit an Appointment
Double-click the appointment and select Edit Appointment.
Make the required changes and click the Save tile.

To Cancel an Appointment

Double-click the appointment and click Delete Appointment. You will be prompted to confirm that you wish:-

to cancel the appointment, and then

to remember the details to rebook the appointment. If you answer Yes, the details will be stored and offered for the next appointment slot that you select. If you select a slot and click Back without saving the appointment, the details will be lost.

To Move an Appointment

You can cancel and rebook an appointment, as outlined above. Appointments can also be dragged from one slot and dropped onto another slot. You can create a View for each room, select that View so that you can display multiple days at a time to facilitate dragging and dropping appointments

To Edit/Move/Cancel a Series of Appointments

If you cancel (or modify) an appointment that has been booked using the Follow-up Appointment Type facility, you will be additionally prompted to confirm whether you wish the modifications to apply to just that one appointment or that appointment and all future appointments in the series.

To Change a Single Appointment in the Sequence

Double click the appointment details and click Edit Appointment.

Change the day and time on the edit appointment screen; or

Drag and Drop the appointment to a new slot in the appointment room; and

Click No when prompted to Modify All?

To Cancel All Future Appointments

Double-click and select Delete Appointment.

Confirm that you wish to delete the appointment;
Click Yes to delete all future appointments; and
Click No at the remember client details to rebook prompt.

To Cancel and Rebook an Appointment - and all Future Appointments in the Series - at a Different Time and/or Date

Double-click and select Delete Appointment.

Confirm that you wish to delete the appointment.
Click Yes to delete all future appointments; and
Click Yes to Remember Appointment Details.
Rebook the appointments when prompted.

Please note that when you rebook the appointments, a separate sequence of follow-up appointments will begin from the point where the original appointments were cancelled. If your appointments have a specified number of self-repeats, then the sequence will begin again from the first appointment that is rebooked.

Booking Appointments in Multiple Rooms

It is possible to book the same appointment in more than one room in the same view, the additional room/s being called Participant/s. A participant, for example, can be another vet, another room or a piece of equipment set up as a room.

Each room in the view should have the options Be a Participant and/or Use Participants ticked accordingly.
Be a Participant – will allow the room to be selected to > participate in an appointment being booked in another room.
Use participants – will allow participants to be selected when > an appointment is being booked in that room.

To Book a Multi-Room Appointment

Double-click the selected slot and enter the appointment details as usual. If the room is set to Use Participants, click Participants and all relevant participant rooms will be displayed for selection.

Tick the relevant participating room/s and click Back.
When the appointment is saved, it will be displayed in the original room and all participating rooms selected.
Appointments in any participating rooms will display a small flag alongside the appointment details.
The appointment can subsequently be edited, marked attended or > cancelled only from the original room. The participant rooms will > then be automatically updated accordingly.
You can drag and drop the original > appointment and the participating rooms will be moved with this > appointment.
If an appointment is deleted and rebooked into another slot, > however, then the participating room/s has/have to be reselected.

All Day Events

It is possible to put a heading at the top of a room display – for example if you didn’t have a room configured for each vet, then you could put the name of the vet/s who is/are working on that day.

To do so, double-click any slot on that day in the relevant room and click the All Day Event checkbox on the top right-hand side of the appointment confirmation screen. Type the message in the Description box and click the Save tile.

Other Double-Click Options

Add to Waiting List – you will be prompted to select the relevant list if there is more than one list configured to receive appointments. If there is only one list, the entry will default to this list.
Edit Appointment – allows you to edit existing appointment details.
Double Book Appointment – allows you to book two appointments in the same slot Go to Client – navigates to the client screen.
Go to Client – navigates to the client screen.
Go to Animal – navigates to the animal screen.
Mark Appointment Closed – this is the equivalent of Navigating from the Waiting for Vet list.
Delete Appointment – allows you to cancel and cancel and rebook an existing appointment.

Attending Appointments

Double-click the appointment slot and select Add to Waiting List.

Select the required waiting list.
The appointment will change colour to green to show that it has been attended.
It will change colour again to a pale violet when the surgery vet calls through the patient by selecting the Navigate option from the Waiting for Vet list.

Any appointments not attended by the close of day will be deemed to be Failed to Attend.

There is a Self-Attendance module that can be added to Assisi. See page 118.

Changing Appointment Status Manually

Double-click the appointment and select Edit Appointment.
Select the status from the Manual Status drop-down list.
Click Save Appointment. The colour associated to the selected status will be applied to the appointment details box.

VISIT LIST VIEW

A Visit List view has been added to the appointment book. Appointments can be viewed in either the standard Appointment Book View or a Visit List View, ie the appointments are displayed as a list for each vet instead of in Rooms (columns). You can book, edit, attend or delete appointments in List View, just as you can in the standard appointment book display. You can also mark appointments Complete. The ability to book into participant rooms is also available in this View.

This has been designed primarily for Large Animal and Equine visits. Past appointments in this view can remain on the list until the appointment has been completed.

To Set Up a Visit List View

There is an option on the Appointment View screen in Settings>Appointment Book>Views called Work List View. If you wish to display all of the rooms in a view in List View format, the view should have the option Work List View ticked.

You can choose whether to show blocked-off slots (ie for operating times, etc) in List view. If you wish for them to be displayed, any relevant appointment blocking categories should have Show in Visit View ticked.
When the view is selected in the appointment book, the visit list will be displayed as follows:-

In this example, Tim, Alice and David are room names with the relevant appointments listed underneath. In the most recent version of the software, you also have the ability to filter the view by Room (Vet).

Show Older Incomplete Appointments will be ticked by default. If this is left ticked, any outstanding appointments from previous days (ie not closed) will be shaded in yellow. To remove them from the display, untick Show Older Incomplete Appointments.

To Add Appointments in List View

To add an appointment to the visit list, click the plus sign alongside the room name.

This opens the standard Appointment Details screen. Complete as required, including any participating rooms, and click Save.

To Edit Appointments in List View

Double-click an entry and select the relevant option from the menu.

Completing Appointments in List View

To complete an appointment, you can double-click the line entry and select Mark Appointment Closed. When you close an appointment in this way, the status colour on the Visit List will be updated.

As well as (or instead of) selecting Mark Appointment Closed, you can move the visit details onto a list of work that needs to be written up and/or invoiced. When you navigate from that list, the appointment will automatically be marked closed and the status colour updated.
You can set up a Work Flow List (Settings>Work Flow Setup > Menu>Work Flow Setup), for example called LA or EQ > Outstanding Work List. Add whichever Columns you would like > displayed on the list and select the Animal screen as the > Destination and tick Receive Appointments in > Properties.
If you wish, you could also select Delete Entry after > Navigation. This will automatically delete the entry when you > navigate to the animal screen, but if you then do not book the > work at that time, you will have to manually re-add the entry to > the list.
If you have List View Configuration set up in Work Flow, > remember to add the new list to the relevant group, otherwise it > will not be displayed at all.
To move an entry onto this list, double-click the appointment > details, click Add to Waiting List and select the relevant > list. This updates the status colour of the appointment to green. > This will subsequently be marked as completed when they navigate > from the list to add the work.

Combining A Standard Appointment View with a Visit List View

You can create two views displaying the same rooms and toggle between the views – and any changes made to the same room in either view will update the corresponding view.

To take advantage of this facility, you should create two views containing the same rooms. One view should be a standard view, with the option Work List View not ticked and the other a corresponding view, containing the same rooms, with the option Work List View ticked.

You can then view the same appointments in either format: you can toggle between the two views by selecting the relevant view from the Appointment View drop-down menu.

As you book appointments in the Appointment Book View, they will be displayed automatically in the Visit List View. Similarly, if you add them to the Visit List View, they will be displayed in the Appointment Book View.
You can add to, edit or delete an appointment from either view.

MAP VIEW FOR VISIT LIST APPOINTMENTS

Providing that you have the Postcode Lookup Facility enabled, you can view appointments added to a Visit List on a map to aid the planning and scheduling of these appointments. Map View is only available in Work List View. The requested or schedule appointments will be positioned on the map according to location details added to the animal or client’s record, as follows:-

Map references can be added to the Latitude and Longitude custom fields on the animal record. If these co-ordinates do not exist on the record, the system will then use the following postcode entries to calculate these co-ordinates.

A postcode stored in the Location Postcode field (custom fields, animal screen) - if this exists.
If there is no postcode in the Location Postcode field, the system will then use the Livery postcode – if this exists.
Otherwise, the client postcode will be used.

If you have an appointment room set up to display requested visits that have not yet been allocated to a vet, you should tick Pending Allocation on the Appointment Book Room Setup screen (see page 100) and the visit requests will be shown on the map as unallocated.

To display Appointment Types in Visit View and on the map, make sure that the Show in Visit View and Show on Map options are ticked on the Appointment Type Setup screen (see page 102).

Map View from an Appointment List

The system will generate a colour coded key for each room, which facilitates to which vet the visit is to be assigned.

Visits requested but not yet allocated to a vet

SELF-ATTENDANCE

There is a facility available that will allow your clients to self-attend their appointments by way of a separate application that links into Assisi. The equipment required comprises of a touch screen on a stand with a micro-pc attached to the back of it.

If you wish to use this facility, please contact our support team who will discuss these requirements with you, together with any relevant costs involved and, if you decide to go ahead, arrange for the equipment and the application to be installed and configured.

Attendance instructions can be customised and your own practice logo added to the Self Attendance display.

You can select which of your appointment rooms you wish to enable for self-attendance and to which waiting list the appointments for each room should be added.

On the Assisi Desktop, click Settings, Appointment Books and Rooms.

Click on each relevant room and click Allow Auto Attend.
Type in your attendance instructions and select the waiting list for that room.
Click Save.

To Open the Self Attendance Application

Select the Start icon on the left-hand side of the taskbar or press the Windows logo key on your keyboard.
Select Assisi Self Attendance from the menu. (If you can’t see it in the menu, type Assisi in the search box.)

The application can be closed only by using the Windows Task Manager (Ctrl+Alt+Delete) to prevent it being accidentally closed by one of your clients.

To Self-Attend:

Your clients should touch Begin to record their attendance and follow the on-screen prompts.
In order for the appointment to be recognised, they will be prompted to enter the first letter of their surname.

They will then be prompted to identify the species of the animal.

If the appointment details cannot be recognised, the client will be requested to start again or enquire at reception.
If the appointment details can be recognised, the details will be displayed on the screen for confirmation.
If there is more than one client with the same surname and initial attending with the same species of animal, the client

will be asked to confirm which

appointment is correct.

Their attendance will be confirmed and the appointment will be marked attended in the appointment room, and added to the relevant waiting list.

The appointment details will be saved to the appointment history with the user recorded as Self Attend.

APPOINTMENT REMINDERS

If your system is configured to send text messages, you can send text message appointment reminders to remind your customers of booked appointments.

Select Reporting from the Assisi Desktop and click Daily Reports>Appointment Reminders.
All of your appointment rooms will be listed on the left-hand side of the screen. Click the room/s from which you wish to send the reminders.
Select a start date and end date between which you wish the reminders to be sent. Enter the same date for both if you wish to include only one day.
Select the SMS template that you wish to use from the drop-down list.
Click Send SMS Messages.

See page 226 for instructions on setting up your SMS template/s.

CONFIGURING ASSISI FOR USE WITH VETSTORIA

In order for Assisi to publish available appointment slots to Vetstoria, the rooms and Appointment Types (Categories) need to be set up as follows:

APPOINTMENT TYPES

You need to create two sets of appointment types:

Blocking Appointment Types to allocate the types and quantity of > slots available for online appointments.
Non-blocking Appointment Types for Vetstoria to use when syncing > the booking back to the practice.
Click Settings on the Assisi Desktop->Appointment Books->Appointment Types.

Click New Type and fill in the details as follows.
Select a Colour from the drop-down list.
Tick Blocking for those types that you are creating to block off > available slots in the online appointment display.
Do not tick Blocking for those types that you wish your clients > to use when booking an appointment.
Make sure that you set the default appointment length for each > category.
Publish > Online must be ticked for both types.
Click Save.

Note: You can, of course, use existing Non-Blocking Appointment Types – just make sure that Publish Online is ticked.

Blocking Appointment Type Non-Blocking Appointment Type

ALLOCATE ONLINE SLOTS

Make sure that Publish to Website is ticked on the room configuration for each room for which you wish to allow online appointments.

You should set up a one-week pattern of available online slots for each room, Monday to Sunday, which can then be copied forward throughout the book for a specified number of weeks (much like you block off unavailable slots currently - but make sure that you block off individual slots as each slot will be available for one appointment only).

Double-click the relevant slot in the appointment room.

Click Blocking, to display the blocking types only, and select one of the types from the drop-down list.
Specify the length of the slot and click Save Appointment.
Repeat for each slot to be allocated.

TO COPY YOUR PATTERN FORWARD

Click Settings on the Assisi Desktop->Appointment Books->Copy Patterns.

Source Data

This section identifies the source of the pattern to be copied.

Select the Room Name from the drop-down list.
The Start Date should be the start date of your pattern.
Pattern Days is the number of days in your pattern, ie 7.

Destination

This section identifies the room and dates to which the pattern is to be copied.

Select the same Room Name from the drop-down list.
The Target Date should be the Monday following the Start Date of the pattern (ie in this example you are copying the 7-day pattern starting on Monday 16^th April to the same room starting the following Monday - 23^rd April).
The number of Repeats is how many more weeks you wish this pattern to be copied, 52 would copy that routine to the following 52 weeks.

Block Patterns to Copy

Click the Appointment Type that you wish to copy. This is important, otherwise nothing will be copied.

Click the Tick to begin the copying process.
Repeat for each room.

Note: Remember to close and re-open Assisi before you attempt to view the copied pattern.

APPOINTMENT BOOKING

The client is offered a choice of slots (ie determined by your online categories).
When a slot has been booked, the client will be given a booking reference number by Vetstoria.
The clients will be asked to complete their contact details which will be displayed in the Details section of the appointment booking screen.
The system will try to match client/animal to your Assisi database where possible and link them to the appointment but new clients cannot register online. They will need to be registered by the practice when they attend their appointment.
The clients can edit, move and cancel previously booked online appointment slots.
Vetstoria is offering support for online appointments.

HOSPITAL MODULE

The hospital module allows you to define your available kennels/cages and organize them into different views - ie wards. You can then reserve kennels for specific animals and, at the same time, book an admission slot in a linked appointment room, eg your Admission/Ops room. The Kennel View and the Admission View will be displayed side-by side for you to monitor and update the status of the bookings.

USER PERMISSION

Check that the following user permission has been enabled: Maintain Kennel Setup,

Setting Up Kennels and Wards.

There are four steps involved in setting up the hospital module:-

Create an Admissions Room (or you can use your existing Ops room if you already have one).

Create an Admissions Appointment View and link your Admissions Room to this View.

You now have an APPOINTMENT VIEW that displays your ADMISSIONS ROOM.

Set up and configure the number of kennels that you have available.
Create as many Ward Views as you feel appropriate, ie maybe one for dogs and another for cats. If you do not distinguish between dog and cat kennels, then one Ward View will suffice. This will enable you to link all of your Kennel Views with the Admissions View.

Note: Where appropriate, the same Admissions Appointment View could be linked to multiple Ward Views. All appointments for admissions would then be available to view and monitor from each Ward View.

ADMISSIONS (OPS) ROOM AND ADMISSIONS VIEW

From the main Assisi Desktop, click Settings and Appointment Books.

Admissions Room:

Click Rooms

Click New Room in the left-hand box and, on the right-hand side of the screen, enter a room name, ie Admissions Room.
Set the earliest and latest booking times required for this room.
Click Save.

Admissions View:

Click Views.
Click on Selected/New View Name and type in a name for the view, ie Admissions or Ops View.
Click Save and click on the view name when it appears in the Views box.
Click your admissions room from the list in the Selectable Rooms box and click the down arrow to move the room into the box below.
Define the number of default minutes per slot that you require for this view.
Select a branch, where applicable.
Note: There is no need to save again before you exit from this option.

KENNELS AND WARD VIEW/S

Kennels

On the Assisi Desktop, click Settings and click Hospital.

Click Kennel Definitions.
Click New Kennel and complete the details on the right-hand side of the screen.
Kennel ID is how the kennel will be identified, eg Dog 1.
Description is a more detailed description of the kennel – free > text.
Maximum Weight KG allows you to specify max weight for the > kennel: enter a number (in KG). If you do so, you will be warned > if you attempt to book in an animal whose recorded weight exceeds > the maximum weight specified.
Divider: You can divide a cage into 2 smaller cages and book an > animal into each cage. Tick this box if you wish to do so.
Ward (Text): This identifies with which ward the cage is to be > associated.
Click Save.

Ward Views

On the Assisi Desktop, click Settings and click Hospital.

Click Ward Views.
Click on Selected/New View Name and type in a name for the ward, making this branch specific where applicable.
View Description allows you to add a more detailed description of the kennel view/ward – free text.
Appointment View allows you to select the Appointment View previously created. The admissions room linked to this view will be permanently displayed next to the kennel booking screen.
Branch: If you have more than one branch, this allows you to link a different view and room per branch.
Click Save and click back on the view name.
Selectable Kennels: Click on each cage required for this view, then click the down arrow so that your selections appear in the box below.
Click Save again.

BOOKING/RESERVING KENNELS

You should now be able to click the Hospital tile on the main Assisi Desktop and display your Ward Views. There is also a link from the Appointment Book to Kennels and from the Kennels back to the Appointment Book.

To check whether there is a kennel and an admission slot free:

Select your required Ward View in the top left-hand corner of the screen.

This will display all of the kennels in that view to show the availability for the start date (which defaults to today on opening) and for the following week for that ward, together with available admission slots on the right-hand side of the screen. As you click on an available slot on the left, the admission room for that date will be displayed on the right-hand side of the screen.

Note: You will not be able to book a kennel without booking an admission slot at the same time and you can close your admission room on custom days/dates using the normal appointment book configuration settings.

You can change the default start date by using the Date Selection box or by scrolling through the view day-by-day using the Navigation Bar.
Once you have found an available kennel and a corresponding appointment slot, double- click the kennel on the required day and click Select Kennel. This will reserve the kennel.
Then double-click the admission appointment slot that you wish to book. The usual appointment booking screen options will be displayed, together with an extra section showing Hospital Details.
Select an appointment category (ie Admission).
Search for and select the owner and pet (if the correct default entry is not already displayed).

Note: There is a link directly to the Hospital module from the left-hand toolbar on the animal’s record.

The date, time and duration will have defaulted – you can change the duration if applicable.
Enter details in the Details box if required, ie admitting for surgery.
The Booking ID and the Ward Details will be saved automatically and subsequently displayed and the Kennel ID and Start Date (and time) will be displayed according to your previous selections.
Expected Discharge: Set this accordingly. The date can be selected from the drop-down date selection box or overtyped if preferred. The time should be overtyped in 24-hour clock format. The Actual Discharge date and time will be updated automatically once the animal has been discharged from the kennel.
Click Save. The kennel booking details will then be automatically linked to the selected appointment slot in the Appointment Book.
If you book a kennel for more than one day, the kennel booking > details will be displayed for all relevant days. The admission > slot, of course, will only be displayed on the day of admission.
You can drag admission appointment details from one appointment slot > to another but you cannot drag and drop reserved kennel slots. You > can, however, edit the appointment (or the kennel booking) and > change the kennel ID on the Hospital Details section of the > booking screen.
If you delete one of the kennel booking slots, then all linked > appointment booking slots will also be deleted.
If you delete an admissions appointment, then all linked kennel > bookings will also be deleted.

The Expected Discharge date and the status boxes displayed on the bottom of the Hospital Details screen (Admitted/Can Discharge/Discharged/Invoiced) will remain available for you to select as and when appropriate. They will be displayed automatically each time that you double-click the kennel slot and select Edit Details or the appointment slot (either from the Hospital link or in the Appointment Book itself) and select Edit Appointment.

It is anticipated that you would most likely use these status boxes instead of moving the details onto an Ops list.

ADMITTING INTO KENNELS

When the pet arrives, click the Hospital tile from the Assisi Desktop and double-click either the reserved kennel or the admission appointment, select Edit Details or Edit Appointment, then click Admitted and Save – the kennel booking details then change to light green to highlight the fact that the animal has been admitted.

You can now use the kennel and/or the admission slot to monitor the status of the operation (or you can book the animal into a separate Ops and/or Discharge room if you wish.) The additional Ops and/or Discharge rooms can be moved into the same kennel view so that they can all be displayed on the same screen but any additional rooms added to the view cannot be used to update the status of the booking.
The following menu options are available by double-clicking the booked kennel slot.
Edit Details lets you edit the appointment details and the hospital details.
Book Operations Slot will allow you to book an appointment in a separate operations room.
Book Discharge Appointment will allow you to book an appointment in a separate discharge room.
Go to Client navigates to the client screen.
Go to Animal navigates straight to the animal screen for you to > charge up work.
Delete Entry will cancel both the admissions appointment and the > kennel booking.
The usual appointment menu options are available by double-clicking > the admission slot. The Edit Appointment option also lets you > edit the appointment details and the hospital details.
You can move the appointment details onto a list, ie your ops list > and the status of the appointment slot will be updated > accordingly.
You can use the Go to Animal slot on either kennel booking or > admission slot to navigate to the animal screen to write up the > details of the operation.

DISCHARGING FROM KENNELS

When the animal is ready to be discharged, click the Ready for Discharge box on Hospital Details and click Save.

You can Book Discharge Appointment, by double-clicking the kennel booking slot, selecting this option and clicking Save.
When all of the work has been invoiced, update the Hospital Details screen, by clicking the Invoiced box.
Once they have been discharged, update the Hospital Details screen to confirm this by clicking the Discharged box and clicking Save – the booking then changes colour once more to highlight the fact that the animal has been discharged.

WORK FLOW

To do/reminder lists can be set up to monitor outstanding tasks for clients and/or users.

Once an entry is on a list, one of the list menu options is Navigate so that you can quickly navigate from the list entry to the client/animal details screen or the client’s financial screen. The navigate option can be set up to delete the entry as you navigate.

STANDARD LISTS

A Waiting for Vet list and a Waiting to Pay list will already be set up when the system is supplied. These can be customised if you wish and you can also create additional, customised lists, such as ops, requests for visits, repeat prescriptions, etc.

Examples of pre-defined lists are:-

Waiting for Vet The Navigate option takes you to the Animal Tab.

Waiting to Pay The Navigate option takes you to the Client Financial Tab.

Management lists can be grouped into branches and/or categories (groups) and the group names (eg Reception) displayed on the Work Lists screen.

To access list options:

Select Work Flow from the Assisi Desktop.

If you have Groups set up, these will be displayed down the left-hand side of the screen. Click on the relevant group and click on the list that you wish to display.
Double-click an entry to display the Work Flow menu – see page 137 for more details of the Work Flow list entry menu.

CUSTOMISED LISTS

In addition to the standard lists, customised lists can be created.

Navigation and movement between lists can be set up in the same way as the standard lists. Individual entries can be configured to be copies to other lists or deleted once Navigation has taken place.
Professional fees can be set up to automatically add clients/animals onto any list.
Lists can be set up so that warning messages can be displayed at various parts of the system.
The lists can also be used as message boards for individual staff members, perhaps between part time reception staff.

Creating a New List

Click Setting on the Assisi Desktop and click Work Flow>Work Flow Setup.

Display Options

In the List Name box, select New List.
You are able to filter lists by branch, so if you are a multiple branch practice and you need a separate list for the same purpose for each branch, include the branch code in the list name for each list. Type a name for the list and click Save.
The Columns box on the left-hand side of the screen contains all of the standard tokens that can be added to lists so that you can select what client/animal information will be displayed on your list. Click on a token and click the right arrow so that the token is displayed in the box to the right of the tokens list.
By default, the columns on the list will be displayed in the order that the tokens appear in this box. You can change the display order, however, by clicking on a token and clicking the Up or Down arrow accordingly.

Note: There is a list token called Ticked. If this token is added to a list, then this will add a check box to the list. This allows you to select multiple entries on the list and delete all selected entries, or send bulk text messages or emails.

List Behaviour Options

Control

This section is used to set up warning lists. Warnings will appear in various parts of the system, depending upon which of these boxes are ticked.

Appointment Booking	When an appointment for this client is booked.
Attending	When an appointment for this client is attended.
Work Flow Entry	When an entry for this client is added to a work flow list.
Client Details	When the client details are displayed.
On Consultation	When you add a consultation for any animal for this client.

The warnings will behave differently, depending upon which of these boxes are ticked.

Information Only	The message is displayed for information only and the user will be able to continue with whichever option has been selected. Don’t tick this box if you wish to prevent certain users from reading the message and then continuing.
Show Message Text	By default, if this option is not ticked, the message displayed will be *This client is on the work list “listname”.* If you tick this box, however, you can add and display a custom message for each entry on the list.
Allow Override	If the Information Only box is not ticked, and Allow Override is ticked, then unless the user has permission to override the warning, the user will not be able to continue with whichever option has been selection.

If Information Only is ticked, whether Allow Override is ticked or not, the message only will be displayed and all users will be allowed to continue.
If neither Information Only nor Allow Override is ticked, the message will be displayed and no user will be allowed to continue.
If Information Only is not ticked and Allow Override is ticked, the message will be displayed and only those users with permission to Override Control Messages will be able to unlock the record, which then remains unlocked for 10 minutes.

Navigation

The following options can be set following selection of the Navigate option.

Destination:

Select the required destination when Navigate is chosen from the drop-down box containing the following options:

Client
Animal
Financial

Delete entry after navigation: Select this option if you wish the entry on the list to be deleted once Navigate has been selected.

Copy to or Move entry to: Click one of these selection boxes if you wish to move or copy the entry from one list to another once Navigate has been selected. Select the list to be copied to or moved to from the drop-down box.

Properties

Receive Appointments: Identifies this list as one that will be offered when attending appointments.

Sort Descending: Reverses the sort order of the list. Usually the oldest entries are displayed first – with this option ticked, the newest entries will be displayed first.

VetEnvoy Insurance List/VetEnvoy Lab List: Identifies the lists as those used to transmit insurance claims and external lab work requisitions to VetEnvoy. (See page 259 for more details regarding VetEnvoy.)

Force Batch Default (Hospital): This option overwrites the default save options for the client to be Leave Work in the Batch when adding work for an animal on the list. Once the animal is removed from the list, the save option reverts back to its default setting. This option is for practices who wish to batch work whilst animals are hospitalised.

Copy Text to History on Delete: If selected, you will be prompted to save any text typed into the Detail field on the list to the animal’s history as clinical text when the entry is deleted from the list. (Note: Details will not be saved if the entry is deleted using the bulk delete option – see page 131 for details re bulk deletes.)

Please note: If you use the feature to save list details, as clinical text, to an animal’s history when list details are deleted, the maximum number of characters allowed for a single clinical text entry is 1,000. The List Details field allows a maximum character count of 8,000 before a warning is displayed, so there is the potential for truncated records in these circumstances.

Vet Connect Plus List: If Vet Connect Plus has been activated by a member of our Support Team, then a list will be created for outstanding results. This box will be ticked to indicate that the list is to be used for this purpose.

Suppress Statements/Aged Debt Reports: You can add clients to a list to prevent them being included in a statement run or on an aged debt report. If such a list exists with this option ticked, then you will be offered the option to exclude clients on the list when running statements or printing an aged debt report.

My Pet Health List: The My Pet Health App is available for your clients to download from their relevant app stores. It integrates with Assisi and offers your clients a user-friendly Dashboard displaying all of their animals, including a Wellbeing score which is dependent on pre-determined factors about their health.

If you choose to offer the App, there are certain lists that will be configured specifically for the App by a member of our Support Team and this box will be ticked for relevant lists. For more information about the App, please contact a member of our Sales Team.

When all of the options have been configured, click Save.

Branch

If you select a branch in this drop-down box, then this list will be assigned to that branch and will only be displayed when filtered by that branch. If you leave the branch box blank, then the list will be visible for all branches.

Saving Lists

When all options have been configured, click Save.

Deleting Lists

Display the relevant list and click the Delete button.

LIST GROUP CONFIGURATION

You can configure your lists into Groups to make them more manageable. Some practices have a group for each type of list or for a particular group of users. If you wish to do this:-

Click Settings on the Assisi Desktop and then click Work Flow>List Group Configuration to display the Maintain Work List Groups screen.

Existing groups are displayed in the Groups box.

To edit a group configuration, click on a group and this will put the group name in the Selected/New Group Name box and display the list settings for that group. Make the required changes and click Save.
To add a new group, type the new group name into the Selected/New Group Name box and click Save.
The new group name will then be displayed in the Groups box. Click on the new group name and configure the settings on the right-hand side of the screen.
All available lists will be displayed in the Selectable Lists box. Click on each list that you wish to add to the group and click the down arrow to move them to the box below.
In the drop-down Branch box, select All if you wish the list to be displayed for all branches or a valid branch code if it is for a specific branch.
Click Save.
Close and re-open the application for the new configuration to become effective.

ACCESSING LISTS

Click on Work Flow from the main desktop (or from a Work Flow link displayed elsewhere in the system).

Check that your correct Branch is selected.
Click on the relevant List Group in the List Name box and click your required list.

Entries on your lists will be set to automatically refresh regularly but you can force a refresh by clicking Refresh.

You can manually add to a list by clicking Add on the right-hand toolbar.

List entries can be exported to a spreadsheet by clicking Calc.

You can bulk send SMS messages from a list by selecting the entries and clicking Bulk.

You can bulk send email messages from a list by selecting the entries and clicking Email.

Adding Entries to Lists

You can add entries to lists:

manually when the list is displayed;
from the appointment book;
from the work entry finalisation screen;
automatically when a specific fee is charged; and
by importing entries from an ad-hoc report.

Adding to Lists Manually

Display the list and click the plus sign on the right-hand toolbar.

Search for the client and animal and type in the list details and click Save.

Adding to Lists From the Appointment Book

Double-click the appointment details and click Add to Waiting List.

All lists that have the Receive Appointment box ticked on the list configuration screen will be displayed for selection. Click on the relevant list.
For all lists that have been set up to receive appointments, the appointment details will then change colour to show that this appointment has been attended. (It will change colour again when the vet navigates to that client/animal from the Waiting for Vet or Ops lists.
The > Waiting for Vet list is set up to delete from the list upon > selection of the Navigate option from the list.
The Ops list is not normally set up to delete as you may wish to > navigate many times to the same record.

Adding List Entries from the Finalisation Screen

All lists for the relevant branch are displayed on the Work Entry Finalisation screen.

To add the client/animal to a list, tick the relevant list before saving.

Automatic List Entries from Professional Fees

Click Settings on the Assisi Desktop and click Professional Fees and Professional Fees again.

Search for and display the fee.
In the Add to Workflow box, select the list.
Click Save.

To Import Entries from an Ad-hoc Report

The Ad-hoc report must have a field in the SELECT clause called either AnimalRef or CustomerRef before the option to export to a list will become available. This may mean that your select clause will need to be edited to rename the fields, eg:

SELECT Consultation, Animal AnimalRef, Owner CustomerRef, Date

Run the report (Assisi Desktop>Reporting>Ad-hoc Reporting).
Click the Save to List option on the ad-hoc toolbar and select your list.
Click the Clear Existing Entries box if required (make sure that you have the correct list selected before you clear existing entries).
Click Save.
You will be prompted with how many entries have been added to the list.

MANAGING LIST ENTRIES

Double-click an entry on a list to display the following menu.

Select these options to:

Navigate

Navigate to the destination specified in the list configuration. Any options specified upon navigation, ie destination, delete, copy/move to, will be actioned.

Move Item

Move the list entry from one list to another. Click the list to which you want to transfer when prompted.

Copy Item

Copy the list entry from one list to another. Click the list to which you want to copy when prompted.

Edit Item

Allows you to edit the list entry details.

Go to Customer

Go to the customer screen without activating the Navigate options.

Go to Animal

Go to the animal screen without activating the Navigate options.

Delete Item

Manually delete the list entry.

Provided that you have added the Ticked token to your List, you can also use the Select All/Deselect All/Delete Selected options at the bottom of the List Details screen to select and delete multiple list entries.

Monitor

Continuous monitoring documents allow a document to be updated multiple times until you specify that it is complete. Once the form is complete, it is saved in pdf format (as with standard consent forms) which can then no longer be edited (see page 176).

This list option gives access to any active monitoring documents for the animal specified on the list entry. These documents can also be accessed from the animal screen – right-hand toolbar.

EXPORTING LIST DATA TO SPREADSHEETS

You can export the data from a list directly into a spreadsheet.

Display the list and click Spreadsheet on the toolbar.

The spreadsheet, already containing the data, will automatically open on the Windows taskbar.

SENDING BULK SMS MESSAGES

Make sure that SMS messaging has been configured on your system before attempting to send messages.

Create your list making sure that you add the Ticked token to the list, which will generate a selection box for each list entry.
Add your entries to the list.
Select all of the entries by clicking Select All.
Click Bulk SMS on the toolbar.
Select a template and click Send.

See page 226 for instructions on creating SMS templates.

SENDING BULK EMAILS

See page 256 for more detailed notes on sending bulk emails.

Make sure that your email address has been configured to send emails from within Assisi before attempting to send emails.

Create your list making sure that you add the Ticked token to the list, which will generate a selection box for each list entry.

Add your entries to the list (see page 136).
Select all of the entries by clicking Select All.
Click Email on the toolbar.
Select a template and click Send.

SELECTING FROM A VET WAITING LIST

When a client attends with an animal, Reception will attend them by moving them onto the relevant waiting list. In the surgery, the waiting list will be automatically refreshed whenever a client is added to that list.

Click the Work Flow tile from the Assisi Desktop.
Select the relevant waiting list from the drop-down selection box.
The entries will appear on the list in the order that they have been attended but you can change the order in which they are displayed by clicking any one of the column headings. The entries will then be displayed in ascending order of that column - you can click the column heading again to display them in descending order of that column.
You can double-click any one of the entries on the list to display this menu.
Navigate > – displays the animal record and removes the client/animal details > from the waiting list.
Move Item – moves the entry from this list to another.
Copy Item – copies the entry from this list to another.
Edit Item – allows you to edit the list entry.
Go to Customer – allows you to navigate to the client screen > without removing the client/animal details from the waiting list.
Go to Animal - allows you to navigate to the animal screen > without removing the client/animal details from the waiting list.
Delete Item – will remove the entry from the list.
Monitor – This allows you to access active Continuous Monitoring > Documents for the animal. See page 176.
In these circumstances, select the Navigate option which will display the animal/work entry details and remove the client/animal from the waiting list.

ANIMAL HISTORY SCREEN

The background to the animal details will be displayed in blue or pink, depending upon the sex of the animal. Animal details can be edited from this screen.

From this screen, the navigation toolbar down the left-hand side of the screen can be used to navigate to other parts of the system if required.
Back Arrow - takes you to the Animal Selection Screen to > select a different animal.
Desktop – closes the animal and client record and returns you to > the Assisi Desktop.
Owner – closes the animal record and returns you to the client > details screen.

You can, however, view and edit the owner screen details from the animal screen, without having to exit the animal screen - click the Contact tab at the top of the animal details screen. Click Checked to save any changes.

Financial – navigates to the client financial screen.
Diary – navigates to the appointment book with the client/animal > details stored in the clipboard to facilitate the booking of > another appointment for this animal.
Work Flow – navigates to the work flow screen with the > client/animal details stored in the clipboard to facilitate adding > the client/animal back onto the waiting list, or any other list > that might be relevant.
Hospital – if you have hospital/kennels set up on your system, > this displays the Hospital/Kennels viewer.
Search – displays the client/animal search screen.
Digital – displays the animal’s digital folder where the > animal’s digital images are stored and gives you access to eye, > dental, skin chart creation, etc (see notes below).
Labwork – displays the animals linked lab results.

Click the + symbol to display the following options:

Location > Map – displays a map with the client address pinpointed, so that > you can easily access directions to that location. This feature > requires a postcode to locate the address on a map.
Insurance Claims – If you use VetEnvoy services to transmit > insurance claims, this displays any outstanding claims that are > currently on the VetEnvoy claims list.
Cleanup Office Processes – See page 173.

DIGITAL IMAGE FOLDER

There is a Digital Image folder for each animal with an Images sub-folder to store digital images/documents for that specific animal. In addition:

An entire folder of documents can be linked;
you can import a DICOM folder (this option becomes available only if > the system detects compatible medical imaging equipment);
create a chart; and
a compatible PACS link can also be configured by our > Support/Engineering departments from this screen.

Automatically Saved Documents

In addition to these facilities, digital copies of the following Assisi documents related to that specific animal are automatically stored in the Digital Image folder:

Record Cards
Estimates
Consent/Monitoring Forms (digitally signed, if preferred)
Linked stock and fee forms (including prescriptions) can also be > configured to BE automatically saved to save to this folder.

Sub-folders are automatically created for these documents as they are generated and a link will be displayed in the animal history screen at the date that the link was created.

A summary of imported files/folders is also displayed on the front screen of the Digital Imaging folder itself. You can double click these links for easy viewing of multiple entries without having to scroll through the animal’s history.

To Access The Digital Images Folder

To access an animal’s Digital Image folder, click the Digital tile from the Animal Details Screen.

Please note that when you import an image or folder, then these files/folders will be moved from their original location to the following path:

Assisi Documents\LinkedDocuments\SA-0009485\Images

(where SA-0009485 is the animal reference number).

Import an Image File

Click the Digital tile on the left-hand navigation toolbar on the Animal Details Screen.

Click Import an Image File.
Browse for and select the image/document and click Open.
Before proceeding, carefully check that the correct animal has been selected and the correct file has been identified, as this import cannot be reversed.
The date will default to today’s date but can be edited if required. This will be the date of the link on the animal’s history.
Click the tick and click OK at the File Successfully Imported prompt.
The file will be imported into the Digital Image folder in the Images sub-folder and a link displayed on the animal’s history. You can double click this history link to view the file.

Import Other Folder

You can link a folder of files, as follows, if this is required.

Click the Digital tile on the left-hand navigation toolbar on the Animal Details Screen.

Click Import Other Folder.
Browse for and select the folder and click OK.
Before proceeding, as with the File Import option, carefully check that the correct animal has been selected and the correct folder has been identified, as this import cannot be reversed.
The date will default to today’s date but can be edited if required. This will be the date of the link on the animal’s history.
Click the tick and click OK at the Folder Successfully Imported prompt.
The folder will be imported into the Digital Image Folder in an Images sub-folder.

Generate Charts

You can create digital charts – Skin, Eye or Dental and, for horses, an Equine ID chart - and a link will be created in the animal’s history screen (see page 162 for more details on this feature).

To Browse an Animal’s Linked Folder

The linked folder is where all of these links are stored.

Click the Digital tile on the left-hand navigation toolbar on the Animal Details Screen.

Click Browse Linked Folder.
From here you will see all of the relevant folders and sub folders for this animal. The best way to view these files/folders, however, is either from the link in the animal’s history or from the summary screen on the Digital Imaging folder.

ANIMAL NOTES SCREEN

The Animal Notes field in the bottom left-hand corner of the screen displays various animal details, depending upon which of these options is selected.

General Notes is the default view in the Animal Notes field, unless warnings exist for the animal, in which case the warnings are displayed by default instead of the general notes. There is an option to customise the default view to any one of these options – to do so, contact our Support Department.

GENERAL NOTES

Displays any general notes that are stored on the animal’s record. To add/edit/delete these notes, click in the box, amend the text and click the tick to save.

WARNINGS

This section displays any warnings that have been added to the animal’s record.

To add a warning, click the Plus tile. Type in the warning text and allocate a severity for the warning of between 1 and 3. The warnings will be in a different colour according to the severity selected - Dark Green for 1, Amber for 2 and Red for 3. Click the Tick to save.
To edit a warning, click the Edit tile. Edit the warning and click the tick to save.
To delete a warning, click the Delete tile. You will be prompted with Really delete the selected warning? Click Yes to delete the warning.

RECALLS

This section displays outstanding and overdue recalls for the animal. Recalls can be added automatically by configuring the relevant service code with the required recall details (see page 91).

The Recalls box will flash if any recall is present. It flashes green if a recall is present and not due, amber if a recall is due within one month and red if a recall is overdue.

If the recall is not yet due, a green tick will be displayed alongside the recall.
If the recall is due in the current month, an amber warning will be displayed alongside the recall.
If the recall is overdue, a red warning will be displayed alongside the recall.

Adding Recalls Manually

Click the Plus tile and type in the Service Code for the relevant vaccination.
The recall date will default to today’s date. Specify the date that the vaccination is due using the drop-down calendar tool. Alternatively you can:-
click on the default day and overtype it or use the up and down > arrow keys to modify it;
click on the default month and type in the number for the required > month, ie 1 = January, 6 = June, etc – or use the up and down > arrow keys to modify it; and
click on the year and overtype it or use the up and down arrow keys > to modify it.
You can choose to add an expiry date interval to the recall reminder. To do so, click the Expires box and set the expiry date. The recall reminder routine allows you to search on either Due dates or Expiry dates.
When complete, click the Save tile to save.

You can add more than one reminder to an animal’s record.

CUSTOM DATA

You can specify a custom data field to display customised data on the animal’s record. If one of the Custom Data fields has been manually populated, the background to the Custom Data label will flash red.

Two customised fields have been added by default, against which you can enter a value for the animal – Animal’s Location and Map Reference. To add a value to any one of these existing fields, double-click the field, enter the value and click the Save tile.

If you wish to add more customised fields, please contact Support who will configure the field for you.

WAITING LIST SUMMARY

Vets can specify their current waiting list and display this on the General Notes section of the animal screen, for a quick overview on who is currently on their list waiting to be seen. They can also see who has been called through from another waiting list different to their own.

Please note that there is a requirement for a high-resolution screen for the Waiting List Summary tile. Screens with a resolution lower than 1680 x 1050 are not capable to displaying this tile.

There are Application Preferences that apply to this feature and these will be set to apply by default.

The relevant vet waiting list for each user will need to be specified before this feature becomes active. This can be set in Assisi Desktop>Settings>Devices>Map Screen Locations>Animal Screen Waiting List.

On the General Notes section of the Animal Details screen, click the Waiting List Summary tile to display the selected Waiting List status

ANIMAL PHOTO

For local servers (ie not cloud servers), you can take an animal’s photo and store it in this section. Click on the Photo ID tile and this will display any previously stored image.

To be able to take your own photo, you need to have a webcam attached to your workstation.

To Take a New Photo:

Click on the Photo ID tile and you will notice that this will be replaced by a Camera tile.

Click the Camera tile to display a preview of the photo and click Save to take the photo and display this on the animal’s record.

CONTACT TAB

You can access, and update, client contact details from the animal screen.by clicking the Contact tab.

ON WORK FLOW TAB

The On Work Flow tab will allow you to view lists to which the animal has been added and edit, move, copy and delete that entry if required.

You can move or copy an entry from one list to another. Double click and select:

Move Item or Copy Item and select the list to which the entry is to be moved or copied;
Edit Item to edit the details on the list entry; or
Delete Item to delete the entry from the list.

You cannot add an entry to a list from this screen. To do so, select Work Flow from the main Assisi Desktop.

ANIMAL HISTORY

The animal’s history is displayed on the right-hand side of the screen. Above the history, will be displayed the animal’s Balance together with a total for any Batched or Uncommitted work for that animal.

By default, the last 50 lines of the animal’s history are displayed. This can be overwritten to display more lines if required. You can also specify a specific number of lines to be displayed per user. See page 148 to set a user viewing preference.

If the animal has History that has been Converted from a previous system, click to display the converted data.

Click to view the Animal’s Live History that has been added using Assisi.

Click to Add a New Consultation to the animal’s history.

Click to add an Administrative Note.

Click to print a Consent Form.

Click to print a Continuous Monitoring Form.

Click to print an Animal Label. The following user-defined fields can be added to this label layout – breed, age, gender, neutered, insurance, description, remark, scheme and ID chip no.

Click to temporarily highlight specific lines of live history.

Click to temporarily filter for specific lines of live history

Click this tile to Print/Email a Record Card

Click to carry out a Stock or Fee Price Enquiry

If the animal is a member of a Scheme, click to display a summary of the status of the animal’s membership.

VIEWING PREVIOUS HISTORY

Converted History

If history has been converted from a previous system, click the Converted tile to view that history.

Live History

Click the History tile to view history that has been added live to the system.

Use the scroll bar on the right of the screen to scroll through the displayed history.

Warning for Flea and Wormer Sales

You can configure the system to warn you if a cat or dog has not had products that have been categorised as wormers or flea products in a specified period of time (set by default as 3 months for wormers and 6 months for flea products, although these periods can be customised)

If Worm and/or Flea are displayed in red, this means that no such products have been sold to that animal in the defined period.
If Worm and/or Flea are displayed in green, this means that such products have been sold to that animal in the defined period.

To Categorise Flea and Wormer Products

On the Stock File, click the KPI Wormer or KPI Flea Treatment boxes (or both) as applicable.

History Viewing Filters

Be aware that the following filters may affect the display.

By default, the last 50 lines only will be displayed. The system does calculate how many rows exist in total and the number of lines displayed can be edited manually, if required. This default number of lines can also be customised per user by configuring User Level Viewing Preferences, as follows.

User Level Viewing Preferences

User level preferences can be set to control what elements of an > animal’s live history are displayed. You can choose to omit > specific content types when viewing the history. This allows the > user to customise the initial history display and filter out items > such as dog food, toys, consent forms or image links etc which are > considered by some to clutter up the display when they are trying > to read clinical history when treating the animal.
If items are omitted then the user is prompted with a message that this is the case and the filter can be removed to view the entire history, if desired, by clicking on the message.

To set up User History Viewing Preferences:

Select History Preferences in the System Users Setup Menu.
Select the username and type in the password (where applicable).
Read last lines of history on initial display. 0 = System Default (which is 50 lines).

This option allows the user to display a customised number of lines, different to the default 50 lines. If this is left at zero, then the default 50 lines of history will be displayed.

There is a separate option on stock and fee Analysis Codes to Omit from History by default. If this option is selected for a specific analysis code, then all stock and services with that analysis code will not be displayed for any user by default.

If you choose to display stock and service (fee lines), then these can be still be filtered to exclude specific Stock and Fee Analysis Codes.

Users can also choose to display consultation line divider in an animal’s history.

Temporary Viewing Preferences

You can also temporarily change these preferences at the point of viewing the history screen. To do so, right-click on the bottom of the history display screen, to display the selection screen and tick/untick the relevant options. This will not change the default settings for that user. There is a Select All and Clear (All) option to speed up selections.

If any lines of history have been omitted from the display, the following red warning bar will be shown at the bottom right-hand corner of the display.

You can click on this warning bar to overwrite the filter and to redisplay excluded lines of history.

Data Displayed in History

Date This is the date that the line of history was created.

Vet This is the vet who added the work.

Type This indicates the type of entry that was added to the history:-

F Fee Code

S Stock Item

C Clinical Text

I Invoice Text

R Recall Glossary

O Clinical Observations

Code This is the Stock, Fee, Recall or Observation Code where relevant.

Description This is the description of the entry.

Quantity This displays the quantity where relevant – Stock and Fee Codes only.

Price This is the price charged to the client, inclusive of VAT and, where applicable, dispensing fees.

Note: You can hover the cursor over a Consultation Header that contains stock entries to display the Branch and Stock Location selected as the default location for that consultation.

Colour Indicators

Uncommitted work is a partially-entered consultation which has not yet been committed (ie saved) and is indicated by a light green band of colour to the left of the transaction type column when viewing this from the history screen.
Batched work (ie work that has been saved to a temporary batch file to be processed at a later date) is indicated by a dark red band of colour when viewing this from the history screen.
Estimates are indicated by a dark green band of colour when viewing them from the history screen.

You can also manually add a band of colour to appear alongside clinical and invoice text to draw attention to that entry.

To do so:

In the clinical/invoice text entry box, tick the Colour box and click the red box above it. This will display the colour selection screen. Click on the colour required before adding the text to the work entry screen.

If you have linked any of your professional fees to a colour (see page 89), or specified a colour when entering clinical text, then the presence of such fees/text will be indicated via a colour highlight bar on the right-hand side of an animal’s history display screen.

This is to enable you to quickly navigate to such entries. If you click on a colour, you will be navigated to the relevant entry.

Bookmarks

When viewing an animal’s history, users can add a bookmark to work displayed in the history – to committed, uncommitted and/or batched work.

Each user can choose a colour in which the bookmark symbol is displayed and a character (letter of the alphabet or numbers 0 - 9) to customise the bookmark for individual users.

To Set up Bookmarks for Individual Users

From the Assisi Desktop, click Settings>Users>History Preferences.
Display the Username.
Select the Bookmark Character and Colour for that user from the drop-down boxes and click Save.
Make sure that the Use History Bookmarks user permission is active for the relevant group/s of users.
It is possible for a user’s bookmarks to be automatically displayed as a warning on the animal Warning Screen.

To Add a Bookmark to an Animal’s History

Display the animal’s history screen.

Right-click on the Type field on the line of history to which the bookmark is to be added and click Bookmark.
The History Bookmark entry screen will then be displayed. Comments can be added to the Comment box. These comments will be displayed if you hover over the bookmark symbol on the history display screen.
The default Bookmark Character and Colour will be selected for the current user but these can be edited if required.
Click Save.
The bookmark will appear on the left-hand side of the relevant line of history to which it has been added.

It will also be displayed on the Quick Navigation Bar on the right-hand side of the history screen, even when the relevant line of history is not currently displayed. Clicking on the bookmark on the Quick Navigation Bar will then display the relevant line of history, if it is not already displayed.

ADDING ADMINISTRATIVE NOTES

You can add administrative notes (ie Insurance Claim sent) to the history without raising a new consultation. Click the Administrative Notes tile and type in the details. A colour bar can be added as with clinical and invoice text - see notes on page 149.

CONSULTATIONS

NEW CONSULTATIONS

Click the Add Work tile and the Consultation Header will be displayed.

Select the Vet Username and enter the password, if prompted. (Prompting for a password is a user permission);
Select the Branch to which the financial sales figures should be allocated.
Stock Location will set the default stock location for all products sold for this consultation. You can edit this default location for each stock line on the invoice.
The client’s default Account Terms will be automatically displayed. You can change the Account Terms for this one consultation if you wish by changing the terms on the drop-down menu (Allow Change Invoice Terms user permission applies). This will not alter the default terms for the client – it will apply to just this one consultation.
OTC (Over the Counter) Cash Sales – click this box if you wish to apply any cash discount on any products that you dispense that have been pre-configured in your stock file (see page 60).
Estimate – Click this box if you wish to produce an estimate. This will ensure that stock levels will not be checked, labels will not be produced and batch numbers will not be validated.
Click the tick to save the Consultation Header.

Any work that you add to that header will be saved, line by line, as you enter it. If you quit out of the record without first completing the visit, any work already entered will remain outstanding and becomes uncommitted work. Each time that you choose to add more work to that record, you will be prompted that there is uncommitted work outstanding and you will be able to go back into that consultation and continue adding work until you do finalise the visit – or delete it.

Each line can be edited or removed from the consultation prior to committing the work or the whole visit can be deleted. Once the work has been committed the entries cannot be edited or deleted, unless you have user permissions set up (Edit Recent Text) to allow editing of clinical text for a limited period of time by the user who added it.

Leaving consultations uncommitted could be useful, for example, when an animal has been admitted for an operation as a day patient. You can open a consultation when the animal is admitted and keep adding to it until the work is committed when they are discharged. This would ensure that only one invoice was produced for the operation and you would be able to remove any entries that were no longer relevant, before committing the work. All entries would be added under the same consultation header.

There is an application preference that can be set so that a prompt is displayed each time you leave an animal’s record with uncommitted work present. The totals of uncommitted (and batched) work are displayed on an animal’s History Screen.

UNCOMMITTED CONSULTATIONS

Clipboard

Uncommitted work is displayed in history, with a band of green alongside the left-hand side of the entry, but not yet included in the client balance.

The value of the uncommitted work, however, is included in the balances display at the top of the animal record.

As uncommitted work is not included in the client balance, it is important to regularly check that work hasn’t been left uncommitted unintentionally. One way of doing this is to use the Clipboard.

The clipboard option displays all clients’/animals’ records that have been recently accessed by the current Assisi user - in the order that they have been accessed and with the most recent entry at the top of the clipboard list. You can click on the tick box alongside the entry to navigate to that client/animal record.

If there is any uncommitted work for any animal on the client’s record, the tick will be displayed with a green background, so this is a useful way for the user to check whether they have unintentionally left any uncommitted work.

In addition, it is possible to run reports to show uncommitted work (per branch, if applicable) and the results of this report can be exported to a Work Flow list from which you can navigate to the relevant record to commit the work.

CONTINUING WITH AN UNCOMMITTED CONSULTATION

If you wish to continue with an uncommitted consultation, click Add Work, as if you were adding a new consultation.

Any uncommitted consultations for that animal will be displayed in the top half of the screen (with the option to create a new consultation below). Click the blue Save tile alongside the relevant uncommitted consultation to continue with it. (A user permission exists which allows/prevents users doing so.)

If you are a multi-branch replicating practice, you will not be allowed to commit a consultation that has been left uncommitted at another branch, due to potential conflicts with replication.

ADDING WORK

On the right-hand side of the work entry screen:

The Delete Visit option deletes all lines associated with the consultation and the consultation header.
The Forget Visit option allows you to quit out of that visit without adding any more work. Any lines added will have been saved as they are added. If there were no lines at all added to the consultation, then the consultation header will be deleted.
Each line can be edited or deleted. Select the line and click the Edit or Delete tile, as appropriate.
The sort order of the lines can be changed by clicking and holding down the Shift key and using the Up and Down Arrows to reorder the lines as required.

LINE TYPE SELECTION

Select from the following:

Having first added a new consultation header or continued with an existing consultation, as outlined previously, each new entry must be classified by its line type. When you click a line type option, an edit box will open below the work entry screen so that the item can be configured. To add the entry to the work entry screen, click Continue.

Once an entry has been added to the Work Entry screen by clicking the Continue button, it is saved and remains uncommitted work until the consultation has been processed. (See page 152 for more details on uncommitted work.)

If you click the Back button, this will quit back to the work entry screen and the line entry will not be saved as uncommitted work.

SEARCHING FOR STOCK AND FEES

If you have clicked Search (or pressed F10) on the stock or fee selection/entry screens, type in your search criteria and press the Enter key.
On the search entry screen:
The > Code, Description and Anywhere boxes are > containing searches, ie the system will search for what has > been typed in anywhere in these fields.
You can type more than one word in the Anywhere box (with words > separated by a space).
Only > those stock and fee codes that have been marked as used on the > current category of animal on the fee configuration screen will be > displayed in the search results.
Only those products in stock will be included in the results. If you > wish to display all items of stock, irrespective of their stock > holdings, remove the tick from the With Holdings Only box.
For a list of the entire stock or fee file, leave all boxes blank > and press the Enter key.
Select your required fee or item of stock by clicking the Save/Select tile alongside it.

Hint: If you do not know the entire stock or fee code, but know part of the description, you can type this directly into the Service or Stock Code box on the Treatment Entry screen and press the Enter key. If what you have typed in isn’t an exact service or stock code, this will automatically open the full search screen and display all of the items where the description of the service or stock item contains your text.

DRUGS

Click the Drug tile to display the Stock Entry screen.

Type in the stock code if you know it or click the Search tile and search for the correct code. (See the notes above for more detailed instructions on searching for stock.)
Type the stock code in full into the Stock Code box if you know it and press the Enter key or search for the product. (See the previous notes for instructions on searching for stock.)
The stock location will default to that selected on the Consultation Header. Check that the Location is the correct location for destocking the product and amend if necessary.
Enter the Quantity. If you intend upon using the Dosage boxes, this will calculate the quantity for you. You must, however, tab or click out of the No Days box for the Quantity field to be correctly updated.

Please note that using the Dosage boxes in this way will calculate the quantity and display the dosage instructions on the label based upon the unit of stock selected in the Unit box and charge it up accordingly. Therefore, if you wish to sell a quantity of main units and to display the dosage instructions on the label in sub units, add the quantity and label dosage instructions manually.

The box to the right of the quantity is for selection of a Dispensing Fee. By default, this box will display the dispensing fee specified on the product file. If no dispensing fee has been saved against the product, the box will remain empty and no dispensing fee will be charged unless you manually select one from the drop-down box.
The Unit box will default to:
a main unit if ratio on the product file is set to 1; or
a sub unit if the product has been set up for sale by both main and > sub units.

Note: If you have a product that defaults to sub units, you can default it to main units if you mainly sell the product in main units. To do this, click the Outer Unit as Primary box on the stock file itself.

The Price will default to the calculated price based upon the product configuration and any client or other discounts that may exist. It can be overwritten if required.
You can click the Percentage Discount tile or press the F10 > key to allocate a one-off line discount. Type in the percentage > discount to reduce the price accordingly (user permission > applies).
You can also use the hash key (#) to type in a VAT inclusive price > and the system will extract the VAT, eg #30.00 typed into the > Price field would adjust the price to £25.00 so that when VAT > is added, the total is £30.00. For a negative amount, type > #-30.00. Just make sure that you press the Enter key to > calculate the price before pressing Continue to add it to the > work entry screen. This will not work as well on clients with > settlement discount, however, as there are specific rules in these > circumstances that affect the way that VAT is calculated.
Batch Number and Expiry Date: The batch number and expiry fields will be deactivated if the product is not batch traceable.
If a drug is batch traceable and the Label Required box is not > ticked, then the batch number must be specified before you can > proceed.
If a drug is batch traceable and the Label Required class="underline">and Print Now boxes are ticked, then > the batch number must be specified before you can proceed.
If the Label Required box is ticked but the Print Now box is > not ticked (ie the label is to be > printed later in the dispensary), then the line can be added and > the consultation finalised without the batch number being > specified. The batch number will then need to be selected when the > label is printed and at this point the stock movement will be > recorded.

It is advisable, however, to look in the batch number drop-down box to make sure that the required quantity is available in one batch number before proceeding. Whoever prints the label in the dispensary will be able to only put through the transaction as it is recorded on the work screen and will not be able to split the quantity between two separate batch numbers or make any other changes to the way that the consultation has been saved.

If a label is sent to the dispensary to print later and the label is not printed immediately, then the stock movement will not be recorded until the label is printed. There is an application preference that disables the Print Now option in which case labels will always be printed at the time the stock is added and stock movement recorded immediately.

Notes:

There is an application setting that automatically opens the > drop-down box for selection when you use the tab key to navigate > to the dispensing fee and batch number selection fields. Contact > Support if you wish to activate this setting.
If a credit is raised for a batch traceable product, then the batch > numbers on the animal’s history will be offered if you return the > items to stock
Out of date expiry dates are displayed as follows: > **dd/mm/yyyy**.
The Label Required box will be ticked or not ticked according to the configuration of the product in the stock file. This can be overwritten by clicking on the box to add/remove the tick. The default number of labels printed for main units will depend upon the quantity of main units dispensed.

See the previous page for the significance of the Print Now setting. This option can be deactivated if preferred.

Any standard or label specific text will be printed – but not automatically displayed on the preview. You can, however, view the standard or label specific text that will be printed by hovering over the label with the mouse or by pressing Ctrl+T when the cursor is in the Label Text box.

You can also force the standard label text to appear on the preview by double-clicking the Label Text box. However, if you already have the token for standard label text enabled, on your label layout, this would result in this text being duplicated.

Dosage – The dosage boxes calculate and overwrite any entry already in the quantity box.

If the product is being dispensed in the dosage unit, you can enter the dosage text using the Dosage/Frequency/No Days boxes. If the product is not being dispensed in the dosage unit, the dosage should be manually typed onto the label display.

Enter the dosage amount in the Dosage box and click into the > Frequency box (or press the Tab key).
Enter the daily frequency in the Frequency box and click into > the No Days box (or press the Tab key).

The dosage text will then default onto the label display.

Enter the number of days to be taken in the No Days box. And > click away from this box (or press the Tab key) to confirm the > entry.

The quantity will then be calculated and updated for the minimum amount to be dispensed to cover the dosage instructions.

Any additionally required text can be added manually to the label – up to the maximum amount of space available on the label.
Labels can either be printed in the surgery or later in the dispensary. Click Print Now if you wish to print immediately.
The Copies box defaults to 1 if dispensing the product in sub units and one per main unit if dispensing the product in main units. Amend the number of copies required if appropriate.

Labels can be reprinted once the consultation has been committed by clicking on the relevant transaction line on the animal’s history screen and clicking the Drugs Label tile in the right-hand toolbar. This tile only appears if you have clicked a transaction line for which a label was originally printed.

Click the Continue tile to add to the work entry screen.

NOTES:

If you quit without committing the work, then the consultation becomes an Uncommitted Consultation.
If an online datasheet has been linked to this product by entering an internet address (eg NOAH Compendium reference) in the Notes section on the Stock Configuration Screen, a Notes link will be displayed to the right of the Stock Code and Location fields. You can click this Notes link on the Work Entry Screen to navigate to that web address.
You can display that web address on an invoice and this can work as a hyperlink on emailed PDF invoices. You can also display a QR code on the drug label for the product, which can be scanned by the client to navigate to that address. (See page 65 for more information on Stock Notes.)
If a document has been linked to the product (eg Consent for an Unlicensed Product) in the Information section on the Stock Configuration Screen, then this document will be opened automatically unless you remove the tick before clicking Continue. If opened, then a copy of the document will be saved automatically in the animal’s Digital Folder.

SERVICES

Click the Service tile to display the following screen.

Type in the service code if you know it or click the Search tile and search for the correct code. (See the notes on page 154 for more detailed instructions on searching for stock and fees.)
Check that the quantity and price are correct. The quantity and price can be overwritten if required, providing that you have permission to do so.
You > can click the Percentage Discount tile or press the F10 > key to allocate a one-off line discount. Type in the percentage > discount to reduce the price accordingly and press the Enter > key to confirm.
You can also use the hash key (#) to type in a VAT inclusive price > and the system will extract the VAT, eg #30.00 typed into the > Price field would adjust the price to £25.00 so that when VAT > is added, the total is £30.00. For a negative amount, type > #-30.00. Just make sure that you press the Enter key to > calculate the price before pressing Continue to add it to the > work entry screen. This will not work on clients with settlement > discount, however, as there are specific rules in these > circumstances that affect the way that VAT is calculated.
Click the Continue tile to add the entry to the consultation.

LEXICON FOR NOTES AND CLINICAL TEXT

A table of veterinary terms (Lexicon) is available, which can be used as a quick entry/spell check for invoice notes and clinical text.

Terms can be edited manually, or deleted (Settings>Users>Lexicon File).

Click on an entry, edit as required and click Save; or
click on an entry and click Delete.

Each user can opt in or out of using this feature (Settings>Users>Users) and specify how many characters need to be entered before a Lexicon term is recognised and offered (0 to opt out, 3 = activate when first 3 characters match).

To accept a lexicon entry as you are typing the word, click the required entry. If you do not wish to use the suggested entry, carry on typing.

NOTES

Invoice Notes that are added to the consultation will be stored in the history and printed on the invoice.

Click the Note tile, type your text and click the Continue tile. (See page 149 to add a coloured bar to highlight the entry.)

CLINICAL TEXT

Clinical Text that is added to the consultation will be stored in the history but not printed on the invoice.

Click the Clinical tile, type your text and click the Continue tile. (See page 149 to add a coloured bar to highlight the entry.)

SEE AGAIN INSTRUCTIONS

See Again instructions that are added to the consultation will be stored in the history and printed on the invoice. (See page 109 for setting up the See Again recommendations) glossary.

Click the See Again tile, type in the glossary code and press the Enter key or click the Search tile to search the glossary.

Once the glossary entry has been added, the Description can be edited, if required.
Click the Continue tile.
This can display a reminder in the appointment book that a further appointment needs to be booked for this client/animal.

CLINICAL OBSERVATIONS

Clinical Observations are stored in the history and are not printed on the invoice. See page 27 for setting up the Clinical Observations glossary.

Click the Observe tile, type in the observation code and press the Enter key or click the Search tile to search for your code.
Once the observation has been selected, the Description can be edited if required.
Type in the value for the observation and click the Continue tile. Values for Clinical Observations are stored in a numerical format. You can then produce a graph on any observation code results by double-clicking on a line in the animal’s history containing the code upon which you wish to base the graph.

VENOM CODES

Venom codes are a list of terms that are used in veterinary practice research to standardise clinical auditing. Currently, the list includes diagnoses, presenting complaints and administrative tasks associated with canine and feline veterinary work. The list has also been extended to include standardised species and breed lists.

Venom Codes have been included in Assisi to standardise species and breeds and can be added to consultations as a reason/diagnosis for the visit. They are not displayed in the animal history, but they are stored in the consultation table which means that, using the Ad-hoc Reports feature in Assisi, you can report on them. You can include more than one code if you wish.

If you wish to add a Venom code:-

Click the Venom tile on the treatment toolbar.

Click on the Search box and type in your search details. This is a containing search.
The lists underneath are groups of codes which are all ticked by default. There is a Check All and Uncheck All box that can be used to be more selective about which groups you are searching.
Click the Search tile to begin the search.
Click the box alongside your selected Venom code/s and click the Continue tile.
The display will return to the treatment entry screen but if you wish to view or edit your selection before the consultation is finalised, click the Venom tile again and your selection will be redisplayed.

MULTI-LINE ROUTINES

You can save a combination of line entries as a multi-line routine and retrieve the routine using this option. Individual lines can be edited, deleted or reordered once added. (See page 97 for instructions on setting up Multi-Line Routines.)

Click the Routine tile on the treatment toolbar.
Select the routine to be added and click the tick to load it.
If any of the lines on the routine are optional, you will be prompted to tick a selection box if you wish to include it.
The line will be displayed with the normal price unless it has been configured to charge zero price.
Each line can be edited/deleted if required.
Stock lines must be edited so that labels can be printed and batch numbers specified if required.

TO RAISE AN INTERNAL LAB REQUISITION

Profiles need to be set up prior to using this facility and the IVLS option will only appear on the Work Entry Toolbar if an IVLS machine has been linked to Assisi after you have gone live. Check that these profiles have been set up correctly (see page 263) and linked to appropriate fee code/s before continuing for the first time.

Click the IVLS tile on the work entry screen.

Select the required profile from the drop-down list in the Panel box.
The tests to be requested will be displayed in the Services Requested box. This can be edited, if required, as it is only a text message for carrying out the test/s.
The fee code and description that has been linked to the profile will be displayed. The quantity will default to 1 and the price will default to the price for the fee.

Note: The fee code and/or the price can be overwritten provided that you have permission to do so.

When complete, click Continue and the requisition will be transmitted to the Idexx machine.
Once the test has been completed, the results will be exported into the animal’s record and a link displayed on the history screen. You can double-click this link to view the results

VETENVOY LAB REQUESTS AND MICROCHIP REGISTRATION

See also notes on page 263 for details on internal labs (IVLS), external lab requisitions (Ref Lab) and Microchip (Chip) options on the work entry toolbar.

TO RAISE AN EXTERNAL LAB REQUISITION

On the work entry screen, click Ref Lab on the toolbar.

In the Service Code box select your external labwork request profile which will already be linked to your lab’s price list.
Click the tests that you wish to be carried out and click Continue to add to the work entry screen. This will price up the work accordingly.
Once the consultation has been committed, the request will automatically be sent to your lab via VetEnvoy and an entry added to your Laboratory list to enable you to monitor the outstanding lab work. To view this list, Click VetEnvoy Services on the Assisi Desktop, click Labwork and all outstanding requisitions will be displayed.
Your lab will produce a requisition which includes a barcode to identify your practice and the animal for which the test has been requested.
Double-click this entry on the list and select Print Lab Work Enclosure Document and attach this to the sample before you send it to the lab. This document is important as it displays the requisition ID which allows the lab to link the sample to the lab requisition that has been received electronically and which, in turn, links the results to the correct animal.
You will receive status updates on the Laboratory list and, once the status indicates that the results have been received, you can view the results in the animal’s history by double-clicking the line entry and selecting Go to Animal.
There will be a line in the history relating to the results – double-click this line to view/print the results.
The Laboratory list entry can then be deleted – double-click and select Delete Item. This will not delete the results, just the outstanding lab request line on the list.

MICROCHIP REGISTRATION

Once this facility has been activated by our Support Department, a Microchip option will be displayed on the work entry toolbar.

Click ID Chip, enter in the chip number when prompted or you can scan the microchip barcode if you have a barcode scanner configured on your system.

Click Submit in the bottom right-hand corner of the screen.
The Microchip option can be linked to a fee (but only one fee) and, if it is, it automatically adds the fee to the work entry screen once you have submitted the registration. If you have more than one microchip fee, it can be used without a linked fee, in which case you can manually add the charge.
Some companies send a registration document and if they do so it is stored in the animal’s digital folder.

CHARTS

You can link digital charts to an animal’s record and a link will be created in the animal’s history screen. You can subsequently view the chart by browsing the animal’s Images folder or by double-clicking the entry in the history. You can add comments to the chart which will be saved as clinical text alongside the image link in the animal’s history.

The following chart templates are available.

Species Available

Canine Dental, Skin, Eye

Feline Dental, Skin, Eye Equine Dental, Eye, Eq ID

Species Available

Rabbit Dental, Eye

Chinchilla Eye

Adding a Chart

From the Animal/Work Entry screen click the Digital Image tile and click Create Chart.
The charts offered for selection will be filtered according to the species of the animal. Select the appropriate chart.
The Fill Type can be set to Paint or Flood by clicking > on the control box.
Undo your last task by clicking on the Under Last control box.
Change the pen colour by clicking on the Colour Selection > Control.
Any comments typed into the Comments box will be saved as > clinical text.
Click Save to save the chart.

Viewing a Chart

You can view a chart by:
Double-clicking the link in the animal’s history; or
clicking the Images tile on the Animal/Work Entry screen and > either double-clicking the chart on the front screen summary or > clicking Browse Linked Folder, double-clicking the Images > folder and double-clicking the chart that you wish to view.
The image will open in Windows Photo Viewer from where it can be printed.

VIEWING HISTORY WHILE ADDING WORK

You can view history whilst adding new work.

Click the History or Converted History tiles.
To return to treatment entry, click the Treatment tile.

EDITING AND DELETING ENTRIES PRIOR TO COMMITTING

Each line can be edited or deleted. Select the line and click the Edit or Delete tile, as

appropriate.

The order of the consultation lines can be moved up or down by clicking on the line and using the Shift + Up Arrow to move a line up or the Shift + Down Arrow to move a line down.

COMMITTING WORK

When all entries are complete, click the Complete tile to display the Finalise Consultation screen.

The Vet’s Username, Consultation Date and Branch (financial analysis, not location) can be edited from this screen, if required.

The following completion options are available:-

Processing

Raise Invoice	Raises the invoice immediately – after which it cannot be edited.
Leave Work in the Batch	Leaves the work in a temporary holding file (the batch) from where it can be edited until processed. All invoices in the batch for a single client can be built into one single invoice when the batch is processed for that client (see instructions for batch editing/processing on page 204).

The batch total for all animals is displayed on the Financial screen.
The batch total for individual animals is displayed on the Animal screen.

Batched work can be processed:

for an individual client – > double-click the batched value on the Client Screen for that > client.
for an individual animal – > double-click the batched value on the Animal/Work Entry > screen.

Click the selection box, make sure that the invoice date is correct and click the Save tile to produce the invoice. The invoice then becomes a held invoice and can be printed individually from the financial screen.

You can also process the batch for multiple clients if you have a series of batched invoices to process. See Month End Routines - page 205 – for more details.

Printing

Print Invoice	Print the current invoice immediately. Check that the correct Invoice Layout is selected.
Include Unprinted Invoices	Print all held invoices for this client at the same time as printing the current invoice.
Print Advice Note	Print an advice note. Check that the default Advice Note layout is selected.
Don’t Print Now	Hold the current invoice for printing later. Holding Invoices for Multiple Animals For holding invoices for multiple animals and printing them all at the end of the consultation, choose Raise Invoice + Don’t Print Now for all animals except the last animal, and for the last animal select Raise Invoice + Print Invoice and tick the Include Unprinted Invoices option. The system will alert you to the fact that there are unprinted invoices present for the same or other animals.
Never Print	Don’t print the invoice at all at this stage. (The invoice can be printed later from the client’s financial tab, if required.

Lists

Any lists that you have configured will be displayed in this section. To add this client and animal to a list, click the box alongside the relevant list.

ESTIMATES

To Add an estimate

Add a new consultation and, before you click the Continue tile, click the Estimate box on the consultation header.

Price up the work as required.
Click the Complete button and at the Do you wish to print the Estimate? prompt, either:
click Yes to display the estimate on the screen in a pdf format > and automatically save it in the animal’s digital folder. While > the document is open, click Print if you wish to physically > print a copy for the customer and then close the pdf.

OR

If you have standard email facilities activated, the prompt will > include an option to Email the estimate instead of physically > printing it. This will also save a copy in the animal’s digital > folder.
If you click No, then the estimate will still be available to > recall if the client chooses to go ahead with the estimated > routine, but there will be no printout or email and no copy will > be saved in the animal’s digital folder.
The estimate will be displayed in the history as an uncommitted consultation.

Digitally Signed Estimates

Estimates can be digitally signed on a tablet, in the same way as consent forms (see page 174). When you answer Yes to the Do you wish to print the Estimate? prompt, a copy will be transferred to the tablet, ready for signature.

Once it has been signed, a signed copy will be saved in the animal’s digital folder in a sub-folder called Signed Estimates.

To Recall an Estimate

When you next click Add Work, the estimate will be displayed as an uncommitted consultation at the top of the screen, but with a red Select tile instead of the usual blue Select tile. Click this to recall the estimate.

At the prompt Would you like to convert this estimate into a consultation? click Yes. This will display the estimate on the treatment entry screen.
Each stock/linked stock line of the estimate will need to be reviewed – select the line and click the Edit tile. Enter the label details and batch number/expiry dates where appropriate.
Click the Complete tile to save the work.
The consultation date will be updated to today’s date – you should, however, check that the correct user is specified on the finalisation screen as the original consultation header details will default unless amended.

To Edit or Reprint an Estimate

Proceed as if you wish to recall the estimate in item (1) above but at the prompt Would you like to convert this estimate into a consultation? click No. The estimate will be displayed for editing/deleting. Click Complete to reprint and resave.
You can also click Delete Visit on the right-hand toolbar when the estimate is open for editing to remove the estimate from the consultation header. A copy of the original estimate will remain in the animal’s Digital folder.

PRINTING LABELS IN THE DISPENSARY

Labels can be sent to the label printer directly from the surgery or can be printed later in the dispensary or at reception. Stock movements will not be recorded until the invoice has been raised and the label has been printed.

Any labels not printed during the consultation, (Label Required has been ticked but Print Now has been unticked), once the consultation has been finalised, are saved to a list to be printed later. To access this list:

Click the Stock tile from the Assisi Desktop and click the Dispensary tile.

Select your branch code and the outstanding labels will be displayed.
Click the tick in the Select column alongside the label you wish to print.
If the product is batch traceable, select the batch number and click the Continue tile and click OK to print.

Note: A list token has been added to display whether a client has labels waiting to be printed on the dispensary list and, if so, how many. This can be added, for example, to the Waiting to Pay list as a reminder that medication is to be dispensed.

OVER-THE-COUNTER SALES

This feature allows you to sell stock, either against an anonymised client/animal record or against an active client/animal record, without first having to open a consultation on the work entry screen. It is a fuss-free way of recording over-the-counter stock sales and there is no facility for adding invoice or clinical text, or entering see again instructions or recording clinical observations.

All transactions recorded using this facility, whether against anonymised or active clients, have to be paid for at the point of sale.

CONFIGURATION

Before you will be able to use this facility, the option needs to be configured as follows:-

Create an OTC Sales client and animal. The default option will be to post transactions against this client/animal record. You will, however, be able to search for and select an active animal’s record if you want the transactions to be posted on that animal’s record.

Create a new Terms Code and allocate it to this OTC sales client. Set the default save option to be Post Invoice Transaction and choose your default layouts.
Before you will be able to use this feature, configure the OTC Sales defaults on the Branch Details screen. Click Settings on the Assisi Desktop and then click Practice Setup>Branches. Click on each branch in turn that will be using OTC sales and click the OTC Sales Setup tile on the branch details to set the following default options:
Search > for and select a default client/animal.
Specify the default Terms Code.
Add your default payment Narrative. The payment narrative will > be displayed as the payment transaction’s Description on the > Account Overview screen.
The user permission OTC Sales also applies. Make sure that this permission is allowed for all relevant users.

USING OTC SALES

Click OTC Sale from the Assisi Desktop to select.

You can change the default animal if you wish to record the sale against a different, active animal by clicking Search and selecting the appropriate animal.
You cannot change the Date, Branch, Location or Terms at this stage.
The Date will always be recorded as today’s date.
The default Branch and Stock Location for any device are > set from the Map Screen Locations option. (Click > Settings on the Assisi > Desktop>Devices>Map Screen Locations.) > Practice Branch Location defines the default branch. > Default Stock Location defines the default location.
The default Terms Code will be the one specified in the > Branch OTC Sales Setup screen, as outlined in the > Configuration section above.
The User will default to the current logged on user. Check that the User is correct and change it if necessary. If your username has the option Force Password Entry Work enabled, you will need to add your password before you will be able to proceed.

Note: Changing the User will not change which user is currently logged into Assisi.

Click the Add tile in the top right-hand corner of the screen to add an item of stock.
You can now specify which item of stock you wish to add, in the same way that you do so on the standard work entry screen.
The Label Required box will populate according to how the > product has been configured in the stock file but you can add, or > remove, the tick as required.
You > can quit and change product by clicking the Back tile at the > top left of the screen or click the Continue at the top right > of the screen tile to add the product to the list of transactions > to be charged.
To add further products, click the Add tile again and continue as above.

Note: The entire transaction, prior to completion, can be cancelled by clicking either the Back or Desktop tile at the top left-hand side of the OTC Sale screen.

You can also manually delete an individual product that has already been added. If you click on an existing product, a Delete tile will be displayed on the right-hand toolbar. Click this to delete the transaction and then click Yes when you are prompted to confirm the deletion.

Once all of the products have been added, select the payment method, check the Print Receipt tick box and click the Complete tile.
An invoice will be posted to the selected account and the payment allocated against that invoice. The Save, Print, Default Layouts and Receipt options will default to those stored against the defined OTC Sales Terms Code.
If the client is paying by card and your card machine has been integrated into Assisi, the card machine can be linked into the transaction by clicking the Card PDQ tile instead of the Complete tile. In these circumstances, the invoice will be raised and the payment amount transferred to the PDQ machine. Once the payment has been confirmed on the card machine, it will be recorded and allocated automatically in Assisi.

STOCK AND FEE LINKED DOCUMENTS

Documents can be linked to individual stock and fee codes, so that they are automatically opened as the fee or product is being charged. Tokens can be inserted into the document templates to import and display data from the client/animal screens. The relevant stock or fee code can be configured so that the merged document can be saved in the animal’s Digital folder.

The default editor for linked document forms is OpenOffice. If you do have Microsoft Office installed, however, this can be used as the editor if you prefer. Please ring our Support Department for more information.

Below is an example of setting up a prescription template using OpenOffice and linking it to a prescription charge fee code.

CREATING AND PRINTING PRESCRIPTIONS

Prescription templates can be set up in a similar way to consent forms and can be personalised with client/animal data by inserting field tokens.

Once the document has been opened, you can fill in the prescription details and save the completed prescription in the animal’s Digital folder.

The tokens for fee-linked documents, however, are different to consent form tokens and stock-linked document tokens, even though they make look identical, so make sure that you use the correct tokens for the relevant type of template.

Creating a Prescription Template

There will already be an example of a prescription template in your Fee Information Sheets folder (C:\Users\A1\Assisi Documents\One Drive\ Templates\Fee Information Sheets). This template can be edited as required.

If you wish to add additional tokens, there is also a document called Linked Fee Document Tokens in the Fee Information Sheets folder. This document displays all of the tokens that are available to add to your prescription form. You can open this document at the same time as your prescription template, copy the required token, click in your prescription template where you want the token to be inserted and paste it in.

To Link a Prescription Template to a Fee

Display your prescription fee and click the Information tile.

Click the Browse tile to search for and select the template to be linked. Click on the template and click Open.
If you wish to save a copy of the prescription in the animal’s digital folder, click on the template name and click the Properties tile.
Personalise: Tick this box – this will ensure that personalised details are imported into the prescription.
Store Copy In: The document will be saved in a sub-folder in the animal’s Digital folder. This field specifies the name of the sub-folder – this sub-folder will then be automatically created the first time that the linked document is generated.
Click the Tick to save.

Generating a Prescription

Charge the prescription fee and ensure that the Produce Info Sheets selection box is ticked as you are adding the fee. (You can click on this tick to remove it if you do not wish to open it on this occasion.)

When you click Continue, the prescription template will be displayed (there may be a slight delay before the document opens) with the personalised data included. This basic prescription will be automatically saved in the animal’s Digital folder at this point.
You can now enter the variable prescription details and print the prescription.
Click Save to ensure that the saved document has been updated to include the prescription details before closing OpenOffice.

Viewing a Prescription in the Digital Folder

If you need to access the original document, click the Digital tile on the animal screen and click Browse Linked Folder.

Double-click the Prescription folder and all prescription documents will be displayed for selection.

CREATING AND PRINTING LINKED STOCK DOCUMENTS

There will already be an example of a linked stock document template in your Stock Information Sheets folder (C:\Users\A1\Assisi Documents\One Drive\ Templates\Stock Information Sheets). This template can be edited as required.

If you wish to add additional tokens, there is also a document called Linked Stock Document Tokens in the Stock Information Sheets folder. This document displays all of the tokens that are available to add to your linked stock template, including a token that automatically inserts the name of the product. You can open this document at the same time as your template, copy the required token, click in your template where you want the token to be inserted and paste it in.

Make sure that you use the correct tokens – the tokens for fee linked documents are not interchangeable with those for consent forms or stock-linked documents.

To Link a Document Template to a Stock Product

Stock-linked document templates (eg consent form for an unlicensed product) can be set up in a similar way to fee-linked document templates so that they open automatically each time that the product is charged.
See previous notes for linking a prescription template on page 170. Make sure that the Store copy in field is named appropriately, eg Consent for Unlicensed Products. You could also create a subfolder for the particular product by typing in Consent for Unlicensed Products\TRAM. That way, when viewing the animal’s digital folder you would be able to see for which drugs the consent form had previously been printed. This particular example would product a folder called Consent for Unlicensed Products and, within that folder, a subfolder called TRAM.

Linked Professional Fee documents can be created and printed in the same way.

The default editor for consent forms is OpenOffice. If you do have Microsoft Office installed, however, this can be used as the editor if you prefer. Please ring our Support Department for more information.

Consent forms are generally saved in the following location - C:\Users\A1\Assisi Documents\One Drive\ ConsentForms. In that location, your existing consent forms will be displayed, together with a Sample Consent Forms folder.

There will be a consent form template, with standard tokens already included, in your Sample Consent Forms folder – you can open this and click File>Save as, rename the document appropriately and save it in the same location under its new name.

You can then update the new form with the relevant standard text.
If you wish to add additional tokens, there is also a document called Consent Form Tokens in the same location. This document displays all of the tokens that are available to use in consent forms and you can open this document, copy the required token (Right- click>Copy or Ctrl+C), click in your new consent form where you want the token to be inserted and paste it in (Right-click>Paste or Ctrl+V).

Select the animal and click the Consent tile to the right of the History display.
Select the form that you wish to print.

The consent form will open and be automatically saved as it opens. You can edit the details and save your changes prior to printing.
The fact that a consent form has been printed will be written to the animal’s history. You can double-click on the link in the history to view the consent form at any time.
A safe copy will be stored in the animal’s digital folder.
Note: Make sure that you close each consent form as it is printed, otherwise OpenOffice may lock and not open the next consent form. If this does happen, on the animal screen click the + tile on the left-hand toolbar and select Cleanup Office Processes to release the lock for that user.

Generate the consent form, Save and Close as usual.

Click on the form in the history. The usual Print Consent Form tile will change to display an @ symbol.
The following prompt will be displayed, if you wish to continue with the email, click Yes.
The following screen will be displayed with the client’s email address, Veterinary Consent Form for the Subject and an empty message text box.
Check that this is the correct email address, type in your message and click Send.
Once the message has been sent, the following confirmation prompt will be displayed.

It is possible to set up your consent forms so that they can be signed digitally on a tablet and the signed form saved in the animal’s digital folder. This would need to be configured by our Support Department – please contact to discuss what is involved to activate this feature.

Once configured, to use this feature:

In Assisi

On the animal screen, click the Consent Form tile.

Double-click on the required consent form.
When the consent form opens, click File>Print.
Select Bullzip PDF Printer and then click Print. This generates a PDF of the consent form in the Signatures folder in Dropbox.
Close the consent form.
The usual Consent Form Printed link will be displayed in the animal’s history.

This will have generated a PDF document on the tablet awaiting signature.

On the Tablet

Open Adobe Acrobat Reader and click in the Dropbox section.

Wait for the form to appear in the Signatures folder and click on it when it does.
Click the Signature icon.
Click on the Pen icon and, if prompted, click Create Signature.
Click on the consent form where you want the client to sign.

Note: If you are using an Apple tablet, the client will be prompted to sign in a signature box and you will be able to drag and drop the signature to the required position once the consent form has been signed.

Sign with finger or stylus and then click Done.
Click Back to quit.

In Assisi

Check back in the history on Assisi and the signed document will appear.

Select the animal and double-click on the relevant entry in the history.
The consent form link in the animal’s history will be updated to show that the form has been digitally signed.
You can view the printed consent form by double-clicking the history link.
A safe, signed copy is stored in the animal’s digital folder.

CONTINUOUS MONITORING DOCUMENTS

Continuous monitoring documents are now supported. This allows for the document to be updated multiple times until you specify that the document is complete. Once the form is complete, it is saved in pdf format, which can then no longer be edited.

Monitoring documents use the same tokens as those used for consent forms but the templates need to be stored in a separate folder to the Consent Forms folder (called Monitoring Forms). This folder will be automatically created. A sub-folder called Sample Monitoring Forms will also be created, with a template for creating new monitoring documents enclosed, together with sample forms. If you wish to use these forms, instead of - or as well as - creating your own, copy and paste them directly into the Monitoring Forms folder.

To begin a continuous monitoring document:

Display the animal screen and click the Monitoring tile on the right-hand toolbar.

Double-click the form required or click on the form and click the Select tile. This opens the form and allows you to fill in any relevant details.
Once a form has been opened, saved and closed, it will remain displayed in the Open Monitoring Forms box on the bottom half of the screen for re-selection. You can Save and Close the form as many times as you wish and this can still be updated each time that you open it.
To update the form, in the Opening Monitoring Forms box, double-click the form or click on the form and click the Open tile. A link will be displayed in the animal’s history and you can also double-click this link to update the form.
Once the form is complete, Save and Close the form and then click on it in the Open Monitoring Forms box and click the Finish tile. This will convert the document into pdf format, after which it can no longer be updated.
The link for the completed form will then replace the original link in the animal’s history. Double-clicking the history link will display the finished form.

PRINTING RECORD CARDS

Select the animal and click the Record Card tile to the right of the History display. All of the history will be loaded for both live and converted history.

Client details (name and contact details) can be anonymized for GDPR purposes if you are sending the animal’s details to another practice, and your client requests that you do so, by clicking the Anonymise Client box at the bottom left of the display.
You can right-click in the bottom right-hand corner to apply filters to exclude specific types of transactions from the display.
Select the entries that you want included in the printout.

Select All will select all lines – individual lines can be > deselected, as required.
Deselect All will remove all current selections.
Select Dates will select all lines in a specified date range. > You can still remove the tick from any of the lines displayed if > relevant.
Print Prices/Total

Prices are not included by default. If you are using the printout for an insurance claim, having selected the relevant lines, click the Print Prices/Print Total boxes and prices will be included.

You can also mark lines on the printout (not including converted history) to show that they have now been included on an insurance claim. This will be selected by default if the feature is activated. To do so, make sure that Mark Items Claimed is ticked before proceeding to Make PDF.

If it isn’t for insurance purposes, make sure that it is unticked.

Once the PDF has been generated, the next time that you click Record Card on the animal history toolbar, any lines previously marked as claimed will be displayed with a coloured background against the selection tick box.

If you are emailing the record card, you can include any attachments that have been selected by ticking the Include Attachments box.
When you are happy with your selections, click Make PDF (unless you are emailing the document directly from the record – in which case see item 9 overleaf). The document will open in PDF format from where you can click Print if you wish to print a physical copy of the record card.
If your practice email address is linked into Assisi, you will have a second option called Email PDF. Select this option instead of Make PDF if you wish to email the document directly from the animal’s record, and proceed as follows.
The Subject will be entered automatically as Animal Record Card. > This can be edited if required for insurance claim purposes.
Type in the relevant email address and message text.
Click Send. The email will be sent with the PDF as the > attachment and any other attachments selected will also be sent as > a zipped file which can be extracted at the receiving end.
Confirmation that the email has been successfully sent will be > displayed and a copy will be stored automatically in the animal’s > Digital folder.
A copy of the PDF will be saved automatically in that animal’s Digital folder.

RECORDING PAYMENTS

If you are recording a payment for a client who has not attended a consultation, from the Client Screen, click the Financial Account screen tile. This will display the Account Overview screen for the client.

WAITING TO PAY LIST

The Waiting to Pay list is generally used by vets in the consulting room to advise reception staff that all of the chargeable work has been added and that they can continue to process the payment. Reception can then navigate from the list to the client’s Account Overview screen to record the payment.

If you are adding the work and recording the payment yourself, however, then there is no need to add the client/animal details to the Waiting to Pay list – just untick the Waiting to Pay list on the Finalisation Consultation screen before committing the consultation and then click the Account tile when the Animal Screen is redisplayed.

There is a Work Flow link on the Appointment Book screen and the Animal Screen or you can select the Work Flow tile on the Assisi Desktop.

On the Work Flow screen, select the Waiting to Pay list from > the List Name box. Once the clients’/animals’ names appear on > the list, double click the line entry and select Navigate.
This will navigate to whichever screen has been configured as the > Navigate option on that list and it will remove the entry from > the Waiting to Pay list. If there is more than one entry for > that client on that list, ie one for each animal, only the entry > from which you navigated will be removed. Any other entry will > need to be deleted manually by double clicking and selecting > Delete Item.
Usually > you will be navigated straight to the client’s Account > Overview screen but if your list is configured to navigate to > the Client screen, you can check whether there is still any > uncommitted work for the client and, if not, click the Financial > Account tile in the top right-hand corner of the screen to > record the payment.

CLIENT ACCOUNT OVERVIEW SCREEN

On the left-hand side of the screen, a summary of the financial details for the client will be displayed and, on the right-hand side of the screen, individual financial transactions will be displayed, ie invoices, credits, payments and refunds, etc.

Terms Code

This code determines which Terms Code has been allocated to the client and defines the terms for that client, ie discounts, surcharges, etc. To change the client’s code, click the down arrow to the right of the Terms Code box and select the new code from the drop-down list. Click Save.

Customer Discount

This field allows you to allocate a general customer discount to the client that will be applied each time that work is charged. Type in the percentage discount and click Save.

Note: The configuration of the Terms Code itself specifies whether this discount applies to stock only, fees only or both stock and fees. There is also a separate setting on the stock and fee files (Allow Discounts) where you can exclude specific items of stock and fees from any such discounts.

Aged Debt

This section displays the financial status of the client. It displays:-

The client balance. This takes into account any credit and unallocated cash that is present on the account.
This total debt is then broken down according to the age of the debt into the current period (30 days or less), 31 to 60 days, 61 to 90 days and greater than 90 days.

Unallocated Cash

This displays the total payments that have been recorded but not yet allocated against invoices. Unallocated cash is included when calculating the client’s balance.

Batched Work

This displays the total value of any batched work for the client – for all animals. (The total value of batched work for an individual animal is displayed at the top of the Animal History screen.)

Batched and uncommitted work is not included in the client’s balance so, if there is batched or uncommitted work on the account, you should check whether this needs to be processed before taking payments. If any uncommitted work exists on the account, the value of this is displayed on the Client screen, which is why some practices prefer to navigate to the Client screen before selecting the Account Overview screen.

Processing Batched Work for Individual Clients/Animals

Batched work can be processed:

for an individual client - click the Batched value on the Client screen for that client.
for an individual animal – double-click the Batched value at the top of the Animal Details/History screen.

Click the selection box, make sure that the invoice date is correct and click Save to produce the invoice. The invoice then becomes a held invoice and can be printed individually from the financial screen or included in the month-end run.

Note: You can process all batched entries for multiple clients if you have a series of batched invoices to process. This is covered in the Month End Training Notes.

Financial Transactions Display

This screen displays details of all financial transactions for the client, in date order.

The value of all invoices is displayed in the Debit column.
The value of all credits, payments and refunds are displayed in the Credit column.
The Type indicates whether the transactions are invoices, credits or payments/refunds.
An Inv type coloured green indicates an invoice that is fully paid.
An Inv type coloured amber indicates an invoice that is part paid.
An Inv type coloured red indicates an invoice that is fully outstanding.
The Balance column is a line-by-line rolling balance of the account.

TO RECORD A PAYMENT

From > the client’s Account Overview screen, click Record a > Payment on the right-hand toolbar.

The Financial Transactions screen will now display only > outstanding
> transactions.
Complete the Payment Details on the left-hand side of the screen > and check that the Print Receipt, Email (if you have > transactional email facilities enabled – see P253) and Open Cash > Drawer boxes are ticked appropriately.
The payment now needs to be allocated against an invoice before it > is posted – unless it is a genuine payment in advance - otherwise > the payment will be saved as Unallocated Cash and the > invoice/s will remain outstanding.
The > payment amount available for allocation will be displayed in the > Total Payment box. This will include any Credits and > Unallocated Cash.

As you allocate the payment against the invoice/s:

The Allocated box will calculate and display how much of that > payment has been allocated to invoices.
The > Remaining box will calculate and display how much of the > payment still remains to be allocated. There are more details > overleaf regarding payment allocations.
Once the payment has been fully allocated, where appropriate, click > Post.
If > you click Post with some of the payment not allocated, a You > still have unallocated cash prompt will be displayed.
If you click No, you will be returned to the allocation screen > to allocate the rest of the payment before clicking Post > again.
If you click Yes, then the remaining payment amount will be > stored as Unallocated Cash
You > may be prompted to enter your Assisi username and password, > depending on how your username has been set up.
If > the Force Password Entry (Payment) box has been ticked for > your username, this prompt will appear. The username displayed > will default to the current class="underline">logged-on class="underline">user.
Check that it is your correct username and, if not, amend it > accordingly in the username field, enter your password and click > the Tick to continue.

This will not change the current logged-on user but it will store your own username against the payment details.

Payment Allocations and Adjustments

Notes: You can click the Clear tile at any point prior to posting the payment to clear any allocations if you wish to restart the allocation process.

Held invoices that are marked as paid, or part-paid, are automatically marked as printed and will no longer be classed as a held invoice.

Automatic Allocation

Note: Credits and Unallocated Cash will be included in the amount available for allocation when selecting Automatic Allocation.

Automatic allocation is the quickest and simplest method of allocating payments against invoices but it is not always the correct method. If selected, it will allocate your payment against the outstanding invoices in the order that they appear on the financial screen, until either all of the invoices have been paid or all of the payment has been allocated.

Manual Allocation

If the Automatic Allocation option does not meet your requirements for allocating the payment, you can select invoices in the order that you require and specify how much of the payment is to be allocated against that invoice.

Make > sure that you move the cursor from the Amount box once you > have typed in the payment value and click on the first invoice > against which you wish to allocate payment. The invoice details > will be displayed at the bottom of the screen.

Any Settlement Discount Available will be displayed along with the relevant Due Date, where applicable.

Double-click the outstanding amount on the invoice against which you > wish to allocate the payment. This will allocate as much money as > is available - to pay off the invoice in full. Any money left over > can be allocated against a different invoice. If the payment is > less than the value of the invoice, then the invoice will remain > part-paid.

Alternatively, you can click on the Allocate box on the bottom right-hand corner of the relevant invoice and type in the amount to be allocated against that invoice. If you also wish to allocate a discount, this should be typed into the Discount box. Click away from this box and the Allocated and Remaining boxes will be updated accordingly.

The amount allocated against an individual invoice can be less than the invoice value - but not more - and the amount allocated in total cannot be more than the payment amount.

Continue in this way until you have allocated the appropriate > payment amount against each relevant invoice and click Post to > save the transaction.
If you are unable to allocate all of the payment amount, eg if the > client still has unallocated cash when all invoices have been paid > or you’re not sure against which invoice to allocate then, you > will be warned that you still have unallocated cash but you can > still continue to post the payment and any remaining amount will > be saved as Unallocated Cash.

Payment Corrections

Before taking any action, look at the patient’s financial tab and identify what it is that is wrong with the account. If you are unsure, contact a member of our Support Team who will help you diagnose and correct the error.

The Type column on the financial tab identifies the type of transaction.

To Change the Payment Method or Branch

There is an option to change the Payment Branch and Payment Method after a payment has been posted (a user permission applies to change the Payment Branch). There are also application preference settings and user permissions that allow/prevent these changes on payments that have already been cashed-up.

To > change the payment method on a payment that has already been > posted, click on the payment line and click Transaction > Information on the right-hand toolbar.
> Choose the relevant option from the Method drop-down box on > the left-hand side of the screen, click Save and then click > Back to exit. You will need to refresh the screen before the > new Method is displayed against that payment. There is no user > permission associated with changing the payment method prior to > cashing-up.
You can also change the Payment Branch in the same way but, for > this, you will need to have the user permission Change Payment > Branch activated.
There is an Application Preference that allows or prevents the > Payment Method or Payment Branch being changed after the > payment has been cashed-up – and even with this set to true, only > those users with permission to do so will be able to change the > method or branch in these circumstances. The Application > Preference needs to be set by our Support Team and the User > Permissions, which you can set yourself, are:
Retro Change Payment Method
Retro Change Payment Branch

To Correct an Invoice that has been Overcharged

If you have invoiced the client too much and already recorded the payment for the overcharged amount, then a credit note should be raised to reduce the value of the invoice. This will leave the account in credit and keep the VAT amount correct if you pay your VAT by the value of invoices raised in a date range.

A refund (negative value payment) can then be recorded for the total value of the credit note and the refund allocated against the credit note.

To correct an Over-Payment

If the client has overpaid, and there is unallocated cash on the account as a result, then the over-payment can be refunded by recording a negative payment, ie if the overpayment amount is £5, then the account will show a credit balance of -£5, and a -£5 payment should be recorded.

As there will be no invoice to allocate the payment to, you should just process without allocating. The account balance will change to zero and there will no longer be unallocated cash.

To reverse a refund that has been recorded in error, enter a positive payment using the same payment details as the refund.

To Pick Up Unallocated Cash and Allocate Against an Outstanding Invoice

Record a cash payment for a zero amount.
Overwrite the Narrative to read Payment Allocation > instead of Payment - Thank You.
The unallocated cash will be included in the amount available in the > Total Payment box. Allocate this to the relevant invoice.
Click Post to save the transaction.

To Allocate a Credit Against an Outstanding Invoice Before Payment is Recorded

A credit note (ie a negative value invoice) can be used to reduce the value of an invoice and, although it is correctly reflected in the client balance as soon as it has been processed, it will remain outstanding, along with the relevant invoice, until it is allocated against the invoice.

If you select the Automatic Allocation option when taking a payment, any credit amounts will be included in the cash available for allocation. However, if you want to be more selective about which invoice a credit is allocated against, then you should allocate the credit manually.

Make a note of the invoice number against which you wish to allocate the credit.
Record a cash payment with a zero amount.
Overwrite the Narrative to read Credit Allocation instead of > Payment - Thank You.
> Click on the credit to select the transaction and double-click the > Outstanding Amount.
This picks up the negative value of the credit note for allocation > against the outstanding invoice.
You can then either:
Click > on the invoice against which you wish to allocate the credit and > double-click the outstanding amount for that invoice, thereby > reducing the amount outstanding on that invoice by the value of > the credit, or
You can click on the Allocate field on the Transaction Summary > Box at the bottom of the screen and manually type in the amount > to be allocated against the invoice. If you type in the value > manually, you will need to move the cursor out of the Allocate > field before the display is updated.
Click Post to save the transaction.

To Refund/Reverse a Payment

If the payment has already been allocated:

Make a note of the invoice to which the payment has been allocated.
Record a negative payment for the relevant amount –
The payment method should be the same as that which was originally > entered when the payment was first recorded.
Type in the payment amount as a negative value, ie to reverse a > payment of £36.00 type in -£36.00.
The default Narrative for negative payments will be Refund > but this can be overwritten with something more meaningful, if > preferred.
The > invoice to which the original payment was allocated will not be > displayed by default, so click Show Matched Txs to display it.
Click > on the relevant invoice and then click on the Allocate box in > the Transaction Summary box below and type in the negative > payment amount.
Post the payment and the original invoice will be marked as > outstanding once again.
You can then raise a credit note and allocate the credit note to the > invoice if relevant.

If you have allocated a payment to the wrong client, refund the payment as explained above and the payment can then be processed for the correct client.

If the payment hasn’t been allocated and is on the account as Unallocated Cash:-

Record a negative payment for the relevant amount as previously outlined and Post the payment without allocating it to an invoice. This will reduce the value of the Unallocated Cash accordingly.

Allocation Adjustments

If you have allocated a payment against the wrong invoice, this can be adjusted as follows. Take care, however, if you pay VAT by the Cash Accounting method and you use a monthly cash book report to calculate your VAT liability, that both transactions are recorded in the same accounting period to avoid the possibility of accidentally doubling up when calculating your VAT liability.

There is a user permission to prevent anyone being able to use this facility (Delete Payment Allocations).

Click on the invoice against which the payment has been allocated and click on the Transaction Information tile on the right-hand toolbar.

This will show the details of the payment that has been allocated to > that invoice. Click Delete Allocations to de-allocate the > payment amount, which will then be saved as Unallocated Cash. > (There is a user permission associated with deleting payment > allocations.)

(iii) Record a payment for a zero amount as explained in Item 4 to re-allocate the payment to the correct invoice. The VAT for the original payment transaction will be recalculated and the previous VAT liability transferred to the final allocation of the payment.

ONLINE PAYMENTS

Online payment and refund facilities have been incorporated into Assisi. An online payment notification will be transmitted to the client once the payment has been successfully transmitted.

There are two methods of processing online payments – MOTO and ECOM.

You must have SMS messaging activated and have a ClearAccept online payment account for MOTO payments.
You must have SMS messaging and Transaction Email facility activated and have a ClearAccept online payment account for E-COM payments.

These facilities can be configured per workstation by our Support Team.

MOTO PAYMENTS (Mail Order/ Telephone Order)

Your practice can process a payment via the internet using a ClearAccept online account instead of using a card machine. You can also process a refund or part-refund online for any online payments already recorded.

MOTO payments/refunds are processed from the client Account Overview screen, as with current card machine payments, ready for the invoices to be allocated manually once the transaction has been successfully confirmed.

MOTO support has also been added to the Over-the-Counter Sales Screen.

Recording MOTO Payments from the Client Account Overview Screen

From the client’s Account Overview screen, click Record a Payment.

Check the Date and Branch and set the Payment Method to be CARD.
Type in the amount of the payment and click Card PDQ.
The online Payment Details screen will then be displayed.
Fill in the card details – Card Number, Expiry Date and CVV Number and click Pay Now.
When the transaction has been processed successfully, the Status Approved screen will be displayed and an emailed confirmation notification will be sent to the client providing there is a valid, authorised email address recorded on the client screen.

At this point you can close the online session tab and return to the client’s Account Overview screen to allocate the payment to the correct invoice/s and Post the payment in Assisi.

MOTO Refunds

You can refund an online payment as follows. Refunds are processed to the card from which the original payment was made.

Click on the payment line on the client’s Account Overview screen and click the Information tile on the right-hand toolbar.

On the Payment Details screen, if the payment has already been allocated to an invoice, click Delete Allocations and, at the Delete Payment Allocations prompt, click Yes. (The payment previously allocated would be saved as Unallocated Cash if you were to quit at this point and not process the refund.)
Click Refund Card and the Refund Amount screen will be displayed. The refund amount will default to the full value of the payment, but can be overwritten for a partial refund.
When the refund amount has been confirmed, click the tick in the bottom right-hand of the screen to process the refund to the original card with which the payment was made.
A confirmation that the refund has been processed will be displayed once the transaction is complete.
The refund will be deducted from the unallocated cash total.
If you have refunded the total value of the invoice, the status of > the invoice will display as outstanding and the unallocated cash > will be reduced accordingly. A credit can then be raised and > allocated against the invoice.
If you have refunded only part of the value of the invoice, you can > re-allocate the relevant remaining unallocated cash against the > invoice so that it remains part-paid and you can raise a credit > for the value of the refund and allocate the credit to pay off the > invoice.
You can print a receipt for the refund from the client’s Account Overview screen. If you have transactional email configured, you can email a receipt – see more details on page 193 of these notes.

MOTO Payments from the Over-the-Counter Sales Screen

Record the sale in the usual way. (It would be preferable to search for and select the relevant client and animal wherever possible, rather than using the Cash Sales client, so that refunds can be correctly identified and processed if necessary.)

Set the Payment Method to be CARD.
The Payment Required amount will default to the retail price for the sale.
Click the Card PDQ tile.
Once the Payment Details screen is displayed, enter the card details as before and click Pay Now.
Once the payment status is Approved, then the payment will be recorded in Assisi and automatically allocated to the relevant invoice.
A Payment Notification will be emailed to the client, providing that there is a valid, authorised email address recorded on the client screen.
The OTC screen will be cleared, ready for the next OTC transaction.

E-COM PAYMENTS

This is where you can send a payment request link to the client, by email or SMS, directly from the client’s Account Overview screen.

Payment links can be transmitted by SMS and/or Email and a payment link token has been added to SMS and Email templates for this purpose.

Details of approved E-Com payments are downloaded and imported into the client’s record in Assisi via a program that has been created to run on your server as a scheduled task in the background and payments are then allocated automatically for the outstanding invoices/credits included in the link. It may take a short while, therefore, for the payment to show up on the client’s record but you can specify how often this programme runs as part of the configuration by our Support Team.

Payment links can be transmitted as follows:-

A payment request link can be sent to the client so that they can enter their own card details, either while they are still in the practice or after they have returned home. No copy invoices will be included in this link. A custom payment request feature has been added to the Account Overview screen to select which outstanding invoices should be included in the request.
Individual invoices emailed from the clients Account Overview > screen (sends a link for the invoice balance).
Individual statements emailed from the Account Overview screen > (sends a link for the account balance).
Emails sent by a Statement Run (sends a link for the account > balance).
Emails sent by the Held Invoice Print routine for both invoices > (sends a link for the invoice balance) and statements where > included (sends a link for the account balance).

Settlement discount is supported – transmission of the discounted amount or the full amount can be configured at setup. Whichever amount is sent, if paid outside the settlement date, then the discount will not be allowed and the client’s account will be updated accordingly.

Text messages generated from an Aged Debt Report.

To Send a Payment Request Link

Please note that SMS and Email templates need to be created or updated to include tokens for the payment link (Assisi Desktop/Settings/Communication/Messaging Templates and Email Templates).

EMAIL Template SMS Template

From the client’s Account Overview screen, click the Send Payment Request Link on the right- hand toolbar.

All outstanding invoices/credits will be displayed.

Choose the invoices for which you want to request payment – there are Select All and Deselect All options to help with your selections. If a credit note is included in the selection, the payment amount will be reduced accordingly and the credit amount will be automatically allocated to one of the invoices, along with the payment, once this has been processed. (Copies of these invoices will not be attached using this method, just a payment request.)

Both the Email and SMS transmission options will be selected by default providing an authorised, valid email address and telephone number are stored on the client record - set these to your preferred option/s by leaving the tick alongside the relevant option/s. The client’s email address and mobile phone number will be automatically displayed if these exist on the record but can be edited for transmission purposes.
Even > if you are sending a link by Email > only, there is still a requirement for a telephone number > to be included. If the Mobile field is blank, you will be > prompted to type in a number before sending the link.

If you are not sending an SMS, then the telephone number does not need to be a mobile number - but a contact number of some kind must still be transmitted.

If you are sending by SMS only, then > a valid mobile number must be > specified and an email address is optional.
If you do include an email address, then an online payment > notification will be transmitted to this address.

Note: Any changes on this screen to telephone numbers or email addresses will not be written back to the client screen. They are used purely for payment transmission purposes.

The payment amount transmitted will default to the total for all selected invoices and, currently, this cannot be overwritten, although invoices can be de-selected. (The ability to overwrite this value is scheduled to be included in a future version of Assisi.)
Click Send. The payment link will be sent by your specified method/s and confirmation of this will be displayed on the screen.
When the client receives the transmission, they should click the link to access the payment details screen on the online portal.

They can fill in the card details – Card Number, Expiry Date and CVV Number and click Pay Now. They can close the tab as soon as they see the Approved or Declined confirmation.
If the payment has been declined, they can re-click the link and use > a different card.
Once the payment has been approved, the payment details will be > automatically downloaded, recorded for the client and allocated > against the invoice/s included in the link - when the automatic > download programme is next scheduled to run.
If an email address has been included, then a payment notification will be transmitted to this address.

Sending an Emailed invoice From Assisi Including a Payment Link

Make sure that the relevant email invoice templates have been updated to include the PayLink token.

Click on the relevant, outstanding invoice transaction on the Account Overview screen and click the Email tile. (This tile will become available on the Financial screen only if your system has been configured to send transactional emails.) The invoice will be transmitted to the email address stored on the client’s record, providing that the authorisation box alongside the email address has been ticked.

You can click the Alt Recipient box if you wish to transmit the document to a different email address other than the one displayed on the client record. This will open a dialogue box ready for you to update the email address. (This will not edit the client’s details.)

Please note: If the client has no email address in the Primary Email field on the client record or the email authorisation box alongside it is not ticked, then the following prompt will be displayed to warn you of such. Click OK to remove the prompt.

You can then update the client’s record and try again or click the Alt Recipient box on the Email tile before clicking it. This will open a dialogue box ready for you to type in an email address acceptable to the client (this will not edit the client’s details). Type in the required email address and click Send.

The invoice will be emailed and a confirmation that the email has been successfully sent will be displayed.

Once received, the client can click the link to record the payment.
Once the payment has been approved, the payment details will be automatically downloaded and recorded for the client in Assisi and allocated against the invoice included in the link - when the automatic download programme is next scheduled to run.

Note: The payment link will be included only if the invoice is outstanding.

Sending an Emailed Statement from Assisi Including a Payment Link

From the clients Account Overview screen, click the Print Statement tile on the right-hand toolbar.

Select the Statement Date and Transaction Start and End Dates.
The layout can either be a Default (Summary) Statement or a Detailed Statement (which includes each transaction line per invoice) or it could be a customised layout. Select your required layout.
You can click the Show a Preview box if you wish to preview the statement before transmitting. Close the preview to continue.
Click the Send by Email box. An Alternative Recipient selection box will then be displayed and this allows you to send the email to an alternative recipient if you wish.
Leave the Alternative Recipient box unticked and click the green > tick box to send the email to the email address stored on the > client record.
However, > if the client does not have an email address on their record with > the Authorisation Box alongside it ticked, then, when you > click Send by Email, the Alternative Recipient box will be > ticked automatically and when you click the green tick box, a > further dialogue box will be displayed and you will need to > specify an email address to be used. Click Send.
An Email Sent confirmation will be displayed. Click OK.
The statement will be emailed and a confirmation that the email has been sent will be displayed.
Once received, the client can click the link to record the payment.
Once the payment has been approved, the payment details will be automatically downloaded and recorded for the client in Assisi and allocated against the invoices/credits included in the statement - when the automatic download programme is next scheduled to run.

To Send SMS from the Aged Debt Report

A payment link will now also be transmitted with SMS messages sent from the Aged Debt Report if you have been configured for ECOM payments. An SMS template will need to be created/edited to include the payment link token.

Click Reports on the Assisi desktop, then click Monthly Reports>Aged Debt Report.

Enter your selection requirements – make sure that Show Credit Balances is set to False. (You can preview the resulting Aged Debt Report to check that the correct clients have been selected before clicking Send SMS.)
Click Send SMS.
You will be prompted to select your template – browse for it when prompted, click on it and click Send.
Text messages will be sent to the relevant clients with balances outstanding and providing that they have a telephone number recorded with a tick alongside it to show that they accept text messages on that number.

Sending An Emailed Receipt From Assisi

As transactional email facilities will have been configured if you are using the ECOM online payment module, you can email a practice receipt from within Assisi manually by email once the payment has been processed. To do so:-

Click on a payment transaction line on the Account Overview screen and click the Email tile. The receipt will be transmitted to the email address stored on the client’s record, providing that the authorisation box alongside the email address has been ticked.

As with emailed invoices, you can click the Alt Recipient box prior to clicking the Email tile to specify an alternative email address.

Click Send and the receipt will be emailed and a confirmation that the email has been successfully sent will be displayed.

CASH BOOK REPORT FOR ONLINE PAYMENTS

MOTO transactions, including Over the Counter Sales payments, will be recorded on the cash book report as CARD payments in the normal way.

ECOM transactions (payment by link), once the payment has been downloaded and imported into Assisi, will be recorded as ONLINE payments, so you should ensure that an ONLINE payment method exists.

Once you have cashed up as normal, you can produce a separate cashbook report of just ONLINE payments to check that these have been processed correctly on the clients’ accounts by:

temporarily deselecting the Cashing-up box;
selecting the FROM and TO DATES;
setting the relevant Payment Method as ONLINE; and
setting the Report Type as Detailed.

This will not affect your standard cashing up filters. The next time that you cash up, the Cashing-up box will be ticked as normal.

(See page 195 for more details on printing Cash Book Reports.)

PRINTING

To Preview/Print/Reprint an Invoice

Click > on the Invoice line.
Click Reprint Transaction on the right-hand toolbar.
A > preview of the invoice will be displayed on the screen.
Click Print in the top left-hand corner of the screen.

To Print/Reprint a Receipt

Click on the payment line.
Click the Reprint Transaction tile, as above.
Unlike > with invoices, a preview will not be displayed. The receipt will > be sent directly to the printer mapped to that user.

To Print a Statement for an Individual Client

From the client’s Account Overview Screen, click Print Statement on the right-hand toolbar.

Set the Statement Date – this will show as the date that the statement was printed.
Set the Transactions Start Date and Transactions End Date – these determine the range of transactions that will be itemised on the statement.
A Brought Forward figure will be displayed that represents the balance as it was at the Start Date;
each transaction that occurred between the start and end date specified will be itemised; and
a Carried Forward figure will be displayed that represents the balance as it was at the End Date.
Layout – the statement layout will default to that stored against that client’s Terms Code. This can be changed, if required.
The Default Statement is a summary statement and itemises each > transaction (ie Invoice, Credit Note, Payment or Refund) in the > date range, along with the total value and a rolling balance for > each transaction.
The Detailed Statement layout breaks down the invoices and > credit notes into individual lines of entry and displays a value > and a rolling balance for each line.
Click the Tick to print the statement – OR

To preview the statement, click the Show Preview box before you click the Tick. To print from the preview, click Print on the toolbar in the top left-hand corner of the screen.

To Print a Cashbook Report For Till Reconciliation

Click Reporting and then Daily Reports>Cashbook on the main Assisi Desktop.

Filter for the branch if applicable.
Leave the Cashing Up box ticked. This will ensure that only payments that have been recorded since you last cashed up will be included.
The From and To Dates, Customer and Payment Method will remain inactive for the standard cashbook report. (These are options that would become active if you deselected the Cashing Up box to print a general report for payments received in a date and time range and/or for a specific customer/payment method. With the Cashing Up box unticked, any such reports would not affect the cashing up facilities.)
Select Detailed or Summary report, as appropriate.

A DETAILED report lists each individual payment, showing:

A unique payment number

Client reference number and name

Transaction Date

Payment method

Payment amount (including VAT)

Amount allocated

VAT amount

Any discount allocated

Payment branch

User ID for the payment

It then prints a Summary as a final page, which comprises of:
a breakdown of payments by payment method and displays the total > value of payments taken by each method which can be used to > reconcile your till; and
a total VAT Summary by VAT code.

A SUMMARY report prints only the final page Summary.
Click Print on the right-hand toolbar.
As you print the report, the following prompt will be displayed.
If > you click Yes, then all of the transactions included in the > report will be marked as printed, and the next cashbook report > that you print with the Cashing Up box ticked, will start at > the next payment recorded.
If > you click No, then you can make amendments before reprinting > the report and subsequently clicking Yes at this prompt.
You can Preview the report prior to printing or export it directly to a spreadsheet, neither of which will offer the Mark as Already Printed option.

Cashbook VAT Summary

If you pay your VAT based upon the value of invoices raised in a date range (Standard Accounting), you can ignore the Cashbook VAT summary. Your VAT liability should be calculated using the standard month-end VAT reports.

If you pay your VAT based upon the value of payments received in a date range (Cash Accounting), you can use the Cashbook Report to calculate your VAT liability. You can remove the tick from the Cashing Up box, specify your date range and print a detailed report. All payments within that date range will be listed – which becomes your VAT Transaction List and the summary will produce the VAT liability, broken down by VAT code.

Cash Accounting for VAT

For VAT Cash Accounting, payments that have not been allocated to an invoice and remain on the account as Unallocated Cash, are not included in the VAT figures on this report - as the invoices against which this cash should have been allocated technically remain outstanding/unpaid and, more importantly, the VAT rate cannot be calculated until the payment has been allocated to the appropriate invoice.

It is important, therefore, that you monitor payment allocations carefully. The Cash Book Report includes a column which shows which payments have not been allocated.

In the example above, the first payment of £40.97 was taken and none of it allocated, so that transaction is showing a zero VAT value. This is because the correct VAT code cannot be determined until the payment is allocated against an invoice. £40.97 was left on the account as Unallocated Cash and the invoice remained outstanding.

If there are no outstanding invoices and the Unallocated Cash leaves the account in credit for that amount then this can be left, as VAT would not be due on payments made in advance.

If the payment was for an existing invoice, however, this needs to be allocated. To correct this retrospectively, a zero payment was recorded to pick up the Unallocated Cash and allocate it against the invoice so that the VAT liability could be determined and the invoice marked as paid. The zero payment is, therefore, correctly showing a VAT value of £6.83.

The Aged Debt Report also has a column headed COA, which highlights cash on account for clients where invoices are outstanding.

For details on allocating Unallocated Cash, see page 184.

To Print an Aged Debt Report

Click Reporting and then Monthly Reports>Aged Debt Report on the main Assisi Desktop.

You can filter for Customer Branch and/or Customer Type, if required – by default, payments for all Customer Branches and all Customer Types will be included.
The Base Date will default to today’s date – amend if required. The report will produce a list of debts as they were at the selected base date.
Show Credit Balances defaults to True. This can be changed to false if required by clicking the True/False button.
Minimum Balance to Include will default to 0.00, which means that all balances will be included. You can overwrite this with an alternative value if you wish to include only balances over a specified amount.
Minimum Age (in days) of Balance allows you to specify how old the balance should be before it is included in the report. Zero includes all balances.

Include Clients with Terms Codes

All Terms Codes will be displayed in this box, with all of them ticked by default. You can further filter by terms code by removing the ticks from the codes that you do not wish to be included. There are Select All and Clear All options to help with your selection.

Exclude Clients On

You can exclude clients on a specified list. The list would need to have the Suppress Statements/Aged Debt box ticked in the Properties section on the Work Flow List Design screen for the list to be displayed on the Aged Debt Report for selection.

Aged Debt Report Outputs

The following options are available for financial reports.

Print Preview – allows you to preview the report before printing.

Prints the report to your default report printer.

Outputs the report to your default spreadsheet programme.

Produces mail-merged letters to your clients who have outstanding debts (see the Assisi User Manual for more details).

Sends text messages to your clients who have outstanding debts (see the Assisi User Manual for more details).

SETTLEMENT DISCOUNT ALLOCATION

Terms Code Setup

Settlement discount is set up on a client’s Terms Code, as follows:

This would allow the discount until the 28^th of the month following the invoice date. This would potentially allow almost 2 months to pay if an invoice was raised and batched on the 1^st of the month but not processed until the end of the month.

This would allow the discount until 30 days following the date of the invoice.

It is possible to set up two levels of settlement, Settlement Discount 1 and Settlement Discount 2, which can be used, for example, to allow a higher discount for payments made at the time of consultation.

Note: There are settings on the stock and fee files that control which products and fees are included when calculating settlement discount.

The Allow Discount box will allow any sort of discount, including settlement discount.
If the Allow Discount box is deselected, the Allow Settlement box will allow Settlement Discount only.

VAT Rules for Settlement Discount

The rules for charging VAT when settlement discount is allowed were changed on 1^st April 2015.

Prior to this date, VAT could be charged at the discounted rate, even if the full price was subsequently paid.
For invoices raised after this date where settlement discount is offered, the invoice should be raised with VAT initially calculated on the full amount, with this being subsequently reduced (by raising a credit note) if the discounted payment amount was allowed.

If you always allow the discount, however, even after the qualifying payment date has expired, then the original version of settlement discount and VAT calculations in Assisi would still produce the correct VAT figures.

If you never, or only sometimes, allow overdue settlement discount, then you should contact a member of our Support Team to configure Assisi to incorporate these revised rules, as follows:-

VAT will be calculated based upon the full amount of the invoice when the invoice is first raised.
If the settlement discount is not allowed, the VAT will remain at this amount.
If the settlement discount is allowed, then the VAT will be recalculated based upon the discounted amount.
If you pay your VAT based upon the value of invoices raised in a > date range (ie Standard Accounting), then a VAT credit can be > raised automatically to take into account the recalculated > reduction in your VAT liability.
If you pay VAT based upon cash received in a date range (ie Cash > Accounting), then this credit note will not be required, as the > reduced payment would automatically reduce your VAT liability.
Following HMRC recommendations for the revised rules, a message can be displayed on the original invoice, as follows:

If payment is made by @SD a discount of £@SA can be deducted from the total. This includes a reduction in VAT. Following payment, you must ensure that you have recovered only the VAT actually paid, which would be £@VATSD.

Where:

@SD is the Settlement Date, by which payment must be received to qualify for the discount;

£@SA is the total discounted amount which should be paid, including the reduction in VAT; and

£@VATSD is the recalculated VAT amount.

Recording Payments with Settlement Discount Allowed

When recording a payment that involves a settlement discount, you can click on an invoice on the Account Overview Screen and click Transaction Information on the right-hand toolbar to display the discounted amount due in the If Paid Now field.

Original Values Discounted to:

The value of the invoice exclusive of VAT £60.00 £57.00

With a VAT amount of £12.00 £11.40

Giving a balance outstanding of £72.00 £68.40 (Amount Payable)

In this example, record a payment for the If Paid Now amount and allocate it to the correct invoice. A Discount of £3.00 will be allowed together with a subsequent reduction in VAT. A credit note can be raised automatically to recalculate your VAT liability if you pay VAT by the Standard Accounting method, ie based upon the value of invoices raised in a date range. If you pay VAT by the Cash Accounting method, ie based upon payments received in a date range, a credit note is not required as the VAT liability will be calculated based upon the actual payment received.

Automatic Allocation

If the invoice to which the payment is to be allocated is the only invoice, or the oldest invoice, outstanding on the account, then an automatic allocation will allocate the discounted payment correctly. Otherwise allocate the payment manually as follows:-

Manual Allocation

Enter the If Paid Now amount into the Amount field when recording the payment.

On the Record Payment screen, click on the invoice against which the payment is to be allocated.
Double-click the Outstanding amount for that invoice to allocate both the amount paid in the Allocated box and the discount allowed in the Discount box.

Part Payments

If a part payment has been allocated against the invoice and the remaining balance paid on or before the due date, the discount will still be available to allocate but the VAT credit note would not be raised. It would be better, therefore, to avoid allocating part payments for invoices involving settlement discounts – maybe leave the part payment amount on the account as Unallocated Cash until such time as full payment has been made.

To Allow an Overdue Discount

A credit note cannot be automatically raised for the reduction in VAT if you allow an overdue discount, and this must be taken into account in the way that you process these transactions.

VAT Standard Accounting

If you pay your VAT by the Standard Accounting method, you should enter the If Paid Now amount when recording the payment but then raise a credit note to cover the remaining balance. Allocate this credit against the original invoice to return the outstanding balance on the invoice to zero.

In the above example, you should record a payment of £68.40 (the If Paid Now amount which includes the VAT reduction), leaving a balance outstanding on the invoice of £3.60. As there is no discount available to settle this balance, raise a credit note for -£3.00 with a corresponding VAT element of -£0.60.

VAT Cash Accounting

As reducing your VAT liability is not an issue with Cash Accounting, there is a permission – Allow Overdue Discount – that can be enabled.

Without this permission, the Discount box would be greyed out and you would not be able to allow the discount at all.

If the client pays the reduced amount in these circumstances, this would leave the invoice part-paid and the remaining balance still owing on the client’s account. You would need to raise a credit note as outlined above to settle the balance.

However, if this permission is enabled, you can click on the invoice against which the payment is to be allocated and then type the discounted amount directly into the Discount field. This will settle the invoice balance and, for VAT Cash Accounting practices, not being able to raise a credit note for the reduction in VAT liability would not be an issue.

Transaction Information

Once an invoice has been paid, clicking Transaction Information again on the Account Overview Screen displays the updated invoice details showing the amount of discount allocated against the invoice.

CASHBOOK REPORTS

Cashing-Up

Click the Reporting and then Daily Reports/Cashbook tiles from the main Assisi Desktop.

Filter for branch if applicable.
Leave the Cashing Up box ticked. This will ensure that all payments recorded since you last cashed up are included.
Select Detailed report.
Click Print.
When prompted, do you wish to mark all the transactions as printed? click Yes. This will record the last transaction included in this report so that the next cashing-up report will begin at the following transaction.

If you wish to print an interim report at lunchtime, you could click No to the prompt at lunchtime and then click Yes at the end of the day when you are cashing-up.

A detailed report will be generated with all relevant transactions itemised, followed by a summary which breaks down the payments into payment type. The Amount Taken is the value of the payments including VAT with the VAT total being further itemised alongside. Totals for both are included in the summary.
There is also a breakdown of total VAT included in the report.

Note: VAT is only included for those payments that have been allocated against invoices. This is particularly important if you pay VAT by the Cash Accounting method. For practices that are Cash Accounting, therefore, it is important that you check the cashbook report for unallocated payments and allocate these before carrying forward any VAT totals.

In this extract of the report, the first and last payments were > allocated correctly – and VAT has been included;
the second payment was taken without being allocated, and the VAT > remains at zero; and
the third payment was for a zero amount, against which the > unallocated cash from the previous payment was picked up and > allocated. The VAT for this third payment is recorded against this > zero-value payment, ie this is the value for the amount allocated.

Other Financial Reports

For financial reports, other than cashing-up, click on the Cashing Up box to remove the tick. Any reports printed with this tick removed will not affect future cashing up reports.

Transaction Selection

Branch Filter: Select your branch or select All Branches, as appropriate.
Cashing Up: Remove the tick. This will activate the Transaction Selection options.

Note: Do not remove this tick if cashing up. These selection options are for general financial reports only. Leaving the tick in for cashing up ensures that no transactions are ever missed.

From Date: This will default to midnight on the current day. The date and time can be amended.
Select the required date from the drop-down calendar.
Overtype the time if required – 24 hr clock.
To Date: This will default to 23.59 on the current day. The date and time can be amended as above, if required.
You can further filter the transactions to those of a specified client. To do so, enter the customer reference number into the Customer box.
You can filter for a specified payment method by selecting the required method in the Payment Method box.
Report Type: Select Detailed or Summary as required. A Detailed report itemises each transaction in the range followed by a summary of the payments and a Summary report just produces the summary of payments. (See Item 7 on page 202.)

Cashbook Report Outputs

Print the report to a printer

Preview the report

Export the report to a Spreadsheet

MONTH-END ROUTINES

BATCHED WORK REVIEW PRINT

Select Reporting>Monthly Reports>Batched Work Review Print from the Assisi Desktop.
Enter the required selection criteria for the report.
If you wish to filter the entries by date, remove the tick from > Include All Dates by clicking on it and set your required date > range.
To filter by Terms Code, Customer Types, Consultation > Branch, and/or Vet/Username, click the boxes alongside the > options as required and select the required entries from the > drop-down box.
Select the required sort order from the Select Report By > drop-down box.
Click the Select Clients with Batched Work tile to display the entries that meet your criteria.
Select the entries that you wish to include in your report. Click Select All.
Click the Tick tile to print the report.

EDITING BATCHED WORK

Batched work that has been committed is displayed in the animal’s history but with no invoice number on the consultation header. If you click on the consultation header, an Uncommit tile becomes available.

Click the Uncommit tile.

Click the Add Work tile.
The previously batched work will then be displayed as an uncommitted consultation. Select this and make the necessary amendments.
Click the Complete tile to re-batch the work.

PROCESSING BATCHED WORK

Batched work can be processed:

For an individual client – double-click the batched value on the Client Screen for that client.
For an individual animal – double-click the batched value on the Animal/Work Entry screen.

Click the selection box, make sure that the invoice date is correct and click the Save tile to produce the invoice. The invoice then becomes a held invoice and can be printed from the financial screen.

You can also process the batch for multiple clients if you have a series of batched invoices to process. Click the Transactions tile on the Assisi Desktop and click the Process Invoice Batch tile.

The main display section, by default, will display the value of all work that has been batched (either for the client, animal or multiple clients, as appropriate). The default date range is set to include all batched work. You can filter these entries for selected dates, Terms Codes, Animal Types and Consultation Branch, where appropriate.

If you wish to filter the entries by date, remove the tick from Include All Dates by clicking on it and set your required date range.

To refresh the display to include only the entries for those dates, click Refresh Batched Work to Invoice.

Set the tax point (invoice date) for the selected entries.
There is an option to Consolidate all visits (ie Consultations) into a single invoice per animal. This is ticked by default. It produces one single invoice per animal that includes all visits for that animal.
To filter by Terms Code, Animal Types and/or Consultation Branch, click the boxes alongside the options as required. Click the Select Batched Work to Invoice tile to refresh the screen.
The entries that meet your criteria are then displayed for selection. Only those entries that are ticked will be processed.
There is a Check All option that will tick all displayed > entries; or
You can click on the selection box of an individual entry – this > will put a tick into an empty box or remove a tick that is already > displayed.
There is an Uncheck All option that will untick all displayed > entries.
When all of correct options have been selected and all of the batched entries to be processed have been identified, click the Save tile to produce the invoice/s.
The invoices then become held invoices and can be printed as a run of held invoices from the Transactions tile on the Assisi Desktop.

If you are intending to include statements when you print held invoices, you should print statements first and select the option to Exclude customers with unprinted invoices. This will produce statements for customers who do not have a held invoice to print. Then, when you print the held invoices, select the option to include a statement. This will ensure that the held invoices and statements are collated for each customer as you print them.

POSTING SURCHARGES

Setup

A surcharge routine can be run at the end of each month to calculate and post surcharges to clients with outstanding accounts. If you run this routine, the Monthly Surcharge field on a Terms Code controls whether this group of clients will be included and, if so, by how much they will be surcharged.

This can be a percentage of the outstanding debt or a fixed amount. If you wish to activate this option:

type in the value and click the Fixed Amount box if you wish all surcharges to be a fixed amount (in pounds); or
type in the percentage value of the surcharge and leave the Fixed Amount box unticked if you wish all surcharges to be a percentage of the outstanding debt.

Running the Routine

Transaction Parameters

Select Process Surcharges from the Transactions Menu.

Tax Point for Invoices: This will determine the date for the surcharge. Select the relevant date.
Narrative: This defaults to Monthly Surcharge and this would appear as the description on a statement.
Invoice Branch: Select the relevant invoice branch. (This is the consultation branch to which the value of the surcharges will be analysed.)

Selection Parameters

You can filter the selection of clients by Terms Code, Customer Type or Customer Branch. If none of these are selected, then all relevant clients will be selected.

Minimum Age of Balance: This allows you to determine how old a debt should be (in days) before the surcharge is applied. A value of zero will include all debts, no matter how old they are.
Exclude if Older: This allows you to exclude debts older than a specific number of days, ie if a surcharge has already been applied to that debt and it remains unpaid where you do not wish to compound the surcharge. For example, you could specify that a debt needs to be at least 30 days old - but excluded if older than 60 days.
Surcharge Balances Over: This allows you to include only balances over a specified amount.

Processing the Surcharges

Having completed the Transaction and Selection Parameters fields, click Select Accounts to Surcharge and the clients who fall within the selection criteria will be displayed on the left-hand side of the screen, showing the client balance, how much of the debt is overdue and the calculated value of the surcharge.

Select the clients that you wish to surcharge by ticking the selection box alongside each client’s name. You can click Select All to tick all clients or click on them one at a time. If you have ticked one by mistake, click on the relevant selection box to remove the tick for that client.
Take care to check your criteria and selection settings, as this routine cannot be reversed. Any amendments would need to be processed manually on each client’s account. VAT is not applied to Surcharges so if you are subsequently raising a credit against an individual surcharge, then the credit should also exclude VAT.

When you are happy with your selections, click the Tick in the bottom right-hand corner of the screen to process the surcharges.

TRANSACTION AUDIT

If you are a multi-branch practice, you should carry out an audit before printing out statements and held invoices. The audit will check for the possibility of one branch editing a batched transaction whilst another branch is processing the same batched transaction resulting in a transaction variance.

Always allow at least 30 minutes after the batch has been processed before running the audit.

On the Assisi Desktop, select Audit from the Transactions Menu.

Once you have selected this option, the audit scan will be triggered and the following message will be displayed once it is complete.
If there are any lines displayed showing variances, please ring Support for advice before printing statements and held invoices.

TRANSACTIONAL EMAILING FACILITIES

The facility has been added to email Invoices (including held invoices), receipts and statements. See page 252 for more information.

PRINTING STATEMENTS

This option will allow you to print a run of statements for all clients who owe money.

Click the Transactions tile on the Assisi Desktop and then click the Statement Run tile.

Set the Statement Date – this is the date that will be printed on the statement.
Set the From Date and To Date – these determine the range of transactions that will be itemised on the statement. A Brought Forward figure can be displayed that represents the balance as it was at the From Date and a Carried Forward figure can be displayed that represents the balance as it was at the To Date.
You can filter the run for the Terms Code, Customer Type and Customer Branch by selecting the relevant options from the drop-down boxes.
Current balance greater than – this allows you to filter the run for all clients whose balance is greater than the figure that your own selected value, in pounds and pence.
Exclude customers with unprinted invoices – tick this box if you want to exclude those customers who also have a held invoice to be printed. (The held invoice run routine allows you to print a statement at the same time as the held invoice is printed.)
Send by Email if possible – If you have Transactional Emails configured on your system, statements can be emailed to those clients who have an email address saved on their record with a tick in the box alongside it. See page 252 for more details.
Statement Message – this allows you to add a one-off message to each statement. The statement layout must have the Statement Message field enabled and configured for this message to be printed. Type your message in the Statement Message box.
Forced Layout – The statement layout will default to that saved against the Terms Code for each client if this field is left blank. Select a layout if you wish to force all statements to use the selected layout, regardless of the client’s Terms Code.
Click Select Clients to display all of the clients who meet the selection criteria.
Select those clients for whom you wish to print statements. You have a:

Select All option and a Deselect All option

If you have Transactional Emails configured to work on your system, you can
click:
Select Email to select only those clients who are configured to > receive email;
class="underline">or Select Non Email to select only > those clients who are not configured to receive email.
You can also manually select clients by clicking on the box alongside the relevant clients’ details.
Once you have selected your clients, click the Tick tile to print the statements.

PRINTING HELD INVOICES

Click the Transactions tile on the Assisi Desktop and click Print Invoice Batch.

Transaction Parameters

The Include All Dates box will be ticked by default. Leave this ticked if you wish to print all held invoices. If you wish to print invoices for a selected date range only, click on the Include All Dates box to remove the tick and set the From and To dates accordingly.

The Don’t combine all animals to a single document box will not be ticked by default. If ticked, this will print a separate invoice for each animal per client, otherwise the invoices for individual animals will be consolidated into one printout.
You can filter the run for the Terms Code, Customer Type and Customer Branch by selecting the relevant options from the drop-down boxes.
Click the Select Held Invoices to Print tile to refresh the main display screen and select the entries to be printed. If you wish to print all invoices, click the Select All tile. (Individual entries can still be deselected, by clicking on them separately to remove the tick.)
If zero value invoices are present and you don’t wish to print them, you can click the Zero Value tile. This will tick all zero value invoices. You can then click Mark as Printed to remove the zero value invoices from the print list without actually having to print them.

To Include a Statement

If you wish to print a statement for each client as you print their held invoice/s, click the Include a Statement box.

Set the Statement Date, and the From and To Dates as with the normal statement print routine.
Add a Statement Message if required.
Send by Email if possible – If you have Transactional Emails configured on your system, held invoices/statements can be emailed to those clients who have an email address saved on their record with a tick in the box alongside it. See page 252 for more details.
Invoice/Statement Layouts – Invoice and statement layouts will default to those saved against the Terms Code for each client if this field is left blank. Select alternative layouts if you wish to force all invoices/statements to default to the selected layouts.
Click the Save tile to print the invoices/statements.

Set New Accounting Period

You are able to close off your accounting period once all of the transactions for the current period have been processed. This will maintain the integrity of your reporting, in that no-one will be able to backdate any entries, including Clinical and Invoice Text, into a previous accounting period once your usage and VAT reports have been produced. This setting cannot be reversed.

Make sure that all work entries and payments for the current period have been completed, and from the Assisi Desktop, click Transactions and click Accounting Period.

Set the date to be the start of the new accounting period, after which you will be unable to backdate any transactions past that date.

AGED DEBT REPORT

To print an aged debt report, click Reports on the Assisi Desktop and then click Monthly Reports>Aged Debt Reports.
Customer Branch Filter: This allows you to filter the report by Customer Branch. Select your branch, if appropriate, or leave as All Branches.
Customer Type Filter: This allows you to filter the report by Customer Type. Select the relevant Customer Type, if appropriate, or leave as All Types.
Base Date: Defaults to today’s date but you can backdate this and the system will attempt to backdate your aged debt accordingly. Because of the complicated calculations involved, however, we cannot guarantee that the results will be 100% correct if this date is set back.
Show Credit Balances: This toggles between True and False by clicking on it. Set accordingly.
Minimum Balance to Include: Left at Zero, this will include all balances, even those balances that are a few pence. You can type in a future and all balances less than that figure will be excluded.
Minimum Days in Age of Balance: This checks the balance of each client:
To include all clients, leave this setting at zero.
If part of a client’s balance is older than the number of days > specified, then the debt is included in the report.
If all of a client’s balance is less than the specified number of > days, then the debt is excluded from the report.
Include Clients with Terms Code(s):

All Terms Codes will be displayed in this box, with all of them ticked by default. You can filter by terms code by removing the ticks from the codes that you do not wish to be included. There are Select All and Clear All options to help with your selection.

Aged Debt Report Outputs

The following options are available for financial reports.

Print Preview – allows you to preview the report before printing.

Prints the report to your default report printer.

Outputs the report to your default spreadsheet programme.

Produces mail-merged letters to your clients who have outstanding debts.

Sends text messages to your clients who have outstanding debts.

Creating a Mail Merge Template for Aged Debt Report (Open Office)

Open a new Open Office document and type in the standard, non-variable text.

Note: OpenOffice Writer defaults all documents to be in a book style format and you should amend the print settings as follows to avoid printing a blank page between each printed page.

Click > the Tools Menu and Options.
Click the + symbol to the left of Open Office Writer.
Click Print in the left-hand box.
Remove the tick from Print Automatically Inserted Blank > Pages.
Click OK.

To insert the relevant tokens for the variable data, ie client name and address, account balance details, etc:

Click in the document where you want the token inserted.

Click Insert>Fields>Other (or press Ctrl+F2).
Click the Database tab.
In the Type box, click on Mail merge fields.
In the Database Selection Box, click the plus sign alongside the Middleman database to display a list of the token tables.
Click on the plus sign alongside the Aged Debt Tokens table.
Click on the required token and click Insert.
Click back onto the document and click where you want the next token inserted, and repeat as above.
When > all of the required tokens have been inserted, click Close on > the Fields box.
For date fields you will need to specify the format of the date, > otherwise the time will be automatically included.

With the token highlighted, click User defined in the Format box and then click Additional formats. The Number Format box will be displayed.

In the Category box, click on Date and select your preferred date format from the Format box.

Click OK.

When you have added all of the required tokens, Save and Close > the document. This should be saved in your default documents path > to be sure that it is saved on OneDrive and replicate between > branches. If you are unsure of your practice’s default document > path, please contact Support for advice.

To Run the Merge

Click Reports on the Assisi desktop, then click Monthly Reports>Aged Debt Report.
Enter your selection requirements – make sure that Show Credit Balances is set to False. (You can preview the resulting Aged Debt Report to check that the correct clients have been selected before clicking Mail Merge.)
Click Mail Merge. You will be prompted to select your template – browse for it when prompted, click on it and click Open.
It may take a little while for the merge to complete. When complete, the merged letters will be displayed ready for printing.
Make sure that you have deselected Print Automatically Inserted Blank Pages as outlined on the previous page before printing the letters.
Save merged documents. To save your merged letter/s, click File and Save, taking care not to overwrite the original template when naming and saving the document.

Creating a SMS Template for Aged Debt Report

See page 226 for instructions on creating SMS Templates.

To Send SMS from the Aged Debt Report

Click Reports on the Assisi desktop, then click Monthly Reports>Aged Debt Report.

Enter your selection requirements – make sure that Show Credit Balances is set to False. (You can preview the resulting Aged Debt Report to check that the correct clients have been selected before clicking Send SMS.)
Click Send SMS.
You will be prompted to select your template – browse for it when prompted, click on it and click Send.
Text messages will be sent to the relevant clients, providing that they have a telephone number recorded with a tick alongside it to show that they accept text messages on that number.

MAKING TAX DIGITAL

File Exports for Sage and Xero and QuickBooks accounting packages have been added for Making Tax Digital. (User Permissions apply - Transfer Figures to Sage, Transfer Figures to Xero or Transfer Figures to QuickBooks.)

The export routine produces data in a date range that allows these accounting packages to generate digital VAT returns, either for Standard/Accrual VAT (invoices) or Cash Accounting VAT (payments) that agree with the VAT figures that are generated in Assisi in the same date range.

The exports are suitable for the selected accounts package in a format (CSV) specified by the requirements of that package. For information on how to import the files into your accounts package once they have been generated, please refer to the relevant product information.

Except for the export to Sage data, the figures generated are total figures for all branches.

To Transfer the Figures

Click Transactions on the Assisi Desktop.

Carry out a Transaction Audit before transferring any figures (see notes overleaf). If any conflicts show up, contact our Support Team to correct them before continuing.
Click Making Tax Digital and click on the relevant option for your accounting package.

Transfer to Sage

Transfer to Xero

Transfer to QuickBooks

Check that the default Nominal/Account codes are correct for your accounting package if applicable.
Set the Start and End Dates.
Check the Include Payments setting.
Check the Branch setting for Sage Exports.
Click to confirm that Assisi has been audit checked and shown no errors.
Click Generate Figures.
You will be prompted to confirm where the files are to be saved and click OK.

Transaction Audit

You should carry out an audit to check for transaction variances before generating files to be transferred to external accounting packages for tax purposes. If you are a multi-branch practice, always allow at least 30 minutes after any batched work has been processed before running the audit to make sure that replication has been completed successfully.

On the Assisi Desktop, select Audit from the Transactions Menu.

Once you have selected this option, the audit scan will be triggered and the following message will be displayed once it is complete.

If there are any lines displayed showing variances, please ring Support for advice before continuing.

KEY PERFORMANCE INDICATORS (KPI) MODULE

The KPI package is a reporting package that provides a dashboard of figures/graphs that helps you track your business goals. Practices can set business goals for a variety of activities and use Key Performance Indicators to measure their relative success, ie you will be able to track your performance against your goals. Performance indicator analysis can also help practices uncover problem areas and discover how efficient their processes are.

This feature needs to be activated by our Support Department. It will also involve some configuration of your products so that the software is able to identify into which indicator/s certain products fall.

CATEGORISING YOUR FEES AND STOCK

To display Small Animal KPI and other fee/product specific data, you will need to set up your fees and stock to identify the category into which they fall for KPI analysis purposes.

Categorising your Fees

There are indicators on the fee file that allow you to categorize your fees for KPI purposes. Tick the relevant option on each of your fees that fall into these categories.

There is no need to categorize your ID Chip fees as the system recognizes an animal that has been chipped by that animal having an ID Chip number in the Microchip field on the animal screen.

Categorising your Stock

There are indicators on the stock file that allow you to categorize your flea and wormer products for KPI purposes. Tick the relevant option on each of your products that fall into these categories.

TO PRODUCE THE GRAPHS

Click Reporting on the Assisi Desktop and click KPI. Click the relevant option to display the results.

Global Financials

This displays practice financial information in rows, broken down by Accounting Period Dates. The date range is automatically determined by the Financial Accounting Periods that have been set by the practice. If your practice has never set an Accounting Period, this can be done retrospectively, period by period.

A breakdown of the following values sold is provided for each accounting period.

Note: Columns can be resized when viewing the grid.

Period Start Date

Period End Date

Total Invoices (inclusive of VAT)

Stock/Drugs (exclusive of VAT)

Fees/Services (exclusive of VAT)

Dispensing Fees (exclusive of VAT)

Surcharges/Interest (exclusive of VAT)

VAT on Total Invoices

Total Payments (including VAT)

Discounts Given (excluding VAT)

Outstanding Debt (including VAT)

Click the Print tile to print the grid.

Branch Financials

This displays the same information as Global Financials (minus the outstanding debt column), broken down by branch.

Moving Annual Total

This displays a graph of a moving annual sales total for each period. This is based upon the sales total for the relevant period, plus the annual sales total for the previous eleven periods. It is designed to show a moving trend of your annual sales.

If you have been using Assisi for less than 12 months, it will calculate the total based upon the number of periods for which figures are available and then recalculate pro rata for the full twelve months.

The Base Date will default to the current period and the default number of years to Look Back is 2 years. You can change these default entries and click Plot, to recalculate the figures based upon your revised settings.

Small Animal KPI

The data displayed includes -

The actual number of cats and dogs seen - by branch - in the previous 7 days, one month and one year. It displays the actual figure per branch and an average figure for all branches

In addition, the percentage of the number of cats and dogs seen that have been, or that are:

vaccinated;
scheme members;
wormed;
received flea treatment; and or
chipped

is calculated and displayed, together with:

the number of neuters performed and the percentage of those neuters > that included labwork; and
the number of dentals performed and the percentage of those dentals > that included labwork.

Note: The system will identify included labwork by looking for a fee that is marked either as a KPI Neuter or a KPI Dental fee and that has a KPI Labwork fee on the same consultation.

To display the figures, select your base date and click Calculate.

To print the displayed results, click Print.

Demographics

This option displays:

A graphical age profile of active cats and dogs, broken down into puppies/kittens and young, mature and geriatric adults.

The average age of active cats, dogs and rabbits.
The number of active cats, dogs and rabbits.

Note: In this instance, Active relates to work carried out in the period and not the Active setting on the animal record.

You can set the base date and the number of years on which to base the graphs. The default Base Date will be the current month and year and the default number of Look Back years will be 2. It may take a little while for the results to be calculated, but once the figures are displayed you can amend the default entries and click Plot to recalculate to your own requirements.

Click Print to print the displayed graphs.

Flea and Wormer Products Sales

These graphs will display - for flea and/or wormer products sold:

Value before Discount
Invoiced Value
Cost
Margin
No of Transactions
Dispensing Fees

If a product is for both Flea and Wormer control, both of the indicators can be ticked on the stock file. This will result in entries being counted in both categories.

By default, the figures will be calculated for all branches but you can filter by Branch and the Base Date and Look Back default entries can be edited. Click Plot to recalculate to your own requirements.

The format of the graphs can be changed by removing the tick from either the Filled Graph or 3D options – or both. With neither of these boxes ticked, the figures will be displayed in standard line graph format.

Click Print to print the displayed graphs.

Scheme Membership

For those practices running in-house Schemes, this option allows you to track the impact of the scheme/s upon your income.

Tick boxes for each scheme are displayed on the left-hand side of the screen which allows you to either look at the results for all schemes or filter for specific schemes by ticking only the required boxes.

Set the required Base Date and click Plot.

Two series of graphs will be displayed.

Series 1: shows the number of scheme members.

Series 2: shows the following for each period:

Scheme Fees;
Scheme Discounts;
Non-Discounted Sales and
Scheme Impact, ie whether you have profited or lost revenue from > your scheme/s. This can only be accurate if you raise invoices and > post the value of the scheme income.

Click Print to print the displayed graphs.

Invoice Footprint

This allows you to track the stock value, services value and total number of invoices raised for the period selected. An additional graph showing the average invoice value for the period is displayed.

You can specify the Base Date and the number of years to Look Back. By default these figures are for all branches and all users but you can filter for individual branches and/or users if you wish.

Click Print to print the displayed graphs.

Sales League Table

This option shows the value invoiced by each user in a selected date range.

By default it shows data for all branches but you can filter by branch. Edit the options and click Plot to recalculate the results.

Click Print to print the displayed graphs.

Waiting Times

This option shows the average waiting times in minutes for each of your vet waiting lists. There are list selection tick boxes on the left-hand side of the screen and the graphical data is displayed on the right-hand side of the screen.

You can tick/untick the lists as required and edit the base date and click Plot to recalculate the results.

Click Print to print the displayed graphs.

Recalls

The base date will default to a date 12 months into the future and today’s date will be plotted in the centre of the graph.

To the left of today’s date, the thin line of the graph represents the number outstanding recalls for the previous 12 months (ie those to which no response has been recorded) and, to the right of today’s date, it represents the number of recalls due within the next 12 months.

Alongside this graph, on the right-hand side, is a key that refers to reminders sent in the past and is represented by the thicker vertical lines on the graph.

Each vertical line breaks down reminders sent by recall reminder output options, ie Mail Merge, File Exported, SMS Sent and Label Printed, to help you to analyse which method/s have been most effective at recalling animals for their boosters.

The box on the left-hand side of the graph displays all possible reminder codes that exist on your server. If none of these is selected, then all of the codes will be included. If any of the codes are selected, then only the selected code/s will be included.

By default, none will be selected and all reminders will be included. To print the displayed graph click Print.

If you wish to amend the base date or the recall selection criteria, then you should make the necessary changes and replot the graph.

Check the base date and amend it if you require a different base date.
Check the recall code selection criteria and amend if required.
Click Plot.
To print the displayed graph, click Print.

Usage Figures

The Usage Figures option allows you to produce a more detailed breakdown of Fee and Stock sales than those produced in Global Financials, including a branch breakdown where applicable.

Select the date range required. The To Date will default to the first day of the current month and the From Date will default to the same day and month in the previous year. You can either generate figures based on the total between these date ranges (Total) or broken down per month (Analyse).

You can either analyse sales based upon Stock/Service Codes, Analysis Codes or Generic Codes. Select which of these you wish to base your analysis on by clicking on the relevant tick box/boxes.
If no individual Stock/Service/Analysis or Generic codes are > selected, then all codes will be included. If any codes are > selected, then only those codes will be included.
If no usernames are selected, then all usernames will be included. > If any usernames are selected, then only those usernames will be > included.
If no branch is selected, then all branches will be included. If any > branch is selected, then only that branch will be included.
The grouping section determines how the data is calculated and presented on the graph.
Total/Analysis determines whether a total of all codes or a > breakdown by code is required (X Axis).
Value/Quantity determines whether the results are broken down > into total value or quantity sold (Y axis).
When all of your options have been selected, click Plot to produce a graph.
You can then:
Click Print to print the graph.
Click Export to export the raw data to a spreadsheet.

RECALLS

You can search for animals due a recall and produce labels, letters, text messages and emails. You can also write the results to a file.

SEARCH CRITERIA

NOTE: Active clients only will be included

You can filter by:-

> Animal Group: Select the required Animal Group from the > selection box. If you leave this box blank, then all animal groups > will be included.
Limit to Consultation Branch: This is the branch as specified on > the client screen – select as appropriate. If you leave this box > blank, then all branches will be included.
Date to Check: You can search on a Due Date or an Expiry > Date. Click the control box to toggle between the two choices.
Limit Clients by Group: You can filter by Customer Type. Select as appropriate. If you leave this box blank, then all clients will be included.
Limit Clients by Terms Code: You can filter by Terms Code. Select as appropriate. If you leave this box blank, then all clients will be included.
Check Communications flag: This checks the Communication flag on the client screen. Click the control box to toggle between Yes and No.
Start Date: This is the start date of the date range to be included.
End Date: This is the end date of the date range to be included.

EXCLUSION OPTIONS

If you send recalls by a combination of methods, ie postal, email and/or SMS, then you are able to filter clients so that they don’t receive reminders by multiple methods.

If you have already run a recall report and selected either SMS or Email for the output (or both) and wish to produce recalls for the remainder of your clients who have received neither, you can run the report again and select one or both of the following options.

This would exclude those clients who have already been included in another method of communication.

Code Selection

All recall codes will be displayed in the Code Selection box. If you tick individual or multiple recall codes, then only those codes will be included.

If no codes are ticked, the all codes will be included.

There are Select All and Clear All options to make selection easier.

OUTPUT OPTIONS

There are tick boxes on the client screen that allow you to specify the client’s preferred method of receiving reminders. The system refers to these preferences when selecting who should be included/excluded in each recall run.

This option will print a client address label with the animal name displayed – one label per animal.

This option will print a client address label without the animal name displayed – one label per client.

This option will allow you to produce a letter for each client with up to 10 animals’ recall details listed in the letter. A template will need to be produced in Open Office or Word and you will be offered a choice of template when generating the letters. Select the correct template and click Open. The merged letters will be displayed for printing. See below for a list of tokens that can be incorporated into the template.

This option will allow you to export the results of the search to a text file. Type in the name, select a location for the file when prompted and click Save.

If SMS messages have been configured by our Support Department:

Text messages can be sent. This option will generate an SMS reminder per animal. Click SMS. Select the required template and click Send. Click Yes on the confirmation screen. The recall will be queued and sent.

This option will generate one SMS reminder per client and can include recall details for up to 10 animals.

This option will allow you to email reminders to those clients who have an email address in the Primary Email field on their client record and a tick in the email authorisation box alongside it. There is not an option to generate one reminder per client to include multiple animals.

TEMPLATES

Mail Merge Templates in Open Office

Open a new Open Office document and type in the standard, non-variable text.

See overleaf for available tokens. To insert the relevant tokens for the variable data, ie client name and address, animal recall details, etc:

Click in the document where you want the token inserted.
Click Insert>Fields>Other (or press Ctrl+F2).
Click the Database tab.
In the Type box, click on Mail merge fields.
In the Database Selection Box, click the plus sign alongside the > RecallMMerge database to list the tokens.
Click on the required token and click Insert.
Click back onto the document and click where you want the next token > inserted, and repeat as above.
When all of the required tokens have been inserted, click Close > on the Fields box.
Close and Save the document. If you have only one branch, it > can be saved in the Templates folder in Assisi Documents > on the C: drive. If you have more than one branch, however, > contact us for the file path if you want the template available at > all branches.

Mail Merge Templates in MS Word

Open a new Word document and type in the standard, non-variable text.

See overleaf for available tokens. To insert the relevant tokens for the variable data, ie client name and address, animal recall details, etc:

This may vary slightly, depending upon the version of Word that you are using. The following instructions are for Word 2010. Some older versions of Word may not support the mail merge facility for third party programmes.

Click in the document where you want the token inserted.
Click the Insert tab>Quick Parts>Field.
In the Categories box, select Mail Merge.
In the Field names: box underneath, MergeField.
In the Field Properties section, type in the name of the token – no spaces allowed.
Click OK or press Enter.
Reposition the cursor and repeat until all tokens have been inserted.

Available Mail Merge Tokens

TOKENS
CustomerRef
Salutation1 (Includes Title, Forename and Surname)	Salutation2 (Includes Title and Surname)
Surname	Forename
Title	Street (Address Line 1)
Area (Address Line 2)	City (Address Line 3)
County (Address Line 4)	Postcode
Balance
Animal tokens for one letter per animal:
Pet Name	Date of Birth
Species	Recall Code
Recall Description	Recall Due Date
Recall Expiry Date
Animal tokens for one letter per client with recall details of up to 10 animals – use individual tokens per animal:
Petname1 (up to Petname10)	DOB1 (up to DOB10)
Code1 (up to Code10)	Description1 (up to Description10)
Specie1 (up to Specie10)	Date1 (up to Date10)
Expiry1 (up to Expiry 10)

SMS Templates

Templates can be created from the Communication tile on the Settings menu. Once a new template has been created, this can be selected from the Recall Report option when generating the text messages.

You can choose to send one message per animal (Send SMS) or one message per client for up to 10 animals (Merged SMS).

Creating an SMS Template

Try to be as concise as possible with the wording on your template. Otherwise, if there are too many characters when the message has been populated, then the message will be split into two.

Click the Settings tile on the Assisi Desktop and click Communications.
On the Communication System Setup Menu, click Messaging Templates.
In the SMS Templates box, click New Template.
In the Template Name box, type in the name for the template.
Type the wording for the template in the Message Text box, inserting the tokens as appropriate and click the Save tile.

Editing an Existing SMS Template

Click the Settings tile on the Assisi Desktop and click Communications.

On the Communication System Setup Menu, click Messaging Templates.
In the SMS Templates box, click the template to be edited.
Edit the template as required and click the Save tile.

Available SMS Tokens

RecallDate	RecallCode
RecallDescription	AnimalName
Salutation	AccountBalance
AppointmentTime	AppointmentDate
For those practices that are operating a Practice Scheme, the following tokens are also available.
SchemeName	SchemeCode
SchemeEnrolmentDate	SchemeExpiryDate
SchemePrice

The following is an example of a one-per-animal SMS message:

SMS Template

**ANIMALNAME** has a recall due for **RECALLDESCRIPTION** on or after **RECALLDATE**.

SMS Message

Carrie has a recall due for Full DHLPPi Booster on or after 20 June.

Merged SMS

The tokens for merged SMS messages are the same as for standard SMS messages. The following is an example of a merged message. Prince is due a recall for a Part LPPi Booster on 2 June and Carrie for a Full DHPPi Booster on 20 June.

Merged Template

Please ring to make an appointment for **ANIMALNAME** as their recall is due for **RECALLDESCRIPTION** on or after **RECALLDATE**.

Merged Message

Please ring to make an appointment for Prince and Carrie as their recall is due for Part LPPi Booster and Full DHLPPi Booster on or after 2 June and 20 June.

Email Templates

Creating Email Templates

Email templates can be created as follows. You will be prompted to select a template when generating the emails.

Click the Settings tile on the Assisi Desktop and click Communications.

On the Communication System Setup Menu, click Email Templates.
In the Email Templates box, click New Template.
In the Template Name box, type in the name for the template.
In the Subject Text box, type in the text that you wish to be added as the subject.
Type the wording for the template in the Message Text box, inserting the tokens as appropriate and click the Save tile.

Editing an Existing Email Template

Click the Settings tile on the Assisi Desktop and click Communications.

On the Communication System Setup Menu, click Email Templates.
In the Email Templates box, click the template to be edited.
Edit the template as required and click the Save tile.

Available Email Tokens

RecallDate	RecallCode
RecallDescription	AnimalName
Salutation

EMAIL TEMPLATE

Please ring to make an appointment for **ANIMALNAME** as a recall is due for **RECALLDESCRIPTION** on or after **RECALLDATE**.

EMAIL MESSAGE

Please ring to make an appointment for Prince as a recall is due for Full DHLPPi Booster on or after 2 June.

AD-HOC REPORT GENERATOR

STRUCTURED QUERY LANGUAGE

SQL stands for Structured Query Language which is a reporting and data editing language that allows you to search your records for data. Assisi supports SQL and ad-hoc reports can be generated, saved and run to query your veterinary database.

SQL QUERIES

We have a catalogue of reports stored on our Support Portal which can be copied and pasted into your report generator and saved on your own practice server. Alternatively, you can discuss your report requirements with our Support Department. In the majority of cases, we already have similar reports in our extensive catalogue to those requested and we will be happy to tweak any of those reports to your own requirements.

You can also write your own queries. To make your queries more flexible, you can build tokens into a report to prompt for variable criteria each time that the report is run.

Once a query has been saved, it can be recalled and executed (run) as often as required. The results can be previewed on the screen, printed, exported to a spreadsheet, exported as a mailing list for a mail merge routine (see page 248) or saved to a Workflow list (see page 231).

To access the Ad-hoc Reports Generator, click the Reporting tile on the Assisi Desktop and click Ad-hoc Reporting.

TO EXECUTE (RUN) AN EXISTING QUERY:

Click Open.

Browse for the report in (usually the path is Users\A1\Assisi Documents\OneDrive\ Reports on your C: drive, but this can vary so contact Support if you are unsure of your Assisi Documents path) and click Open.
The query will be displayed in the query text box (at which point it can be edited, if required).
Click the Execute button to display the results on the screen.
Some queries require the user to enter variable values upon which the query is based. If this is the case, the values should be added at this point. When you run such a query, the following prompt screen will be displayed.

Default entries for prompted data may be embedded in the script > itself. If so, and this is the correct value, then click OK to > select. Overwrite and click OK if a different value is > required.
Prompted dates can be selected using the calendar or by clicking on > the different sections of the default date and overwriting them.
If the Like operator has been used in the query, this means that > part of the value can be typed in – the % symbol can be used as a > wildcard (ie a special symbol that stands for one or more > characters) before and/or after the text.
If the Equals operator is used, then the exact value needs to be > added.
In setting values for tick-boxes, generally 1=Yes and 0=No.
Once > the query has been run, the results will be shown on the bottom > half of the screen and the red symbol will revert to grey. The > records that meet the criteria will be counted and the number > displayed in the bottom right-hand corner of the screen.

To Stop a Query From Running

You can stop a query from running by clicking the Stop button on the toolbar to the right of the Execute button. You will be prompted that the execution has been cancelled and only the records that were selected up until the Stop button was clicked will be displayed on the screen.

PRINTING AND EXPORTING SQL QUERIES

The results of the query can be previewed, printed, exported to spreadsheet or saved to a list. Execute the query and select one of the following options:-

Print Preview

Execute the script and click the Preview button on the toolbar. Confirm that the correct printer is selected and press Print. The preview will be displayed on the screen.

The results can be printed from here if required by clicking the print option in the top left-hand corner.

Print

Once the script has been executed, the results can be printed directly to the printer by clicking the Print button on the toolbar. Confirm that the correct printer is selected and press Print.

Export to a Spreadsheet

Execute the script and click the Spreadsheet button on the toolbar. The results will be exported into a new spreadsheet document.

Merge

You can export the results of an ad-hoc report into a mail merge using a pre-prepared template. See notes on page 248.

Save to a List

You can search for clients/animals using an ad-hoc report and the results can be saved to a Workflow list. You can then display any of the List fields available for selection in the Workflow List Design screen. Make sure that either the customer or animal ID is included in the Select clause as this is what will identify the customers/animals on the list.

These column headings should be named CustomerRef or AnimalRef - or renamed, as follows:

SELECT Consultation, Animal AnimalRef, Owner CustomerRef

Execute the script and click the List button on the toolbar.

Select the list from the drop-down box, click Clear existing entries, if appropriate, and click Save. If you do clear existing entries, make sure that you have the correct list selected and that you are not overwriting a list that you wish to retain.

BUILDING YOUR OWN QUERIES

It will be helpful when building your own queries if you understand the structure of the database that stores your data.

Database Structure

Database	A database stores data in tables and can be a collection of tables. Your Assisi database is a collection of tables.
Table	A table consists of a list of records with each record having the same structure. Records are displayed in rows in a table.
Field	The data relating to each record is stored in ‘fields. Each record has a fixed number of fields of a specific type. Fields are displayed in columns in a table.

Database

A database most often contains more than one table. Each table is identified by a name
(eg Customers). Each field is identified by a unique name within each table. This is preceded by the table name with a full stop separating the table and field names. There are no spaces in table and field names.

Customers.Surname is the surname field in the Customers table.

Tables and Fields

Fields contain the same type of data for every record.

The extract from the Customers table below displays five records (one row for each record) and seven fields (one column for each field). Customer Ref, Surname, Forename, Title, Address, Home Phone and Mobile.

Customers’ addresses are stored in a different table called Addresses. The two tables are linked by the Address Reference field, ie where the Address Reference fields are the same in both tables, then that address belongs to that customer.

Tables can be joined for the purpose of extracting data, providing there is a common field in both tables linking the relevant record(s) in one table to the relevant record(s) in another, as in the Customers and Address tables. Such tables are called related tables. If you want to base your query on more than one table, then you will need to include a join in the query (see page 246 for instructions on adding joins). The type of join will vary according to how the data is linked. With this in mind, we have created some views that link tables for you – see Tables/Views list below.

To Build a Query

The first step in building a query is to determine which Table(s)/Views contain the data that you wish to query.

Selecting Table(s)/View(s)

Click > the Build button on the toolbar. This will display the query > builder screen.

On the left-hand side of the screen is the Tables/Views > selection tool. This comprises of a choice between Tables and > Views.
Click the plus sign to the left of either the Tables or Views to display a list of Tables or Views that are available for selection.

There are many tables in the Assisi database. Tables/Views that you are most likely to want to query are as follows:-

Most Commonly Used Tables/Views

TABLE/VIEW NAME	TABLE OR VIEW	DESCRIPTION
AnimalSearchDetails	View	Joins the Customers, Address and Animals tables.
CombinedHistoryView	View	Joins the Animals and History tables and displays work that has been invoiced. The type field in this view displays a letter C for converted history and a letter L for live history.
CombinedHistoryViewNotInvoiced	View	Joins the Animals and History tables and includes work that has NOT yet been invoiced, ie uncommitted and batched work.
Appointments	Table	Stores all of the details about every appointment ever booked, including those slots closed with a blocking category.
Invoices	Table	Stores all of the details about every invoice ever raised.
ListEntries	Table	Stores all of the details about every entry on lists – even if they have since been deleted from the list.
Payments	Table	Stores details about every payment ever recorded.
Recalls	Table	Stores pending recalls. Can be joined to the Animals table by the AnimalRef field.
ServiceCodes	Table	Stores details about all Professional Fee Codes.
StockFile	Table	Stores details about all stock codes.
StockHoldings	Table	Stores details about stock levels for each stock code, per branch and, if applicable, per batch number.
StockMovements	Table	Stores details about movements for each stock product, per branch and, if applicable, per batch number.

Getting Started

Queries comprise of various clauses and these clauses have to be constructed in a pre-determined format. A very basic query comprises of at least the following two clauses:-

The SELECT clause (which specifies what data will be displayed for each record selected in your query); and

The FROM clause (which specifies in which Table/View that data is stored).

The SELECT Clause

Decide which Table/View you wish to query and click the plus sign alongside that Table or View. This will display a list of fields within that Table/View.

Drag those fields that you wish to display on your report (preferably in the order that you want to display them) and drop them into the Show box in the query builder.
Once the fields are displayed in the Show box, you can change the order in which they are displayed by dragging them from one position and dropping them into another. If you wish to remove a field from the Show box, drag it back out of the box.
The SELECT clause comprises of the fields displayed in the SHOW box. You will see that the fields are separated by commas but with no comma after the last fieldname.
As you select the fields you will see that the query is being built automatically and is displayed on the bottom half of the screen. The FROM clause displays the Table or View from which the fields have been selected.

The FROM Clause

If your query comprises of only the SELECT and FROM clauses, then every record will be displayed from the specified table. To display the top so many entries in a table, you can edit the select clause to read:

SELECT TOP 100 AnimalSearchDetails.CustomerRef, AnimalSearchDetails.Surname, AnimalSearchDetails.Forename

To Save the Query

The following options are available for saving or exiting without saving the query.

Clear query and start again.

Export the SQL query and exit. This exports the query into the ad-hoc reports generator, ready for you to execute (run) the query and view the results.

Load previous session. If you have saved a previous session this allows you to reload it to edit it.

Save session. This allows you to save the session and reload it again later.

Exit without saving.

If you wish to review the results of the query so far, click Save Session first (so that you will be able to reload it if you wish to edit it later) and then click Export the SQL query and exit. The query will be exported to the Ad-Hoc Reports screen.

Execute the query – see page 229. If the results are displayed as required, then you can select your required output – see page 230.
If you wish to edit the query, click Build, click Load Previous Session and edit as required.
Note: You can write comments at the top of the query before you save it. General comment (for example the report name or a brief description of the report) should be preceded by two dashes, as follows:

--Animal Registration Report

The two dashes effectively instruct SQL to ignore that line and not attempt to process it. A hard return (ie pressing the Enter Key) will end the comments line.

Once you are satisfied with the query, it can be saved and run (executed) whenever required. Click the Save button on the Ad-Hoc Reports screen toolbar.
SQL scripts should be saved in the Reports folder, usually in the following path if you wish them to be available to other users in the practice or branches within the group. You can create sub-folders if you wish. You can, however, save them in a private folder if you do not wish other users to have access to them.

C: drive ► Users ► A1 ► Assisi Documents ► OneDrive ► Reports

Note: This path can vary occasionally. If you are unsure, speak to our Support Department for confirmation.

Select the folder in which you want to save the report (or sub-folder if you have created sub-folders within the Reports folder), name the report and click Save.

THE FOLLOWING CLAUSES ARE OPTIONAL AND ALLOW YOU TO PRODUCE MORE SPECIFIC REPORTS

The WHERE Clause

It is possible to place conditions upon which records are selected by adding a WHERE clause, which allows you to select the records that meet specific conditions. You can select any of the fields contained within the tables upon which the query is to be based and specify the conditions that apply to the selection of the records you wish to retrieve, ie you can compare the value stored in the field in the database against the value for which you are searching. You need to specify:

the field to which the condition applies (this doesn't have to be a field that is included in the SELECT clause - it can be any field in the table or view);
a condition (comparison operator); and
the search value.

Selecting the Field

Click the Conditions tab on the query builder screen.

Drag the fields upon which the condition is to be placed into the Item Name box.

Adding a Condition

Click on the arrow to the right of the Condition box and select an operator. The available choices are as follows:-

=	Equal to	Will search for data exactly equal to the specified value. The value can be alphabetical or numerical or a combination of the two.
!=	Not equal to	Will search for data not equal to the specified value.
>	Greater than	Will search for data greater than the specified value but will not include the specified value. The data can be numerical or in date format. When used with dates, > means after, >= means on or after, < means before and <= means on or before the specified date.
>=	Greater than or equal to	Will search for data greater than or equal to the specified value. The data can be numerical or in date format.
<	Less than	Will search for data less than the specified value but will not include the specified value. The data can be numerical or in date format.
<=	Less than or equal to	Will search for data less than or equal to the specified value. The data can be numerical or in date format.
In	In	See page 239 for an explanation of how these two operators can be used.
Not in	Not in
Like/Not like	Like and Not like	You can use the Like and Not Like operators to find values in a field that match, or do not match, a pattern (text string) that you specify. These operators can be used in conjunction with wildcard characters to make the search more flexible:- % The percentage symbol matches any character string. (It resembles * in DOS applications). The underscore symbol matches any single character. These wildcard characters can be used either before or after the text string – or both, if relevant. For example, you could use the condition LIKE ‘Smith%’. This could return all patients with a surname of Smith and Smithson. Whereas, LIKE ‘Sm_th’ could return all the patients with a surname of Smith and Smyth and LIKE ‘Sm_th%’ could return all patients with a surname of Smith, Smyth, Smithson and Smythson.

Specifying the Condition Value

Click on the Condition Value box and type in the text with which you wish to compare the data entries and press the Enter Key to refresh the script. Please note that a value should always be entered with single quotes around it. The search is not case sensitive, ie data in both upper and lower case will be included.

In this example, the query is based upon the AnimalSearchDetails View and the condition is specifying where the Active indicator on the client record is ‘True’ (1 = True or a ticked box and 0 = False or an unticked box) ie include only active clients in the results.

Multiple Conditions

There is no limit to the number of simple conditions that can be present in a single SQL query. The operators AND and OR join two or more conditions in a WHERE clause.

The AND operator displays a result if ALL conditions listed are true.
The OR operator displays a result if ANY of more of several conditions listed are true.

NOTE: Combinations of both AND and OR can be included in a single query but, when doing so, more care needs to be taken with the syntax of the script to ensure that the correct data is selected. A detailed explanation of how to combine these two operators into a single query can be found on the following page.

To add a second condition to a script, click the arrow to the right of the Combiner column and select your required operator and then add your next condition on the line below. Continue in this way until all of your conditions have been entered.

In the above example, the query is based upon the AnimalSearchDetails View and the animal registration date has been used in the WHERE clause to select all animals who have been registered between specific dates and additional conditions have been added to select only those small animals that have a tick in the Active Patient box on the Animal Details Screen (a value of 1 indicates that the condition is true or that there is a tick in a box).

This is what the resulting query would look like:

SELECT AnimalSearchDetails.AnimalRef, AnimalSearchDetails.CommonName, AnimalSearchDetails.Active,AnimalSearchDetails.AnimalType, AnimalSearchDetails.DateRegistered, AnimalSearchDetails.DateRegistered

FROM AnimalSearchDetails

WHERE

AnimalSearchDetails.Active = '1' AND

AnimalSearchDetails.AnimalType = 'Small Animal' AND

AnimalSearchDetails.DateRegistered >= '2018-01-01' AND

AnimalSearchDetails.DateRegistered <= '2018-12-31'

Note: Using dates as conditional criteria is usually more efficient if you enter the year first, followed by the month number and then the day number.

Combining AND/OR Connectives

When a query has multiple conditions in the WHERE clause and those conditions combine AND/OR connectives, the order in which the conditions are evaluated can affect the results of the query. By default, all of the AND conditions are evaluated before any OR condition – no matter where the clause appears in the query.

This is not a problem if only AND or only OR connectives are used in a WHERE clause - just if there is a combination of these two connectives. For example, you may want to create a query where you selected all active animals whose names are spelled in one of two ways. If you constructed your query as follows:

The script would look like this:

SELECT AnimalSearchDetails.AnimalRef, AnimalSearchDetails.SpeciesName, AnimalSearchDetails.BreedName

FROM AnimalSearchDetails

WHERE

AnimalSearchDetails.Active = '1' AND

AnimalSearchDetails.CommonName = 'Rosie' OR

AnimalSearchDetails.CommonName = 'Rosy'

In this example, the conditions would be evaluated in the following order.

AnimalSearchDetails.Active = '1' AND

AnimalSearchDetails.CommonName = 'Rosie'

(which would return all of your active animals whose name is Rosie)

It would then continue to evaluate the OR condition, ie

AnimalSearchDetails.CommonName = 'Rosy'

(which would also return all of your animals whose name is Rosy, whether they were active animals or not).

The order of evaluation can be altered, however, by putting brackets around the OR condition as follows. The brackets would need to be added manually to the script around the OR conditions before saving.

WHERE

AnimalSearchDetails.Active = '1' AND

(AnimalSearchDetails.CommonName = 'Rosie' OR

AnimalSearchDetails.CommonName = 'Rosy')

This forces SQL to perform the selection based upon the Active indicator first and then check for the animals’ names of active animals only.

An alternative way to construct your query, however, could be to use an IN or NOT IN clause.

The IN/NOT IN Clauses

The IN clause selects a record if a specified value does match any value in a list of values.

NOT IN clause selects a record if a specified value does not match any value in a list of values

The list has to be enclosed in brackets. The individual values within the list are enclosed in single quotes and separated by commas. The final AND combiner will be ignored if no further conditions are added.

The syntax for this script is as follows:-

SELECT AnimalSearchDetails.AnimalRef, AnimalSearchDetails.CommonName

FROM AnimalSearchDetails

WHERE

AnimalSearchDetails.Active = '1' AND

AnimalSearchDetails.CommonName IN ('Rosy','Rosie')

Nested (or Sub-Queries)

The IN and NOT IN clauses can also be used for nested queries. A nested query is a query statement tucked (or nested) inside an existing query - ie, it is possible to run a query based upon the results of another query. We will not be covering nested queries in this manual, however, as this is an advanced feature that requires a more in-depth knowledge of SQL.

The GROUP BY Clause

This can be used in queries where you wish to summarize data.

If you wanted to find out which classifications were in use in your stock file, you could structure your query, as follows:

This would return a list of stock classifications, one for each product that is not locked for sales, ie multiple results for exactly the same classification.

The GROUP BY clause is an SQL command that is used to group rows that have exactly the same values. Therefore, if you use a GROUP BY clause in your script, and GROUP BY classification, then each classification would appear only once.

The syntax for this script is as follows:-

SELECT StockFile.Classification

FROM StockFile

WHERE

StockFile.LockSales = '0'

GROUP BY StockFile.Classification

This would give you a list of classifications that are currently in use in your stock file, with each classification appearing only once.

Note: We will be explaining later in these notes how you can count how many instances of each grouped Category have been found and how to display only those categories that have more than (or less than) a specified number of categories.

You could then use the following query to list which products have a specified category.

The syntax for this script is as follows:-

SELECT StockFile.StockCode, StockFile.Description, StockFile.Classification

FROM StockFile

WHERE

StockFile.LockSales = '0' AND

StockFile.Classification = 'POM-V'

This would return one record for each individual stock product that has that sales classification.

Note: We will be explaining later in these notes how you can set up a prompt for the category for which you are searching.

The FORMULA Functions

This option allows you to add a formula to perform mathematical calculations on the results of a Group By field - such as counting or adding them up or calculating their average value - and include the answer in the SELECT clause. SQL has several such arithmetic (aggregate) functions.

The most commonly used are:

SUM – totals all non-null numeric values in a specified field.
COUNT – counts the occurrences of all non-null values in a specified field.
AVG – returns the average value of all non-null numeric values in a specified field.
MIN – returns the lowest non-null numeric value in a specified field.
MAX - returns the highest non-null numeric value in a specified field.

It performs these calculations on the number of entries in each group. COUNT can be used to count the records in each Group using any field in the table. The remaining functions have to be performed on a specific field that is included in the SELECT clause.

To Add a Formula Function to your Query

In the query builder, on the Show tab, drag the relevant function from the list on the far right-hand side of the screen onto the Formula section and replace the * with an actual field name if the function is anything other than Count.

Formula functions in the SELECT clause do not need to be included in the GROUP BY clause as the value is not a stored value but a calculated value.

The following query would list all classifications – just once – where these classifications are in use in the stock file and count how many stock products are in each classification.

SELECT StockFile.Classification, Count(*)

FROM StockFile

WHERE

StockFile.LockSales = '0'

GROUP BY StockFile.Classification

Creating Your Own Column Headings

When you execute the above query, by default, the field name will be the name of the field in the table. You will note that the column displaying the number of products for each classification has no heading. That’s because there is no field name in the database that stores this data – it is calculated each time that you run the query. You can, however, define a column heading. To do so, type in the heading you require immediately after the field name in the SELECT clause, eg

SELECT StockFile.Classification,Count(*) ‘No of Products’

If you use more than one word for the heading, you will need to put single quotes around it, as above.

You can substitute your own headings in the same way for any field (column) name in the SELECT clause.

Using a Formula Function Without a GROUP BY Clause

You can use a formula function in a query without using a GROUP BY clause if the only entries in the SELECT Clause are formula functions. If you wanted to just count the number of active animals in a specific table, for example, you could construct a script, as follows:

SELECT COUNT(Animals.AnimalRef) 'No of Active Animals'

FROM Animals

WHERE Animals.Active = '1'

There are no facilities for constructing a script with only a formula function in the SELECT Clause in the SQL builder, however, so you would need to type this directly into the Ad-hoc Reports screen.

The HAVING Clause

This clause is reserved for formula functions only and where the GROUP BY clause has been used. It allows you to specify a selection condition based upon the results of such functions. The WHERE clause cannot be used in these circumstances as this can be used to query only actual values stored in a table and not calculated values.

The syntax for this is as follows:-

HAVING Count(*) >= '3'

The AnimalSearchDetails View contains a separate entry for each animal for each client (whether they are active or not) with the same CustomerRef and Surname for each entry if they have more than one animal. The following query would limit the number of entries to active clients with 3 or more live cats or dogs only. (15459 is the Species Code for cats and 15461 is the Species Code for dogs.)

It will then group the results by client reference and client surname, ie only list the client once, and count and display the number of relevant animals in each group, ie for each client.

SELECT AnimalSearchDetails.CustomerRef, AnimalSearchDetails.Surname, Count(AnimalSearchDetails.AnimalRef) 'No of Animals'

FROM AnimalSearchDetails

WHERE

AnimalSearchDetails.CActive = '1' AND

AnimalSearchDetails.Active = '1' AND

AnimalSearchDetails.Specie IN ('15459','15461')

GROUP BY AnimalSearchDetails.CustomerRef,AnimalSearchDetails.Surname

HAVING Count(AnimalSearchDetails.AnimalRef) >=3

The ORDER BY Clause

You can specify the order in which the results are displayed (if no sort order is specified, the data will usually be displayed in the order that the data appears in the table). The ORDER BY clause must always be the last clause in a query, ie you must always specify what records you want to select before specifying in what order you want them displayed. You can specify as many secondary sort fields as you wish, with each field separated by commas, as in the SELECT clause.

The data can be sorted into either ascending or descending order. By default, the data in a query generated using the SQL Builder will be displayed in ascending order – ie alphabetical fields will be displayed in alphabetical order and numerical fields will be displayed from lowest to highest. Once the query has been exported to the Ad-hoc Reports screen, and before saving it, you can add the word DESC to the ORDER BY clause to display the data in descending order.

If you add this ORDER BY clause to the previous script, it will sort the entries from those clients with the most animals to those with the least.

ORDER BY Count(AnimalSearchDetails.AnimalRef) Desc

The TOP Clause

This clause needs to be typed manually into the script but it can potentially be very useful when constructing and checking a query that takes a while to run. Until you are satisfied that the query is accurately returning the results that you are looking for, you can specify that you want it to stop running after it has selected the defined number of records. You will need to remember to remove this clause, of course, before you run and save the completed version of the script.

The syntax for doing this is as follows:-

SELECT Top 100 AnimalSearchDetails.CustomerRef, AnimalSearchDetails.Surname, Count(AnimalSearchDetails.AnimalRef) 'No of Animals'

FROM AnimalSearchDetails

WHERE

AnimalSearchDetails.CActive = '1' AND

AnimalSearchDetails.Active = '1' AND

AnimalSearchDetails.Specie IN ('15459','15461')

GROUP BY AnimalSearchDetails.CustomerRef,AnimalSearchDetails.Surname

HAVING Count(AnimalSearchDetails.AnimalRef) >=3

ORDER BY Count(AnimalSearchDetails.AnimalRef) Desc

It would give you the ability to filter for your top spending clients if you use it on a query that

has been ordered by the descending value of how much clients have spent with you in a specified date range.

You can also use it to display, say, the top 50 records in any table so that you can see the type of data that is stored in that table, eg

SELECT TOP 50 * FROM ConsultationItems

In this script, the * is used instead of specifying every field individually, ie it means all fields in the table. It will select and display all of the fields in the top 50 records in the ConsultationItems table. You can substitute any table name to find out, relatively quickly, how the table is constructed and what sort of data is stored in that table.

VARIABLE VALUES

Instead of embedding an actual value in a WHERE clause, it is possible to replace the value with a token and prompt for the value each time that the query is run. This will make your queries more flexible and prevent other users from having to edit the actual query themselves if they want to search for a different value.

There is no facility for including variable values in the Ad-hoc Report Builder. The script needs to be edited once it has been exported to the Ad-hoc Reports screen.

Creating and Embedding Tokens

THERE ARE 3 STEPS TO CREATING TOKENS:-

Make up a name for the token.

Embed the token in the query in place of the value.
Prompt for the value of the token.

Name the Token

Give the token a relevant name which should be preceded with an @ symbol, ie @Room

Note: Do not include spaces between the @symbol and the names.

Embed the Token

Embed the token in the query in place of the actual value, as follows:-

WHERE Appointments.Room = ‘Con 1’

becomes

WHERE Appointments.Room = @Room

Prompt for the Value of a Token

Enter a command line for each token that will prompt for the value when the query is run.

--Ask,Enter the Room Name,@Room VarChar (20),Con 1

The command line comprises of the following different settings, separated by commas.

--Ask	Activates the prompt.
Enter the Room Name	Is the text that will appear as an entry prompt when the query is run.
@Room	Identifies the token.
VarChar(50)	Specifies the format of the data in the table and the maximum number of characters to be entered when prompted – see below for the most common format settings.
Con 1	Default value but can be overwritten – no space following the comma and no single quotes in this instance.

Data Entry Format Settings

DATES: DateTime – Use this format for all dates.

TEXT: VarChar(50) - where (50) represents the maximum number of character spaces that will be processed when typing in the variable value as the query is run. (Please note that if you type in, when prompted, more than the maximum number of characters specified here, then the entry will be truncated to the specified number of characters.)

NUMBERS: Decimal(10,2) - where 10 represents the total number of digits, and 2 represents the number of decimal places.

MULTIPLE TABLES

It may be necessary to base your query upon more than one table (ie the data that you wish to retrieve is saved in more than one table). Tables can only be joined if there is a common entry in the tables or there is a separate table containing these links. (It doesn’t matter what the common fields are called – the important thing is that the fields must contain the same data in each table.) You should bear in mind that you may join a table with just one entry per customer to a table with more than one entry per customer. (This is called a one-to-many relationship.)

For example, the Customers table stores one entry per customer which contains the customer reference - and the Animals table contains one entry per animal which contains the animal reference. There is a table called Animal Ownership that contains both the customer reference and the animal reference that are populated automatically when new customers/animals are registered and this is what links the animals to the customers. Joining these tables is a common requirement so we have pre-programmed a View called AnimalSearchDetails that links these tables for you. If you report on this View, however, remember that it will produce a result for each animal for customers with multiple animals.

For instructions on joining other tables, where no View exists, see overleaf.

Joining Tables

If you select fields from more than one table in the SQL Builder – on any tab - you will be prompted for the common field.

Select the common field from each table and click the Make Join button.

Remember, the fields do not have to be called the same name, it is the data stored in those fields that has to be identical so that records in one table can be matched to records in another.

Example

Say you wanted to report on appointments in a room in a date range and calculate how many appointments had been booked for each appointment category in that date range.

The appointment Category and appointment Start Time fields are both stored in the Appointments table but if you ran the query from this table only, you could not exclude any categories that had been set up as blocking categories only, ie time slots that had been set up to prevent appointments being booked. This data is stored in the AppointmentTypes table only.

On the SQL Join Maker screen, by selecting AppointmentType from the AppointmentTypes table and Category from the Appointments table, the following join would be generated.

SELECT Appointments.Category

FROM Appointments

JOIN
AppointmentTypes ON Appointments.Category = AppointmentTypes.AppointmentType

WHERE AppointmentTypes.BlockOut = ‘0’

The Appointments table is being joined to the AppointmentTypes table by the common fields

Category in the Appointments table and

AppointmentType in the AppointmentTypes table

This would result in the Category being returned for each appointment booked in the date range. You could then:

Prompt for the Room and Date Range.
Group the results by Category and each Category would appear in the results only once.
Count the number of Categories in each group.
Order in descending order of the number of Categories.

This syntax for this query would be as follows:

--Ask,Enter the Room Name,@Room VarChar (20),Con 1

--Ask,Enter the Start Date,@SD DateTime,2019-01-01

--Ask,Enter the Start Date,@ED DateTime,2019-03-31

SELECT Appointments.Category, COUNT(Appointments.Category)

FROM Appointments

JOIN

AppointmentTypes ON Appointments.Category = AppointmentTypes.AppointmentType

WHERE

AppointmentTypes.BlockOut = '0' AND

Appointments.Starttime >= @SD AND

Appointments.Starttime <= @ED AND

Appointments.Room = @ROOM

GROUP BY Appointments.Category

ORDER BY COUNT(Appointments.Category) Desc

Each time that you executed the query, you would be prompted for the room name, start date and end date. This makes the query much more flexible than if the actual values were embedded in the query and the default values can be overwritten, as required.

GENERATE MAIL-MERGED LETTERS FROM AN AD-HOC REPORT

You can export the results of an ad-hoc report into a mail merge using a pre-prepared template. The report should contain all of the fields that you want to include in your letters and the mail merge tokens will be numbered according to the order of those fields in the report results.

Note: It is important, therefore, that you do not change the order of the fields in the Select Clause in the ad-hoc report once the template has been created.

CREATE THE LETTER TEMPLATE

Launch OpenOffice Writer

Note: OpenOffice Writer defaults all documents to be in a book style format and you should amend the print settings as follows to avoid printing a blank page between each printed page.
Click the Tools Menu and Options.
Click the + symbol to the left of Open Office Writer
Remove the tick from Print Automatically Inserted Blank Pages.

There is no facility to save this modification to an existing document, so click File>Save As and save the document as your new template. Open this new template to continue.

Type the non-variable text, ie standard text, into your letter and save the template – without closing it.
To add today’s date to the template:
place your cursor in the position that you wish to display the date, > click on the Insert menu and click Fields and then > Other;
click on the Documents tab and in the Type column, click > Date;
in the Select column, click Date ( class="underline">not Date Fixed);
in the Format column, select your required date format and
Click Insert.
To add your field tokens to the template, click on the Database tab and then click on Mail Merge Fields.
Click the + symbol to the left of the Middleman database to display the tables in the database and then click the + symbol to the left of AdHocMailMerge to display the tokens in the table.
You can now add the required tokens to your template. They are numbered Col01-Col99 and these relate to the order that the data columns are displayed in your ad-hoc report, ie Col01 is the first column, etc. There are also additional tokens for Customer Ref (CustomerRef) and Animal Ref (AnimalRef) if these are not displayed.

You can either double-click on each token so that they appear one after the other in the template and re-position them later or place your cursor where you would like each token to be positioned and then double-click the token (or you can click on each token and click Insert if you prefer this to double-clicking). You can click between the template and the Field Selection screen when inserting field tokens.

When all of the tokens have been added, click Close and Save the template in the Templates folder in same path where all of your other Assisi documents, ie consent forms, are stored. If you are not sure of the correct path, please contact Support for advice.

RUN THE AD-HOC REPORT

Select Reporting>Ad-hoc Reporting.

Click Open then browse for and double-click the required report.
Execute the report, the results will be displayed on the bottom half of the screen for checking.

COMPLETE THE MERGE

Click Merge on the toolbar.

Browse for and select the template and click Open.
An OpenOffice document will be created with individual pages for each record identified in the report, ready for printing and saving.

GENERATE MAIL-MERGED LABELS FROM AN AD-HOC REPORT

CREATE THE LABEL TEMPLATE

Launch OpenOffice Writer.

OpenOffice Writer defaults all documents to be in a book style format and you should amend the print settings as follows to avoid printing a blank page between each printed page.
Click the Tools Menu and Options.
Click the + symbol to the left of Open Office Writer
Remove the tick from Print Automatically Inserted Blank Pages.

There is no facility to save this modification to an existing document, so click File>Save As and save the document as your new template. Open this new template to continue.

Now select New>Labels from the File menu.

The aim is to add data tokens to the Label Text box which identify the data fields to be displayed on the label.

Open Office remembers the data tokens from the previous template. If there is a tick in the Address tick box, remove this tick, and if there are any tokens already in the Label Text box, you can delete these if they are not relevant and add new tokens, as follows:
In the Database drop-down box, select MiddleMan.
In the Table box, select AdHocMMerge.
In the Database Field box, will be a list of tokens that can be > added to the label template. They are numbered Col01-Col99 and > these relate to the order in which the data columns are displayed > in your ad-hoc report, ie Col01 is the first column, etc. There > are also additional tokens for Customer Ref (CustomerRef) and > Animal Ref (AnimalRef) if you need these and they are not already > displayed in the report.
To add your field tokens to the template, select the token in the > Database Field box; place your cursor in the Label Text > box where you would like the token to be positioned; and then > click the arrow to the left of the token name to move the token to > the Label Text box.
When all of the tokens have been added:
in > the Format section click Sheet;
in the Brand box, select the brand of labels that you are using, > eg Avery A4;
In the Type box, select the label reference for the type of > labels that you are using, eg L7160 or L7161.
Click New Document and the new document now becomes your label template. Save this template.

RUN THE AD-HOC REPORT

Select Reporting>Ad-hoc Reporting.

Click Open then browse for and double-click the required report.
Execute the report, the results will be displayed on the bottom half of the screen for checking.

COMPLETE THE MERGE

Click Merge on the toolbar.

Browse for and select the template and click Open.
The document will open ready for you to print onto your A4 labels.

EMAIL FACILITIES

Facilities exist for standard emailing, as follows:

Recalls (see page 223);
Record Cards (see page 256);
One-off emails to a client (see page 256) and
Consent Forms (see page 173)

Recalls, Record Cards, Consent Forms and one-off emails to the client are included in the standard support charge at no extra cost.

A Transactional Emails facility has been added to the system to email invoices (including held invoices), receipts and statements directly to clients.

Please note that, as this is a value-added service, there will be an additional monthly support charge per server if you choose to use the facility to email financial transactions.

TRANSACTIONAL EMAILS

If you wish to use these features, please contact Support with your email Username and Password for the account from which you wish to send the emails. The transactional email selection options will not be available to select until your server has been configured.

Email Message Defaults

The default email subject for invoices is: Veterinary Sales Invoice.

The default email body text for invoices is: Please see attached document.

This subject and body text can be edited by our Support Department if required.

Emailing One-off Invoice/Receipt

Click on an invoice/payment on the Account Overview (Financial) screen and click the Email tile, which becomes available for selection when your system has been configured to send transactional emails.

If neither the Layout box nor the Recipient is ticked and the client has an email address in the Primary Email field on the client record and the email authorisation tick box is ticked, the invoice/receipt will be automatically emailed to the client and a confirmation that the email has been successfully sent will be displayed.

If the client has no (or an invalid) email address in the Primary Email field on the client record or the email authorisation tick box is not ticked, the following warning will be displayed. You could then update the client’s details and try again, or print the document instead.

The default invoice/receipt layout will be selected unless you click the Layout box before clicking the Email tile. If you wish to use a different layout for the email, click the Layout box first (if you normally use pre-printed letterheads when you print your invoices and/or receipts, you can select a layout with the practice headers included when emailing them).

Select your required layout and click Continue.

If the Alt Recipient box is ticked before you click the email tile, you will be offered the opportunity to change the default email address. You can search for recipients in your Contacts file or manually type in an email address, then click Send.

Email a Receipt at the Point of Payment

If you have Transactional Email activated, you can also choose to email a receipt at the point of payment. This will not offer alternative layouts or recipients. Click the Email box before processing the payment.

Emailing Held Invoices

On the Held Invoice Print screen, you can select different invoice and statement layouts from those that normally apply. For example, if you usually print onto letter headed paper, then for those documents that are to be emailed, you would need a layout that included your practice details. You can select your preferred layout each time the invoices/statements are printed or emailed. All of the invoices/statements in that run will then use those layouts instead of the default layouts stored on their Terms Codes.

If you intend to use the same layouts for all clients, whether they are printed or emailed, then you can click Select All in the bottom left-hand corner of the screen and let the system decide which invoices are emailed and which are printed. If you have chosen to include a statement with your held invoices, then the statements will also be emailed.

In these circumstances, make sure that the Send by Email if possible box is ticked.

Click the green tick.
Invoices/Statements for all of those clients where the email address > has been added to the Primary Email field on their record > and the email authorisation box on > the client screen is ticked, will be emailed to the clients.
All Invoices/Statements for other clients will be printed.

However, if you wish to use different layouts for those invoices emailed to those printed, then you should process the email run first and then print those still remaining in a separate run, after the emails have been sent. This would enable you to select the relevant layout for each run.

When you have set up your transaction parameters, click Select Held Invoices to Print, all of those clients where the email address has been added to the Primary Email field on their record and where the email authorisation box on the client screen is ticked, will have their email address displayed in the preview.

You can select only those clients by clicking Select Email in the bottom left-hand corner of the screen.

Make sure that the Send by Email if possible box is ticked, select the correct layouts and click the green tick. If you have chosen to include a statement with your held invoices, then the statements will also be emailed.
The invoices already emailed will be removed from the held invoice queue.
Click Select Held Invoices to Print again, and the list of clients with remaining held invoices will be displayed. Click Select All.
This time the Send by Email if possible box need not be ticked, select the correct layouts and click the green tick. The remainder of the invoices/statements will be printed.

PDF Attachments to Emailed Held Invoices

When emailing held invoices, there is the facility to attach a PDF flyer/document with the invoices, as well as a statement. To do so, tick the Include Flyer PDF box, then browse for and select the document to be attached.

Emailing Statements

The default email subject for statements is: Veterinary Statement of Account.

The default email body text for statements is: Please see attached document.

This subject and body text can be edited by our Support Department if required.

Emailing One-Off Statements

Click on the Statement Print tile on the client’s Financial Screen.

Enter the Statement Date and Transaction Start and End Dates.
Select the required layout – this would be different to your usual layout if you normally print statements onto headed paper.
If you wish to preview the statement, click the Show Preview box, click the green tick box and click Close when the statement has been viewed.

Click the Send by Email box and click the green tick box. (The Send by Email box will be displayed only if the client has an email address in the Primary Email field on the client record and the email authorisation box is ticked.)

The statement will be emailed and a confirmation that the email has been successfully sent will be displayed.

Emailing Statement Run

Select Statement Run from the Financial Transactions Menu on the Assisi Desktop.

Enter your selection criteria and click the Send by Email if possible box.
You can select a different layout to your usual one by choosing one from the dropdown list in the Forced Layout box.
Click the green tick box. Emails will be sent where applicable and the remainder of the statements printed.

Emailing to an Alternative Address

If you have Transaction Email enabled, you can email an invoice, receipt or statement from the account screen (single transactions) to an alternative address from that of the client.

If you click the Email tile without first ticking the Alt > Recipient tile then the invoice will be emailed to the client.
If you tick the Alt Recipient before clicking the Email > tile, then you will be offered the option to change from the > client’s own the email address. The alternative email address can > be typed in or you can search for it on your contacts database.
The > statement print dialogue box offers the option to tick Send by > Email and an option to tick Alternative Recipient which then > displays the alternative email setup screen. Ticking Send by > Email on its own will result in the email being sent to the > client’s own email address. Tick Alternative Recipient also to > send to an alternative email address.

Separate templates can be set up for each of these transactions to be sent by email to an alternative address, if required.

STANDARD EMAIL FACILITIES

Emailing Recalls

An email output option has been added to the Recall Run routine. This option will allow you to email reminders to those clients who have an email address in the Primary Email field on their client record and a tick in the email authorisation box alongside it. There is not an option to generate one reminder per client to include multiple animals. See detailed notes on Recall Run options on page 223.

Recall Email Templates

See page 228 for notes on creating and editing email templates.

Emailing Record Cards

Click the Print Record Card tile from the animal screen and select the transactions to be printed as normal. Click Print Prices if applicable.

Click Email PDF.
The Subject will be entered automatically as Animal Record Card. This can be edited if required for insurance claim purposes.
Type in the email address and message text.
Click Send.
Confirmation that the email has been successfully sent will be displayed and a copy will be stored automatically in the animal’s Digital folder.

One-Off Emails to a Client

Display the client record and click the Email tile.

The client’s Email Address will be entered automatically. This can be edited if necessary.
Type in the Subject and Message Text.
Click Send.
Confirmation that the email has been successfully sent will be displayed.

Bulk Emails

Bulk emails can be sent to clients on a Workflow list.

Create your list making sure that you add the Ticked token (which will generate a selection box for each list entry) and the ClientRef and/or AnimalRef, EmailAddress and Email OK tokens to the list. There must be a valid email address present on the client record and EmailOK must be true before an email will be sent. Additional tokens can be added if desired.

Create an Email Template (See page 228).
Add your entries to the list.
This can be done manually by clicking the Plus sign on the > right-hand toolbar of the list itself; or
imported from the results of an SQL report. Execute the report and > then select the Save to List option. (Make sure that the > CustomerRef token and/or AnimalRef token is included in > the Select Clause of the report, otherwise the Save to > List option will not become active.)
Select all of the entries by clicking Select All. (Individual entries can then be deselected if required.)
Click Email on the toolbar.
Select your template.
Click Send, after which a confirmation message will be displayed showing how many emails have been sent and how many, if any, have failed to send.

INTERNAL LABWORK

If you have an Idexx VetLab Station and this has been linked to Assisi, you can send a requisition from Assisi to the IVLS machine for tests for an animal.

Assisi will recognise that a VetLab Station has been linked and offer an IVLS option on the work entry screen.

When you click this tile, you will be prompted to select a profile defining the selection of tests required. Each profile should be linked to a Professional Fee which will determine the price for the test.

Once added to the work entry screen, the fee will be charged and the required test details will be transmitted to the VetLab station and, once the tests have been carried out, the results will be imported directly into the animal’s record and a link added to the history which, when double-clicked, will display the results.

To begin using this feature, lab test profiles need to be set up in advance, as follows:-

IVLS PROFILES

Click the Settings tile on the Assisi Desktop.

Click Lab Work and click IVLS Panels.

To Update an Existing Profile

There are some standard profiles set up. You can use these profiles if you wish but you will still need to create a fee that can be linked to each profile for pricing purposes.

To link a fee, click on the profile and type the fee code into the Fee Code box.

To Create a New Profile

Make sure that a fee code exists so that this can be linked to the profile when it is created.

Click New Panel.
Type in a code and description for the profile – the profile code can be the same as the fee code.
In the Request String box, type in the tests to be carried out for this profile. This is the message that will appear on the lab machine once a requisition has been raised and which will identify the tests to be carried out.
Type the relevant fee code into Fee Code box.

TO REQUISITION A TEST

Click the IVLS tile on the work entry screen (this will appear only if an IVLS machine has been linked to Assisi).

The following test selection screen will be displayed.
Click the arrow to the side of the Panel box and select the required profile.
The tests to be requested will be displayed in the Services > Requested box. This can be edited, if required, as it is only a > text message to the person carrying out the test/s.
The fee code and description that has been linked to the profile > will be displayed. The quantity will default to 1 and the price > will default to the default price for the fee.

Note: The fee code and/or the price can be overwritten provided that you have permission to do so.

When complete, click Continue and the requisition will be transmitted to the Idexx machine.
Once the test has been completed, the results will be imported into the animal’s record and a link displayed on the history screen. You can double-click this link to view the results.

VETENVOY

ACTIVATING THE SERVICE

Insurance claims can be transmitted electronically using the services of VetEnvoy and updates to the claim can be received directly into Assisi via VetEnvoy.
Lab requests can also be transmitted via VetEnvoy and results returned and automatically linked to an animal’s record.
Identichip Registration is also supported.

A list of pet insurers, microchip companies and external labs that are partnered with VetEnvoy is displayed on the website – VetEnvoy.com.

To take advantage of these facilities, you should register with Vetenvoy at (www.VetEnvoy.com), for which there will be a small monthly charge paid directly to them. Once you have registered, Vetenvoy will advise our Support Department of your username and password and we will then be able to activate the service for you.

INSURANCE CLAIMS

List Maintenance

Outstanding claims are managed by way of a list called Insurance. This list should have the VetEnvoy Insurance List box ticked and it must have VetEnvoyStatusCode and VetEnvoyStatusText tokens on it, as well as the AnimalRef token. Additional tokens can be added to the list as required.

To Start a New Claim

Click VetEnvoy Services on the Assisi Desktop, click Insurance Claims and all outstanding claims will be displayed.

Owner Details

Click the plus symbol (Add) and click Search to search for the owner. The owner details will be displayed automatically.

Make sure that the Home Telephone field is filled in on the owner screen before you proceed as you will be unable to transmit the claim without it. You are unable to type it into the claim screen manually.

Animal Details

If the animal details are included in the owner search, the animal details will also be displayed automatically. Otherwise select the animal from the drop-down list.

Conditions (Symptoms)

To add condition/ symptom details, click the Conditions tile and click Add.

The details of the condition/s for the claim can be typed in as free-text.
Select the date that the condition was first noticed.
If the condition resulted in the death of the animal, click the Caused Death box and enter the Date of Death.
If the animal has had the condition previously, click the Repeat Condition box.
Click Continue to store the data.

Previous Vets

If the animal has been referred to you from another vet, or you know which vet the animal has previously attended, click Previous Vet and click Add. Select a code from the drop-down box.

Note: Previous Vet codes are maintained in Settings/Customer Setup/Client Sources.

Clinical History

You can attach full details of the animal’s clinical history using this facility.

Click the Clinical History tile and click Select All. Individual entries can be deselected if appropriate – ie history has been added to the record by mistake. You can also right-click in the bottom right-hand corner to apply filters to exclude specific types of transactions by clicking on the transaction types not required to remove the tick from alongside the transaction type.

Click Continue.

Insurer Details

The Company Code box, by default, will display your own practice insurance code for the animal. However, you should always choose the corresponding code from the drop-down box as this may vary from the one that your practice uses to identify the relevant insurance company. It is important to do this, otherwise the claim might be rejected.

Type in the Policy Number.
If the owner of the animal is the policy holder, click the As Per Owner box to add the owner’s name and address to the claim, otherwise fill in the details manually.
Click the Pay Vet Directly box if applicable and enter the Make Payment to details as applicable.

Electronic Payments

This has been added to Assisi but is awaiting activation of this feature by VetEnvoy.

Treatment Claim

Select the name of the vet who is treating the animal from the drop-down box of Assisi users.

If the animal has been referred to another practice, click the Referred box and choose the referred practice from the drop-down box.
Enter the date that the animal was referred and the reason for referral.

Diagnosis and Treatments

Click the Diagnosis and Treatments tile and click Add.

Type in the diagnosis details to the Description box – free text.
Click the Put down by Recommendation, Claim Continuation and/or Ongoing Condition boxes, as relevant.
If the animal has been seen before for a related condition, click the Seen before related box and type in the details of the related condition and specify the relevant dates.
Click the Home Visit Performed and the Out of Hours box/es, if applicable, and type in the relevant details.

Click the Select Claim Items tile and select the lines of history to be included in the claim. Items already claimed will be outlined in pink.
Click Continue save the selections and to update the value of the claim.
Click Back to return to the claim form.

To Save A Claim

You can save the details of the claim at this point and submit the claim later. To do so, click the Save tile. This saves the claim locally, on your own server, and adds it to the Insurance List.

At this stage, the claim has not yet been submitted and can still be edited – see details overleaf.

To Submit a Claim

When all of the details have been completed, click Submit. You will receive a confirmation from VetEnvoy that the claim has been received by them and this will subsequently be downloaded by the insurance company.

Future updates to the status of the claim will be displayed on the Insurance list. The status will be updated, for example, when the claim has been collected by the insurance company, is being processed and when it is settled or if it has been denied.

If there is a query with regard to the claim, the status will be updated to say that a query has been received. Double-click the claim on the Insurance list and select Go to Claim details from where you will be able to view, and respond to, the query.

To Edit or Delete a Claim

You can edit or delete any section of the form - or delete the entire claim - but only up until the claim has been downloaded by the insurance company. Once the claim has been downloaded:

any changes made to the claim will not be passed on to the insurance > company; and
deleting a claim from the list will not cancel the claim with the > insurance company.
If you wish to edit the claim, double-click the claim on the Insurance list and select Go to Claim Details. If you then click on a line entry on the Conditions, Previous Vets or Diagnosis and Treatment sections, you will be offered the option to edit or delete the entry. If the claim has already been submitted to VetEnvoy but not yet downloaded by the insurance company, you can edit and resubmit a claim.

If you wish to remove the claim from your list, double-click the claim on the Insurance list and select Delete Item.

EXTERNAL LABORATORY REQUISITIONS

Labwork List Maintenance

Requisitions are managed by way of a list called Labwork. This list should have the VetEnvoy Labwork List box ticked and it must have the VetEnvoyStatusCode and VetEnvoyStatusText tokens on it, as well as the AnimalRef token. Additional tokens can be added to the list as required.

External Labwork Request Fee

Your external lab work request service fee can be set up by our Support Department and would already have your lab’s price-list linked to it. This fee can be set up to add a specific amount to the cost of the tests when charging the client or you can configure a mark-up percentage to be added to the lab price or it can be charged at list price so that you can add a separate labwork fee.

To Raise a Requisition

On the work entry screen, click Reference Lab on the toolbar.

In the Service Code box select your external labwork request fee which will already be linked to your lab’s price list, as outlined above.
Click the tests that you wish to be carried out and click Continue to add to the work entry screen. This will price up the work accordingly.
Once the consultation has been committed, the request will be sent automatically to your lab via VetEnvoy and an entry added to your Labwork list to enable you to monitor the outstanding lab work. To view this list, Click VetEnvoy Services on the Assisi Desktop, click Labwork and all outstanding requisitions will be displayed. A labwork requisition document will be sent to you, via VetEnvoy, which identifies the client and animal for which the test has been requested.
Double-click this entry on the list and select Print Lab Work Enclosure Document and attach this to this requisition before you send the sample/s to the lab. This document is important as it displays the requisition ID which allows the lab to link the sample to the lab requisition that has been received electronically and which, in turn, links the results to the correct animal. If it is not included, then the results will not be attached to the animal’s record.

To View Lab Results

You will receive status updates on the Laboratory list and, once the status indicates that the results have been received, you can view the results in the animal’s history by double- clicking the line entry and selecting Go to Animal.

There will be a line in the history relating to the results – double-click this line to view/print the results.
The Laboratory list entry can then be deleted – double-click and select Delete Item. This will not delete the results, just the outstanding lab request line on your list.

MICROCHIP REGISTRATION

Once this facility has been activated by our Support Department, an ID-Chip option will be displayed on the work entry toolbar.

Click ID Chip, enter in the chip number when prompted - or you can scan the microchip barcode if you have a barcode scanner configured on your system.
Click Submit in the bottom right-hand corner of the screen.
The ID-Chip option can be linked to a fee (but only one fee) and, if it is, it automatically adds the fee to the work entry screen once you have submitted the registration. If you have more than one microchip fee, it can be used without a linked fee, in which case you can manually add the charge.
Some companies send a registration document and, if they do so, it is stored in the animal’s digital folder.

CONTACTS DATABASE

There is a contacts database which can be accessed from the Assisi Desktop so that you can record non-client contact details.

Click or touch the Contacts tile to open the database.

CONTACTS

To Add a New Contact

Click New Contact and complete the relevant fields.

Click Save.

To Search for an Existing Contact

Type the search criteria in the Search For box and click the Search tile.

Click on the relevant result to display the record.

To Edit Existing Contact Details

Display the record, make the required changes and click Save.

To Delete a Contact

Display the record and click Delete.

Once a contact has been added, you can:

Print an Address Label

Send a one-off Email

(if this has been configured on your system)

Click the Email tile:

The email address will already be displayed if this exists in the contact’s details.
Type in the subject and the message text and click Send.

Send a One-off Text Message

(if text messaging has been configured on your system)

Click the SMS tile.

The mobile number will be displayed by default but you can choose an alternative number for this contact from the drop-down list in the Telephone Number box.
You can choose when to send the message – the date and time will default to the current date and time but this can be delayed if required.
Type in the message text – the message length will be calculated and displayed as you type. Try to be as concise as possible to avoid multiple messages being charged (up to a maximum of 160 characters per message).
Click Send.

INTERNAL MESSAGING SYSTEM

The internal mail system allows you to send messages to Assisi users, either individual users or to a group of users.

TO SEND A MESSAGE

Click Mail on the Assisi Desktop.

Click Add
Click Users to display a list of your User Groups and individual Users.
Messages can be sent to all members of a User Group/s by clicking > the relevant User Group/s; or
to individual User/s by clicking the relevant User/s; or
a combination of the two.
Select your recipients and click Save to add the recipients into the To box on the message entry screen.
Type in the Title of the message and the Message text as appropriate.
Click Save to send.
A Message Sent confirmation will be displayed.
An Unread Message Received prompt will be displayed if the user is logged into Assisi or, if not already logged in, the next time that the user does log in.

You can dismiss the prompt temporarily by hovering your cursor over the message and clicking the cross in the top right-hand corner of the message (although it will temporarily disappear automatically after about 5 seconds). The prompt will continue to re-appear, however, until user has read the message. The interval before which the prompt re-appears can be adjusted in Application Preferences by our Support Department.

TO READ AND RESPOND TO A MESSAGE

Click Mail on the Assisi Desktop and all unread messages will be displayed for the current Assisi user.
Double-click the message to read it.

From here you can reply to the message or forward it to another user.
To delete the message, click back to the Assisi Mail Console, click the message to be deleted and click Delete.

BACKUP

BACKUP PROTOCOL

For online servers that we provide, disk images are taken automatically. We keep 30 images of the server, one a day for 30 days. Any documents that are important to you, however, should be backed up by yourselves separately.

All physical servers which we provide will automatically perform a full system backup onto an internal disk drive each night. We also recommend that you perform a periodic (monthly) manual backup onto the external USB drive provided (in your emergency recovery box), which can be taken off site (in case of fire/flood/theft etc).

For physical servers that we do not provide, we assume that you already have a backup routine in place. If not, we would recommend that you purchase 2 external hard drives (2TB) so that a nightly backup can be scheduled (one to stay in place each night on site, and one to be carried out manually each month and taken off-site).

Additionally, we offer our optional cloud backup which backs up all of your SQL server configurations and Assisi data automatically every night. We can provide this service (currently at £10 per server per month) if you wish to take up this option. This is an additional level of security for your data. The more backups that you have, the more secure that your data will be.

Your Assisi documents/attachments, etc, should be backed up in the cloud onto a Onedrive or Syncthing account. If this should become full, you will need to upgrade the capacity. Should it become necessary, you can do this by logging into your Onedrive or Syncthing account.

For multi-branch practices, replication between branch servers, where applicable, means that you would be unlikely to lose your client data in the event of drive failure. However, if your publisher failed, it would take us a minimum of a week to restore this data from replication alone, as you would have lost all of your configuration. Also, it would mean that all of the branches would be down, not just your main branch.

On top of being down for a week, we would charge per server for recovery if you do not have a system backup in place. On the other hand, if you do have a backup in place, we should be able to restore it in a few hours.

Out of all of these possible options (and we recommend them all), the bare minimum we would insist upon would be one external hard drive backup for the publisher plus the online backup, or 2 external hard drive backups. We can only ever recover you to your last good backup and it is the practice's responsibility to ensure they have one, and that it is backing up correctly each night.

ONLINE BACKUP

All practices by default will be registered for online backup. This facility automatically backs up any daily Assisi data changes as they occur.

The internal hard drive backup, together with this online data backup, would allow us to rebuild your server should this ever become necessary. However, we strongly recommend that, in addition to these two automatic backups, you back up your internal hard drive – at least once a month - onto the portable external USB drive that will have been provided with your order and left on site for this purpose. This portable hard drive should be stored separately from your server, and preferably off-site to cover all eventualities.

INTERNAL HARD DRIVE BACKUP

Your internal hard drive will already be scheduled to back up automatically each day – the default time will be 9.00 pm. Each day, you should check that this backup has completed successfully the previous evening. On the A1 desktop, double-click the Windows Server Backup shortcut to check the backup log.

Note: Please note that if the server had been turned off at the scheduled time, then the backup would start as soon as the server is turned back on.

PORTABLE USB DRIVE BACKUP

Connect your external hard drive into any of the free USB ports on your server.

On the A1 desktop, double-click the Windows Server Backup shortcut.
On the top right-hand side of the Local Backup screen, click Backup Once.
On the Backup options screen, click Different Options and then click Next.
On the Select Backup Configuration screen, click Custom and then click Next.
On the Select Items for Backup screen, click Add Items and click Bare Metal Recovery. This should also automatically select System State and Local Disk (C:).
On the Specify Destination Type screen, Local Drives will already be selected. Leave this and click Next.
Select your portable hard drive from the drop-down box and click Next.
On the Backup Confirmation Screen, click Backup and the backup will begin.
When complete, safely remove the portable USB drive and store this away from the server. If possible, remove from site.

ASSISI OFFSITE APP

SERVER/PORTAL CONFIGURATION

Data transfer between your server and your device utilises a cloud-based service, via an online portal. Data is transferred both ways between your server and the portal - and your device subsequently syncs with the portal. As with all cloud-based services, there can be a delay between data changes taking place on your in-house server and these changes being available on your device.

Our Support Department will configure the service for each user/device and give you details of the Portal Location Address that will need to be entered when you download the app and activate the device.

When starting with a brand-new user or device (phone/tablet), once the server has been configured and a user has been activated, to transfer the initial data to the portal, it may often require an hour, or possibly more, for this transfer to complete over the internet.

Allow this initial transfer to complete before installing the Assisi Offsite App and trying to manually sync data from the portal to your device.

ACTIVATE A USER ON THE SERVER

Each user should use a single device consistently. It is not possible for one user to alternate devices.

The user is in most cases activated by our Support Department, as follows, We will require the following data from you before this can be carried out.

A valid Email Address so that we can confirm by email that the user has been activated and to send instructions regarding downloading the app and logging in.
Assisi Username: The Assisi username for the user to be activated.
Branch Code: This is the consultation branch to which the work will be allocated for this user and the branch server to where the completed work will be synced.
Stock Location: This is the stock location from which stock will be drawn for this user.
Appointment Room: This is the appointment room in which appointments are booked for this user. Only this appointment room will be synced to the device.

Go to the Google Play Store.

Download the Assisi Offsite app.
Allow all permissions when prompted, otherwise the device will not connect to the server.
When the app has been installed, click Open.

On the Device

You will be prompted for the Portal Location Address (this will be provided by the Support Department when configuration has been completed.)

You will be prompted for an email address and one time password (this will also be provided by the Support Department). Enter this and click Save.
Click Register and the desktop menu will be displayed.

DEACTIVATE A USER

Note: If you wish to de-activate a user, make sure that all of the work entered on the device has been synced to the server before the user is deleted, otherwise the work will be lost.

Click Settings on the Assisi Desktop and click Assisi Offsite.

Click Delete Offsite User.
Select the user’s email and click the tick to deactivate/delete the user.

ASSISI OFFSITE DESKTOP

From the Assisi Offsite Desktop screen you can:

View and edit appointments
Find a record to view history and add work
Sync data
Review your work entry prior to transfer
Review and Edit Settings

To Sync Data to the Device

Make sure that you are connected to Wi-Fi before attempting to sync data.

The first two options are all that is needed to get a device up and running. There is no need to do a Full Clients Initialise sync unless you want to be able to search for any active owner/animal on the device, irrespective of whether they have an appointment, as the Transactions/Apps Sync will download all clients/animals for any future appointments booked.

Charge Files Sync

Downloads/Updates Stock/Fee Files etc that are required for booking work, including stock levels for your stock location.

Most data will be available on the portal to be synced to your device within a few minutes of the changes taking place on the server but there can be up to an hour’s delay when syncing changes to your stock holdings. You can, however, book out products on the app that are not yet available in your stock holdings, with the adjustments being made on the server before processing.

Transactions/Apps Sync

Updates all current and future appointments for your specified room, together with client and animal details relating to those appointments.
Pushes back any work entered on the tablet to your Assisi server.

Clients Update

This is similar to a Full Clients Initialise in that it attempts to update the full client details with any changes that have occurred since the last sync, but it does this without clearing the file and starting again. Once you have completed a Full Clients Initialise, then a regular Clients Update will be the fastest way to keep the histories up to date.

It is worth remembering, however, that any client/animal record with an appointment on your device is updated automatically anyway when you carry out a Transaction/Apps Sync.

Full Clients Initialise

This deletes your device’s owner and animal records and reloads them from the portal as fast as possible using bulk inserts. You could choose this option when you first start using the app if you wish to load all of the active clients and animal records instead of just the records for the clients with appointments. This could take several hours to complete, however, and you should consider keeping your device connected to a mains power supply until the sync is complete. You can use this option to reset your client database at any time.

Owner and animal syncs exclude owner and animal records which are marked as Not Active in Assisi.
Owner/animal record displays an account balance and the date and amount of the last payment on the account.

Clinical Notes Download

This option refreshes the display of clinical notes for any changes that have occurred since the device was last synced, for all animals which have an appointment. You can also update the history for an individual animal when viewing the animal’s record – see the Ad-hoc Sync options out lined above.

Ad-Hoc Sync Options

It is possible to check for updates to an animal’s history from the animal details screen on the device, providing you have network access. This could be useful if, when on a visit, you are asked to see another animal which did not have an appointment pre-booked. From the Animal Record, click Check for Animal History Updates.
It is possible to refresh your appointments list from the appointments menu as long as you have network access. From the Show Appointments screen, click Update List.

APPOINTMENTS

Usage Considerations

Appointments MUST HAVE AN ANIMAL REFERENCE on the server or the appointments will not appear on the device. This is because you cannot book out work without an animal reference.

Appointments are referenced by a unique reference number that is generated when the appointments are booked, not by date, room or time. Once an appointment has been synced to a device, simply dragging and dropping it to another room or date in Assisi will not remove the original appointment from the device. It must be cancelled and rebooked in Assisi. This triggers the Remove from Device procedure but moving it to another room or date does not.

Nor can you edit the appointment and manually change it to a different date, room or time from the Edit screen.

You can update the appointment details on the device, ie you can attend and complete your own appointments, add appointment comments and transmit this data back to the practice.

Viewing Appointments on the Device

Click Appointments on the desktop.

Today’s date will be displayed. You can change the appointment date by clicking the date displayed, clicking on the date required and clicking OK on the calendar.
Once the date has been selected, click Show Apps.
Appointment details will be displayed – the time is displayed on the right-hand-side. The initial of the client’s surname will be displayed on a tile to the left of the client details.
This coloured tile displays the status of the appointment:

Red: Unattended Amber: Attended Green: Completed

Attending Appointments

To mark the appointment attended, click the relevant appointment and click Attend.

To add a comment, click in the On-Site Comments box, type in the comments and click Save Comment. (You may need to close the keyboard manually before you can see the Save Comment option. How you do so depends upon the device that you are using.)
Click Back and, providing that you have a network connection, you can click Update List to sync the new appointment details to your practice server.
On the practice server, a notepad and pencil symbol will be displayed to alert the practice that a note exists. Any notes that you have added can then be viewed by double-clicking the appointment and selecting Edit Appointment. Your notes will be displayed in the Visit Details Recorded box on the bottom right-hand side of the appointment details screen.

Completing Appointments

The appointment can be marked complete once the charges have been added. To do so, redisplay the appointment details and click Complete.

VIEWING CLIENT/ANIMAL DETAILS

Once the appointment has been attended, click Animal Record. The animal’s details and the last 100 lines of committed history will be displayed. There is an option to Check for Animal History Updates from this screen.

From here you can Record Charges. You can also select Record Charges directly from the previous screen.

Alternatively, you can search for animal records on the Assisi Offsite Desktop as follows:

Searching Manually for Records

On the Assisi Offsite Desktop screen, click Find Record.

Type in your search criteria and click Search.
The initial of each found animal’s surname will be displayed on a tile to the left of the client details in the search results. This tile will be coloured blue or pink to indicate the gender of the animal or amber if a gender is not relevant.
Click the tile alongside the animal that you are looking for to select that client/animal.

RECORDING CHARGES

You can add:-

Fees
Stock manually
Scan a barcode to add stock
Clinical Notes
Invoice Notes

Note: The prices displayed on the device will be list prices as no special terms will be stored on the device itself. These prices will be adjusted for any special prices agreed for the clients when the consultations are transferred to the server, ie correct prices are generated at the point of transfer.

Add Fees

Click Add Fee.

Type in the search criteria – either part of the fee code or part of the description – and click Search.
Click on the required fee. The code, description, list price and quantity will be displayed.

To edit the quantity, click on the quantity field and edit accordingly.
Click Save and you will be returned to the Record Charges prompt.
The tile to the left of the entry will display a letter F to identify a fee entry.

Note: Deactivated fee items (Lock Service) are not uploaded to the offsite device.

Add Stock

Click Add Stock.

Type in the search criteria – either part of the stock code or part of the description – and click Search. Click on the required product.
If you have a bar code linked to your stock file for a product, and > these have been synced to your device, you can scan a barcode > using your device’s camera to identify the product in place of the > search (see more detailed notes regarding bar codes below).
The code, description, list price, quantity, unit, batch number (where applicable) and dispensing fee details and will be displayed.
You can edit the quantity, unit and dispensing fee and select a batch number by clicking on these fields.
Click Save and you will be returned to the Record Charges prompt.
The tile to the left of the entry will display a letter S to identify a stock entry.
Deactivated stock items (Prevent Selling) are not uploaded to the > offsite device.
On stock items with sub-units, the price displayed will be displayed > in the format £#.##/£#.##, ie price of main unit/sub > unit.
If batch numbers exist in the relevant stock location on the device > for a batch traceable item of stock, then the batch number will > need to be selected at the point of entry on the device, unless > you have scanned a data matrix barcode, in which case the batch > number will be selected and displayed automatically.

If batch numbers do not exist on the device for a batch traceable item of stock, then the item can still be sold without the batch number being specified at the point of entry, and the work saved as uncommitted work when it is transferred to the server so that batch numbers can be added before the consultation is committed.

If you have insufficient stock for a product in the stock holdings > on the device, you will still be allowed to sell the product and, > again, the work will be saved as uncommitted work when it is > transferred to the server so that stock levels can be checked and > adjusted before the consultation is committed.
Linked stock is supported and will prompt for batch numbers but > barcode scanning is not supported for linked stock. When you > charge a fee with linked stock, you will have the opportunity to > select the batch number and expiry date providing these have been > synced to the device. If not selected where required, Assisi will > leave the consultation uncommitted when it is synced back to the > server so that batch numbers can be added before the consultation > is committed.
Label printing is not yet supported but will be in the next version > of the software.

Barcode Scanning

Barcode scanning is supported.

An EAN barcode is a unique 13-digit number that is used by manufacturers to identify a product and, to read any type of barcode, the Assisi stock file must hold the EAN barcode for that item with the bar code reference synced to the device.

Once an EAN barcode has been linked to the relevant product in the Assisi stock file, then scanning this barcode on the packaging will select the relevant product at the point of sale. The batch number will need to be selected manually.

A Data Matrix barcode is also displayed on some products as well as an EAN barcode. A Data Matrix barcode, if it exists, encompasses the 13-digit number from the EAN barcode. Scanning a Data Matrix barcode on the packaging at the point of sale, instead of an EAN barcode, will read the EAN barcode to identify the product and also identify the batch number for that product.

This will be added to the stock line even if no stock holdings are present on the device. In these circumstances, the consultation will be synced back to the server as uncommitted work and will need to be adjusted before being committed.

Note: We have found that low quality cameras on low-end tablets and phones do not perform well on barcode scanning, especially data matrix barcodes.

To Scan a Barcode

From the Record Charges screen, click Scan Barcode.

You can then use your device camera to scan either:
the EAN barcode and then click on the Batch Number field and > manually select the relevant batch number; or
the Data Matrix barcode, which will also select and display the > batch number automatically.

Add Clinical Notes

Click Clinical Notes.

Click in the Notes box and the keyboard will be displayed.
Type in your notes – or dictate your notes by clicking the microphone if this is available on your device.
Click Complete/Done. This will vary according to the device that you are using.

Click Save and you will be returned to the Record Charges prompt.
The tile to the left of the entry will display a letter C to identify clinical notes.

Add Invoice Notes

Click Invoice Notes and proceed as above.

The tile to the left of the entry will display a letter I to identify invoice notes.

REVIEWING CHARGES

You can view and edit your charges from the Assisi Offsite Desktop screen.

Click Review.

Select the client and the charges and notes that have been added for that client will be displayed. You can then add further entries and each existing entry can be edited or deleted by clicking on the relevant entry.
When you are satisfied that the entries are correct and complete for that client, click Work Review List and Back to return to the Assisi Offsite Desktop.

TRANSFERRING DATA TO THE PRACTICE SERVER

When you are ready to transfer data back to the practice, click Sync on the Assisi Offsite Desktop and click Transaction/Apps Sync.

Once the data has been synced, the entries will be transferred to the practice server and will no longer be available for review or editing on the tablet.
You can see the progress of the sync on the screen and the last entry will be Quick Sync Complete.

All work that is transferred will be saved on the animal’s account as batched work – or occasionally as uncommitted work if there is an issue with stock levels or batch numbers at the point of entry.

MY PET HEALTH APP

OVERVIEW

The My Pet Health App is available for your clients to download from their relevant app stores. It integrates with Assisi and offers your clients a user-friendly Dashboard displaying all of their animals, including a Wellbeing score which is dependent on pre-determined factors about their health.

It includes a reminder system for:

Their vet appointments
Annual booster vaccinations
Medication doses for wormers and flea treatments

It offers the ability to book new appointments via the App for your existing clients, and by a web portal widget that can be installed on your practice website for either existing or new clients. You will be able to define which types and slots are available to them for self-booking.

Once an appointment has been booked, your Assisi appointment book will be immediately updated and users will receive a confirmation email and subsequent reminders via the App so that they don’t forget their appointments.

App users can:

Track their pet’s weight and update your Practice with their latest weight recorded at home.
Update your Practice when their pets have received self-administered flea and worming treatments.
Track and update other essential health details.
Update their contact details and privacy preferences.

Any changes made in the App will be transmitted to your practice and displayed on a My Pet Health Changes list in Assisi. As a Practice, you can choose to either accept that these updates are automatically saved against your client records or you can choose to view them prior to manually authorising them.

There is a payment system integrated into the App with our ClearAccept-powered solution so that your clients can make payments online from the App. These payments are automatically uploaded into Assisi and recorded on the client’s records – they do need to be allocated against outstanding invoices but they will be included in your cashing up report so that you will know who has made a payment via the App.

This feature supplements the online-payments facility that is already available via ClearAccept within Assisi.

REGISTRATION

In order for your clients to register on the App, they will need to receive a Validation Code from your practice.

On the Welcome Screen, when they click Register, they will be prompted to register with their email address (this will become their username) and to add a password and click Continue.

They will then be prompted to Add their vet by typing in a unique reference number. To do this, they will need to be sent the reference number by email from your Practice that confirms which Veterinary Practice they attend and identifies which client they are. They should type in this reference number when prompted and click Register.
For you to generate it,
Search for and display the relevant client record in Assisi.
Make > sure that their mobile number is included on the Owner Details > screen, together with the email address that they will be using to > register for the app.
On the right-hand toolbar, click Register for My Pet Health and > at the Submit Client Details to My Pet Health? Prompt, click > Yes.
At the Owner registration submitted prompt, click OK.
At this point, the Welcome email will be transmitted to their email > address and this will include their Validation Code. They should > type this into the App when prompted and click Register.
They will be prompted to add, and confirm, a 5-digit PIN which can be used in future to open the App if they have closed it without logging out. They will also be prompted to activate Touch or Face ID. If they choose to do so, this would automatically be used to open the App without having to type in the PIN.

If they have logged out, however, they will always need to log back in using their username and password.

DASHBOARD

The app will open on the Dashboard Welcome/Screen. The Dashboard displays:

The Veterinary Practice name at the top left.
There is a My Account option at the top right of the screen which will display their current profile details with a link to maintain these. There is an option in their profile to request their account deletion, should they decide that they no longer wish to use the App.

There is also a link in My Account to their GDPR preferences – together with links to change their password and sign out of the App. This is also where the Privacy Policy can be found.

Below this will be the owner’s outstanding balance at your Practice (if an outstanding balance exists) with an option to make a payment online, which will be transferred to the Practice and the client’s balance updated accordingly. Receipts will be emailed to the user’s email address. As previously mentioned, online payments will need to be allocated manually to the correct invoices.
Booster vaccination reminders for each pet will be displayed as they become due, together with reminders for flea/tick and wormer products.
Marketing articles can also be generated in bulk from within Assisi using SQL Ad-hoc Reports and transmitted to selected owners. There is also the option for a one-off message to be transmitted to a registered owner from the Client Details screen.
There is a notification icon displayed at the top of the Dashboard which indicates when an unread notification/reminder has been received. The icon will change colour once the notification has been read. The user will can also receive a notification directly to their device if they are not currently logged into the app when a notification is received.
Next on the Dashboard will be displayed a brief summary of their live pets’ details, together with a summary of their pets’ Wellbeing Scores and a more detailed description of how these scores can be improved.
As animal details are updated in Assisi, eg new animals added or existing animals marked deceased or rehomed, or boosters or flea and worming treatment carried out, then these details are transmitted automatically to the App so that the pets’ details can be kept up-to-date.
Users of the App will be able to book an appointment (either through the App or via an online portal) and they will be emailed confirmation of appointments booked in this way.

Please note that appointment slots will need to be configured by the Practice in the appointment book to define those slots that are available for online bookings. (See more detailed notes on page 287.)

This will also involve some configuration in an online portal to map available appointment rooms to branches and available appointment types to rooms. After liaising with your Practice, this will be configured by our Support Team when setting up your server for App use.

Reminders for existing appointments will be displayed, whether these are booked directly with the Practice, through the app or through our web appointment-booking portal. Any subsequent changes to the appointments made directly in Assisi will be reflected in the App. Appointment reminders are automatically removed once the appointment date and time has passed.
Your Veterinary Practice can send you messages/news/marketing updates, and such notifications will be sent to your device. In the App, the Notifications icon on the right-hand side at the top of the Dashboard, next to the My Account icon, will display these messages when clicked.

They can also send one-off messages to an individual App user which will appear on the Notifications List in the same way, ie prescription or food order ready for collection.

This symbol will display a red alert when a notification message is received on your device, but not yet read, and this alert will change to green when all outstanding messages have been read.

Once the users have viewed the reminders or other notifications, or appointments have been attended, they can click Confirm to remove the reminder from the app.

My Account

Profile

There is a My Account menu at the top right-hand section of the Dashboard. Here users can view their profile details that will have been uploaded from your Practice Client Details screen. It displays their name, full address, email address and telephone contact details.

There is an option to update these details from the app and a change request will be sent to your Practice if they do so. If you accept the changes, their Client Details screen will be updated accordingly. If you choose to reject these details, the Client Details screen will remain unchanged.

They can also request their account deletion from this menu. If they wish to do so, they should click Request Account Deletion and at the Are you sure? prompt click Delete Account. If they change their minds, they can click Go Back instead and their account will remain in place.

Preferences

This option relates to the GDPR Reminders and Marketing settings on the Client Details screen and the GDPR Opt-in and Opt-out of contact settings, ie the tick boxes alongside Home, Work and Mobile Phone numbers and their Email address. There are Yes and No settings for these options which they can change and send their change requests to the practice.

They can also Change their password, sign out of the App and view the App’s Privacy Policy from this menu.

The following additional Menu Options appear at the bottom of the Dashboard screen:

My Pets

Users can click on a pet - either from the Dashboard or the My Pets menu - to display more details that will have been uploaded from your Veterinary Practice about each pet, including an explanation of their Wellbeing Score breakdown.

They can view the following details and send a Change Request to the Practice through the app, where relevant:

A pet’s weight history;
The date that a pet last received worming and flea/tick treatment;
The date of a pet’s last booster vaccination; and
Whether a pet is insured and, if so, with which insurance company.

In addition, if a pet is registered in a Practice Health Scheme, they can download to their device a pdf of the terms and conditions of the Scheme.

They can also upload to the App, from their device, a photo of each pet which will be displayed alongside the pet’s details. To do so, when they click on a pet, they can click a camera icon at the top right-hand side of the screen, where they will be offered the option to open their camera and take a picture or select a picture that is already stored on their device. This picture can be transferred to the Practice, where it can be stored against the animal’s details in Assisi.

Each time that a change request is transmitted to the Veterinary Practice from the App, you have the ability to accept the update to the details that you hold, or to reject the changes. Users will be advised of your decision by email.

It is also possible to automatically authorise all changes without any intervention from yourselves, if you prefer.

Reminders

Any annual booster vaccination and flea/tick or wormer treatment reminders that are displayed on the Dashboard can also be viewed from this menu, and appointments booked through the app or through an online web portal, if required.

Reminders for boosters will be displayed from 30 days before the due date, together with reminders for wormers and flea treatments where a due date has been generated in Assisi; reminders for wormers where treatment has been added from the App will be displayed 3 months after the last treatment date; and those for flea treatment will be displayed 6 months after the last treatment date.

Appointments

Any appointment reminders that are displayed on the Dashboard are also displayed on this menu.
The appointment details will be updated automatically if the appointment is rescheduled or cancelled at the Practice, and removed automatically once the appointment date has passed. There is no facility to cancel or reschedule an existing appointment in the App.
They can click on the appointment details and click Confirm if they wish to remove the appointment reminder manually.

My Vets

Users can register at more than one Veterinary Practice at a time – maybe for referrals to specialist Practices – or if they move Practices. They can then temporarily toggle between Practices by manually setting the Active Vet. If they log out, then when they next log in, the Active Vet will automatically default back to the original Vet’s details. They can also remove a Practice if they no longer attend that Practice for any of their animals.

They can move from one branch to another for multi-branch Practices, where all branches in the group are using the same instance of Assisi, as is the case with online servers where multiple branches log into the same online server and share an Assisi database. In these circumstances, the Customer Branch on the owner’s record will determine which branch is set as the default branch in the App. Changing this branch setting from one to another will automatically update the Active Vet details in the App.

CONFIGURING ONLINE APPOINTMENT SLOTS

If you are currently using Vetstoria for online appointments, please contact our Support Department to discuss mapping Rooms to Appointment Types, to avoid any conflicts.

In order for Assisi to publish available appointment slots to My Pet Health, the Rooms and Appointment Types (Categories) need to be set up as follows:

Appointment Types

You need to create two sets of appointment types:

Blocking Appointment Types to allocate the types and quantity of > slots available for online appointment booking.
Standard, Non-blocking Appointment Types for My Pet Health users > to select when booking an appointment.
Click Settings on the Assisi Desktop->Appointment Books->Appointment Types.

Click New Type, or edit an existing Appointment Type, and make sure that it is configured as follows.
Tick Blocking for those types that you plan to use to block off > available slots in the online appointment display, eg > Consultation Online or Nurse Appt Online.
Do not tick Blocking for those types that you wish to be used > when booking an appointment, eg Annual Booster, Puppy Check, or > Weight Check.
Make sure that you set the default appointment length for each > appointment type.
Publish > Online must be ticked for both types.
Click Save.

Note: You can, of course, use your existing Non-Blocking Appointment Types – just make sure that Publish Online is ticked.

Blocking Appointment Type Non-Blocking Appointment Type

Note: There is an online portal which sits between your Practice and the app and this needs to be configured for you after you have set up your online slots and before you start using the app.

Multiple non-blocking appointment types can be mapped to one blocking appointment type. So, you can set up a blocking type called Consultation Online to reserve your slots and non-blocking appointment types can be mapped to these slots, ie General Consultations, Annual Boosters, Puppy Check, Check Anal Glands, etc could all be booked into a room reserved for Consultation Online blocking slots.

If you set up a Nurse Appointment Online blocking slot, you can set up and map a Weight Check, or Re-dress Wound or Remove Sutures so that these appointment types could be booked into a room reserved for Nurse Appointment Online slots.

But don’t mix the two types of blocking slots into the same Room. When an app user selects an Appointment Type, they will be offered any slot in a room to which that appointment type is mapped.

Allocating Online Slots

Decide into which rooms you wish to allow users to book online appointments and, for those rooms only, make sure that Publish to Website is ticked on the room configuration screen. Also make sure that you allocate the room to the relevant branch.

You should set up a one-week pattern of available online slots for each of your selected rooms, Monday to Sunday, which can then be copied forward throughout the book for a specified number of weeks (much like you block off unavailable slots currently - but make sure that you block off individual slots for each appointment as each slot will be available for one appointment only).

NOTES: When you close off a room, say for Bank Holidays, Annual Holidays or Staff Meetings, etc, after you have added online slots, make sure to remove any online slots that may already exist from those days that are to be closed.

To Block off Appointment Slots

Double-click a relevant slot in the first appointment room.

Click Blocking, to display the blocking types only, and select the Type from the drop-down list.
Check the length of the slot and click Save Appointment.
Repeat for each slot to be allocated.
Continue in this way until the week’s pattern is complete.

To Copy Your Pattern Forward

Click Settings on the Assisi Desktop->Appointment Books->Copy Patterns.

Source Data

This section identifies the room and start date of the pattern to be copied.

Select the Room Name from the drop-down list.
The Start Date should be the start date of your pattern.
Pattern Days is the number of days in your pattern, ie 7.

Destination

This section identifies the room and dates to which the pattern is to be copied.

Select the same Room Name from the drop-down list.
The Target Date should be the Monday following the Start Date of the pattern (ie in this example you are copying the seven-day pattern starting on Monday 17^th April to the same room starting the following, Monday – 24^th April).
The number of Repeats is how many more weeks you wish this pattern to be copied forward in this way, 51 would copy that routine again to the next 51 weeks, giving 52 weeks of pattern in all, then you can repeat the copy just before the pattern runs out.

Block Patterns to Copy

Click the Appointment Type/s that you wish to copy. This is important, otherwise nothing will be copied.

Click the Tick to begin the copying process. You will be prompted once the copying process is completed.

Note: Once complete, close and re-open Assisi before you attempt to view the copied pattern. Assisi reads any changes to the configuration of rooms and appointment types only when Assisi is opened so these changes won’t be visible on any workstation until the application is next opened.

Repeat for each room for which you wish to allow online appointment bookings.
When complete, your appointment view might look like this:-

Note: You can manually book appointments at your Practice into these slots by double clicking the slot, selecting Edit Appointment and changing the Appointment Type to a non-blocking appointment type and searching for the client and animal details as you normally would when booking appointments. Once the online portal has refreshed, the slot would then no longer be available to book online.

Any changes to a booking made in the Practice will be uploaded and reflected in the App.

Appointments Booking Display in MPH

During the booking process on the App, the user will be asked for:-

The Branch at which the appointment is to be booked (a list of branches will be offered for selection).
Any Symptoms that the animal is displaying. This is added as free text.
The Appointment Type (a drop-down list of appointment types that have been linked to the relevant booking slot in the online portal will be offered for selection).
The booking details will be displayed for confirmation and, once the request has been submitted, the user will receive an email confirming the booking.

Once an appointment has been booked via the App, the appointment will be displayed in the selected slot in the Assisi appointment book for the branch requested during the booking process.

The Appointment Type selected by the user will be displayed.
The Symptoms typed in by the user will be displayed in the Appointment Details section of the booked slot.
The Client and Animal details will be displayed in the usual way.
The date and time that the appointment was booked is also displayed in the Appointment Details section of the booked slot.
An appointment reminder will be displayed on the Dashboard and in the Appointments Menu on the App.

BOOKING APPOINTMENTS VIA A WEB LINK

Appointments can also be booked online using a web link from your website and this facility is included with My Pet Health. The main difference with this method of booking appointments is that anyone visiting your website will be able to book consecutive appointments for up to three pets - and this can be for new clients as well as existing clients.

Once the appointment is transferred to the appointment book in Assisi, then Assisi will specify whether this booking is for an existing client or a new client. If it is for an existing client, then Assisi will do its best to identify the client from the details that the client provides. If it is for a new client, then the client can be registered when they attend the appointment. The Client/Animal details can be checked and updated by double-clicking the appointment slot in the Assisi appointment book and selecting Edit Appointment.

APPOINTMENT NOTIFICATION REMINDERS

When an App user books an appointment through the App, or through the web link, then the details of the appointment are displayed in the App, both on the Dashboard and on the Appointments Menu.

If the user clicks on one of these notifications, they are able to request directions (and timings) to the practice, by way of step-by-step directions for driving, cycling, walking, or travelling by public transport.

There is an option to cancel an appointment but, if they select this, they are advised to contact the practice directly to make the cancellation. The practice contact number is displayed, with an option to call.

Once the date of the appointment has passed, then the appointment details are removed from the App. If the user calls the Practice to change the appointment, the notification is updated.

ONLINE PAYMENTS MADE THROUGH THE APP

If a user has an outstanding balance at the Practice, then the amount of the outstanding balance is displayed in the App and the user is able to make an online card payment, either for the full amount, or for another amount which they are able to specify.

If they choose to do this, they will be redirected to a web page, called paymyvet.online, to make the payment. Their default billing info will be displayed on the Payments Details screen but they are able to edit this. They will be prompted to input the Card Number, Expiry Date and CVV number. When they click Pay Now, the payment request will either be approved or declined.

If the payment is approved, it will be uploaded into the client’s Account Overview screen in Assisi and stored on the account as unallocated cash. The client’s balance will be updated but the payment amount will need to be allocated manually against the relevant outstanding invoice/s. This is particularly important for those practices who pay their VAT by the Cash Accounting method. The Description of the transaction on the Account Overview screen will be Online Payment (CREDIT).

The payment will be included on your Cashing-up report with a payment method of CREDIT and the Allocated and Tax (VAT) columns will default to £0.00 until the payment has been allocated. The Assisi User will default to Online.

Note: Users are not able to process refunds through the App. Refunds will still need to be authorised and processed by the Practice.

CHANGE REQUESTS FROM THE APP

If the user updates any of their pets’ details in the App, a Change Request is sent to the Practice. You can monitor these requests yourselves by either Accepting them, in which case your Practice records will be updated, or denying them, in which case no changes to your records will be made.

However, if you prefer, the changes can be implemented automatically without any input from the Practice. This can be configured by our Support Team before you start referring users to the App.

The changes that users are able to make to their pets’ details are:-

Updates to last Flea and Worm treatments.
Updates to the last vaccination dates.

These are recorded in Assisi as clinical text in the animal’s history.

Updates to their pets’ weight. Weight changes are recorded in the Weight field on the Animal Details screen and recorded as a clinical observation in the animal’s history.
Updates to the Insurance Company details. Insurance company changes update the Insurance field on the Animal Details screen.
They are able to upload a photo of their pet to the App. If they do so, this is sent as a Change Request and, if accepted, will be stored as an Animal Photo on the Warnings/Bookmarks section at the bottom of the Animal Details screen.

The changes that users are able to make to their own details are:-
Changes to their name, address and contact numbers in their profile in the My Account menu.
Changes to their GDPR communication preferences.

If these changes are accepted, the owner details in Assisi are updated accordingly.

My Pet Health Changes List

If you choose to monitor the changes, change requests received in Assisi, will be displayed on a List called My Pet Health Changes.

Double-click a request and select Resolve Change Request to display full details of the change requested.

If you click Refuse, the changes will not be applied.

If you click Accept, the changes will be updated to the client/animal record.

Emails will be sent to the users notifying them of your Practice’s decision confirming or denying their change requests.

MARKETING NOTIFICATIONS

Marketing Notifications are compiled and configured in much the same way as already exists in Assisi for transmitting bulk messages either by text or email. You can set up and execute an ad-hoc report to identify MPH App users and export them onto a list called My Pet Health Messages (which will already exist once your system has been configured for the App). Our Support Team will help you to compile the report to your own requirements – there must be a CustomerRef field included in the Select Clause to be able to export the entry to a list.

My Pet Health Messages List

To add entries to a list:

Execute the ad-hoc report and click Save to List.

On the list, confirm the App users that you want to include in the notification. You can manually tick the list entry or there are options at the bottom of the screen to Select All, Deselect All (and Delete Selected to use if you wish to delete some entries manually from the list before transmitting the notification) to help with your selection.
When you have the correct entries selected for transmission of the notification, click the MPH tile at the bottom of the right-hand toolbar to display the message entry screen.
Click on the text box, type in your message and click Send.

The messages will be queued ready for transmission the next time that the transmission schedule is timed to run. The notification will be uploaded to all of the selected app users and a new notification message will be transmitted to that user’s mobile device, whether they have the app open, closed but still logged in or logged out. They can read that message again at any time in the Notifications List by clicking on the Notifications icon and can remove the message by clicking on the message and clicking Confirm.

ONE-OFF MESSAGES TO INDIVIDUAL APP USERS

As well as being able to transmit bulk messages, you can transmit one-off messages to an individual app user, as follows:

Display the client screen for the relevant user. The MPH Registration tile on the right-hand toolbar will flash alternatively between red and blue if a client is already registered for My Pet Health. Click this tile and the message screen, as above, will be displayed ready for you to type in your message.

Click Send and the message will be uploaded to Notifications screen of that client’s App and a new notification message will be transmitted to that user’s mobile device, as above.

INDEX

ADDING WORKAnimal Screen Display, 140Charts, 162Clinical Observations, 159Clinical Text, 159Consultation Header, 151Drugs, 155Editing and Deleting Prior to Committing, 163Estimates, 165Digitally Signed Estimates, 165External Lab Requisition, 161, 264Fees, 158Finalising Consultation, 163Lists, 164Printing, 164Processing, 163Internal Lab Requisition, 160Microchip Registration, 161, 265Multi-Line Routines, 160Notes, 158Over-the-counter Sales, 167Printing Consent Forms, 173Printing Digitally Signed Consent Forms, 174Printing Labels in the Dispensary, 166Searching for Stock and Fees, 154See Again Instructions, 159Selecting from a Waiting List, 140Stock and Fee Linked Documents, 170Uncommitted Consultations, 152Venom Codes, 159AD-HOC REPORT GENERATOR, 229Mail Merged Labels, 250Mail Merged Letters, 248Printing and Exporting Queries, 230SQL Queries, 229To Build a Query, 231To Run a Query, 229ANIMAL SCREEN DISPLAY, 140Animal History, 146Bookmarks, 150Converted History, 147, 149Flea and Wormer Sales Warnings, 147History Display, 149History Filters, 148Live History, 147Animal Photo, 145Custom Data, 145General Notes, 144Left-Hand Toolbar, 140Recalls, 144Warnings, 144APPOINTMENT BOOK, 100All Day Events, 113Appointment Book Display, 108Appointment Reminders, 120Appointment Rooms, 100Appointment Types, 102Appointment Views, 102Attending Appointments, 113Cancelling Appointments, 111Configuring Assisi for use with Vetstoria, 121Copying Block Patterns, 105Custom Status, 110Editing Appointments, 111Map View, 116Moving Appointments, 111Special Days and Dates Rules, 104Visit Appointment List, 114ASSISI DESKTOP, 22ASSISI OFFSITE APP, 274BACKUP, 271Portable USB Drive Backup, 272BRANCHES, 26, 75CHARTS, 162CLIENT SOURCES, 33CLIENTS AND ANIMALS, 45New Animals, 50New Clients, 48Searching for Clients and Animals, 45Transferring Animals, 52CONSENT FORMS, 173Digitally Signed Consent Forms, 174Emailing a Consent Form, 173CONTACTS DATABASE, 23, 266Contacts, 266CONTINUOUS MONITORING FORMS, 176CUSTOM FIELDS, 46CUSTOMER SETUP MENU, 33CUSTOMER TYPES, 33DESKTOP OPTIONS, 23DIGITAL IMAGES FOLDER, 141DISCOUNT SCHEMES, 93Agreed Price Lists, 94Branch Differentials, 93Insurance Schemes, 94Manual Discounts, 94Nett Nett Prices, 94Practice Schemes, 94Quantity Breaks, 93Special Prices, 93Trading Terms, 93DISPENSING FEES, 68EMAIL, 252Consent Form, 173Standard Emails, 255Transactional Emails, 252EMOTICONS, 24ESTIMATES, 165Digitally Signed Estimates, 165FEE ANALYSIS, 71FIX EXPIRY DATES, 81GDPR COMPLIANCE, 54GENERICS, 70HISTORY VIEWING PREFERENCES, 32HOSPITAL/KENNELS, 125Admissions Room, 125Admissions View, 125Admitting into Kennels, 129Booking/Reserving Kennels, 127Discharging from Kennels, 129Kennels and Ward View/s, 126INSURERS, 28, 37INTERNAL MESSAGING SYSTEM, 23, 268Read and Respond to a Message, 269Send a Message, 268KPI MODULE, 217Branch Financials, 218Categorizing Fees, 217Categorizing Stock, 217Demographics, 219Flea and Wormer Products Sales, 219Global Financials, 217Invoice Footprint, 220Moving Annual Total, 218Recalls, 221Sales League Table, 220Scheme Membership, 220Small Animal KPI, 218Usage Figures, 222Waiting Times, 221LABWORK, 99External Lab Requisitions, 161, 263Internal Lab Requisitions, 160, 258IVLS Profiles, 99, 258LEXICON, 32, 158MAKERS, 70MICROCHIP REGISTRATION, 161MULTI-BRANCH SERVERS, 19MULTI-LINE ROUTINES, 97, 160MY PET HEALTH APP, 283NAVIGATION OPTIONS, 24OBSERVATIONS, 27ORDERING, 82OUTER UNITS AND INNER UNITS, 70OVER-THE-COUNTER SALES, 167PAYMENT CODES, 27PAYMENTSAllocation Adjustment, 185Cashbook Reports, 201Online Payments, 187Settlement Discount, 198PRACTICE DETAILS, 26PRACTICE SETUP MENU, 26PRICE ENQUIRY, 95Fee Price Enquiry, 95Stock Price Enquiry, 95PROFESSION FEES AND SERVICES SETUP MENU, 87PROFESSIONAL FEE FILE, 87Analysis, 92Global Adjustment, 92Information, 92Linked Stock, 91New Fees, 88Recall Cleanups, 91Recalls, 91Searching for Fees, 87Special Prices, 92RECOMMENDATIONS, 27REPORTSAged Debt Report, 211Cash Book Report, 201Recall Report, 223SCHEMES, 38STOCK ANALYSIS, 71STOCK AND FEE LINKED DOCUMENTS, 170STOCK CONTROL, 75STOCK FILE, 57Branches, 66Information, 65Meat and Milk Withdrawals, 65Nett Nett Pricing, 63, 73New Products, 58Quantity Breaks, 65Renaming Stock Codes, 62Searching for Stock, 57SMS (Stock Reminders), 66Special Prices, 66Special Values, 64Stock Holdings, 65Stock Tracking, 68STOCK HOLDINGS, 78STOCK LOCATIONS, 70, 75STOCK PRICE UPDATE, 71STOCK RECEIVED, 76STOCK SYSTEM SETUP MENU, 57STOCK TRANSACTIONS MENU, 76STOCK TRANSFERS, 77SUPPLIER DETAILS, 76SUPPLIERS, 71, 99SURCHARGES, 206SYSTEM SETUP MENU, 25TRADING TERMS, 34TRANSACTION AUDIT, 207UNCOMMITTED CONSULTATIONS, 152USERS, 30New Users, 30User Groups, 30VALUE ADDED TAX, 28VETENVOY, 259Activating the Service, 259External Lab Requisitions, 263Insurance Claims, 260Microchip Regisration, 265VETSTORIA, 121WORK FLOW, 130Creating a New List, 131Customised Lists, 131Exporting List Entries to a Spreadsheet, 138Importing from Ad-Hoc Reports, 137List Group Configuration, 135MANAGING LIST ENTRIES, 137MANAGING LISTS, 135SENDING BULK EMAIL, 139SENDING BULK SMS MESSAGES, 139STANDARD LISTS, 130WAITING FOR VET LIST, 140

RecallDate	RecallCode
RecallDescription	AnimalName
Salutation	AccountBalance
AppointmentTime	AppointmentDate
For those practices that are operating a Practice Scheme, the following tokens are also available.
SchemeName	SchemeCode
SchemeEnrolmentDate	SchemeExpiryDate
SchemePrice

RecallDate	RecallCode
RecallDescription	AnimalName
Salutation