PRACTICE SETUP

Click Settings on the Assisi Desktop and then click Practice Setup to access the Practice Setup Menu.

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, bank details (if required) and VAT Registration number and click Save.

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.

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, this field allows you to add an additional markup percentage to stock for products sold from that branch. If this field is left blank, then the usual pricing rules apply.

Leave it blank for single branch practices.
Add an additional percentage markup (eg 5.00 for a 5% increase), if required, for multi-branch practices. The Markup Variation box refers specifically to stock products and the Fee Variation box refers to professional fees.

Allow Work

For main branches, this box is normally ticked so that work can be added for that branch. If you untick this box, you can allocate stock locations to this branch or add it as a client branch but not add work

.

This is particularly useful if you transfer stock to vets’ cars, for example, and do not wish these stock levels to be taken into account when generating an automatic order.

Compliance SMS	You are able to set up automatic text reminders for products – such as wormers. These two options relate to that feature. Contact the Support Department for full details of how to configure your software to take advantage of this facility.
Message Layout

To Edit an Existing Branch Code

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. Make the required changes and click Save.

Recommendations

This option allows you to set up a glossary for recall text, ie See again in one week, for quick entry when adding work. This text can be printed on a client's invoice.

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 by double-clicking on the value in the animal’s history, providing the entry has not been left uncommitted. Any Upper and Lower normal settings recorded on the observation code will be included when displaying the graph so that you can easily spot entries that are outside the normal.

The most common use for this is to record an animal’s weight. You can update an animal’s weight on the animal screen at the same time as recording it in the history.

To add a new observation code:

Click the New Item link. This will activate the fields on the right-hand side of the screen.
Click on the Code field and type in a observation code (maximum 10 characters).
Fill in the code description and the description of the unit in which the values will be added, ie kg or lb.
You can add Upper and Lower normal values so that these will be displayed on any subsequent graphs that are viewed or printed once the results have been committed.
The Update Field box allows you to specify which fields can be updated with the results. The drop down box includes the Weight field on the animal record and any custom animal fields that exist.
Leave the VENOM field blank for the time being. This will be discussed in more detail at second training.

Payment Codes

This option allows you to define your available methods of payment.

Value Added Tax

This is the maintenance screen for VAT. There are 5 VAT codes that can be applied when charging stock and fees.

T1 Standard Rate

T2 Zero Rate

T3 Exempt from VAT

T4 Currently unused

T5 Currently unused

Standard rate could be edited if the VAT rate should change – 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 wished to backdate some work at an old VAT rate, then you should use one of the unused codes and manually change the VAT code when adding the backdated work.
There are two unused codes that have been built into the system for flexible reasons should the VAT rules ever 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 is the maintenance screen for insurance companies that can be added to an animal’s record.

To create a new Insurance Company

Click the New Insurer link at the top of the Insurance Company Maintenance screen.
On the right-hand side of the screen, type in a code for the insurance company and fill in the address, telephone and email details accordingly.
Click Save.

Insurance Discounts

There are two ways of automating discounts for animals that belong to an in-house scheme. This can be configured against an insurance code and the specified discounts automatically allocated to all animals that have been given that code. A better option, though, is to set up discounts using the dedicated Schemes feature. Please refer to the user manual for further details.

To Edit an Existing Insurance Company

Click on the existing insurance company.
Edit the details and click Save or click Delete as appropriate

.

Invoice Message Text

You are able to display a variable invoice message on your invoices/receipts. This is where you set up your invoice messages and specify which of the messages is currently active.

To Add a New Message

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

To Edit/Delete an Existing Message

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

Make the required changes and click Save, or click Delete, as appropriate.

To Set the Current Active Message

Click on a message.
Click the Set Current Message tile.

A message confirming that the invoice message has been set will be displayed.

Livery Yards

You can set up livery 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 Save.

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 Save.

To Delete Livery Yard Details

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

Click Delete.

Contents