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ASSISI VETERINARY SYSTEM

CUSTOMER SETUP

PRACTICE POINT LIMITED

Datum House

Electra Way

Crewe

Cheshire

CW1 6ZF

SUPPORT

Tel: 01270 310046

Email: support@practicepoint.freshdesk.com


Contents

CUSTOMER SETUP MENU 3

CUSTOMER TYPES 3

To Add a New Customer Type 3

To Delete an Existing Customer Type 3

CUSTOMER SOURCES 3

To Create a New Customer Source Code 3

To Edit/Delete an Existing Customer Source Code 3

TITLES 3

To Add a new Title 4

TRADING TERMS 4

To Create a New Terms Code 4

INSURERS 7

To Create a New Insurance Company 7

To Edit an Existing Insurance Company 7

CUSTOMER SETUP MENU

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

  1. Click the New Group link. This will activate the customer group fields on the right-hand side of the screen.
  1. 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

  1. Click the New Source link. This will activate the customer source fields on the right-hand side of the screen.
  1. 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

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

  2. 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

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

  1. 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.

  2. 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 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 1st 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 with VAT being calculated on the greater discounted value. The different levels of settlement discounts 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 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 value of the invoice if paid before the 28th 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.

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

  1. Click New Insurer.

  1. Complete the details on the right hand side of the screen.

  2. Click Save.

  3. 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.

To Edit an Existing Insurance Company

  1. 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.

  1. 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. However, a more comprehensive way to do this 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 in the General Training Notes folder.