Skip to content

ASSISI VETERINARY SYSTEM

Month End Training Notes

Support

Tel No: 01270 310046 (Option 2)

Email: Support@practicepoint.freshdesk.com

DISPENSARY

Labels can be sent to the label printer directly from the surgery when charging out stock or can be printed later in the dispensary or at reception by removing the tick from the Print Now box, in which case the product will not be destocked until the invoice has been raised and the label has been printed. It is advisable, therefore, to check regularly that labels have not been sent to the dispensary and subsequently not printed.

  • Click the Stock tile on the main Assisi Desktop and click Dispensary.

  • Select your branch from the drop down box – each unprinted label will then be displayed.

  • Click on each label and click the tick to print the label.

Note: It is possible to disable this facility – discuss this with our Support staff if you wish to do so.

BATCHED WORK REVIEW PRINT

  1. Select Reporting>Monthly Reports>Batched Work Review Print from the Assisi Desktop.

  2. Enter the required selection criteria for the report.

  3. 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.

  4. 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.

  5. Select the required sort order from the Select Report By drop-down box.

  6. Click the Select Clients with Batched Work tile to display the entries that meet your criteria.

  7. Select the entries that you wish to include in your report. Click the Select All box or click on the individual selection boxes alongside the entries.

  8. Click the Tick box to print the report.

UNCOMMITTED WORK

There is an ad-hoc report that can be run to produce a list of all uncommitted work. This can be exported to a list, if preferred, from where you can navigate to the animal’s screen so that the work can be processed.

EDITING BATCHED WORK

Batched work that has been committed is displayed in the history but with no invoice number on the consultation header and with a thin brown line on the left-hand side of the history screen. If you click on the consultation header, an Uncommit tile becomes available.

  1. Click the Uncommit tile. .

  1. Click the Add New tile.

  2. The previously batched work will then be displayed as an uncommitted consultation. Select this and make the necessary amendments.

  3. Click the Complete tile to re-batch the work.

PROCESSING BATCHED WORK

  • To process all batched work for an individual client, click the batched value on the Owner Screen for that client; or

    to process all batched work for an individual animal, double-click the batched value on the Animal Screen, and:

  • Click the check box alongside the batched entry.

  • The invoice date (Tax Point for Invoices) will > default to today’s date, edit this if required.

  • Leave the tick in Consolidate all visits into a single invoice per > animal and click the Save tile in the bottom right-hand > corner to produce the invoice/s.

  • To process one batched consultation for an individual animal:

  • Open the consultation as described above and click Complete.

  • On the Finalise Consultation screen, the Invoice Date > will default to the Consultation Date but can be amended at > this stage. So can the Username and Branch.

  • Check these details and select Raise Invoice.

  • To process the batch for multiple clients, click the Transactions Tile on the Assisi Desktop and click the Process Invoice Batch tile.

You can filter batched entries for selected dates, Terms Codes, Animal Types and Consultation Branch, where appropriate.

  1. 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.

  1. Set the tax point (invoice date) for the selected entries.

  2. There is an option to Consolidate all visits into a single invoice per animal. This is the usual option. It produces one single invoice per animal that includes all visits and is ticked by default.

  3. To filter by Terms Code, Animal Types and/or Consultation Branch, click the boxes alongside the options as required.

  4. Click the Select Batched Work to Invoice tile to refresh the screen.

  5. The entries that meet your criteria are then displayed for selection. Only those entries that are ticked will be processed.

  6. There is a Check All option that will tick all displayed > entries; or

  7. 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.

  8. There is an Uncheck All option that will untick all displayed > entries.

  9. When all of correct options have been selected and all of the batched entries to be processed have been selected, click the Save tile to produce the invoice/s.

  10. The invoices then become held invoices and can be printed individually from the financial tab or as a run of held invoices from the Transactions tile on the Assisi Desktop.

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

  1. Select Process Surcharges from the Transactions Menu.

  2. Tax Point for Invoices: This will determine the date for the surcharge. Select the relevant date.

  3. Narrative: This defaults to Monthly Surcharge and would appear as the description on a statement.

  4. Invoice Branch: Select the relevant invoice branch. (This is the consultation branch to which the surcharges will be analysed.)

Selection Parameters

  1. 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.

  2. 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.

  3. 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 and 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.

  4. Surcharge Balances Over: This allows you to include only balances over a specified amount.

Processing the Surcharges

  1. 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.

  2. 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.

  3. 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.

  1. On the Assisi Desktop, select Audit from the Transactions Menu.

  1. Once you have selected this option, the audit scan will be triggered and the following message will be displayed once it is complete.

  2. If there are any lines displayed showing variances, please ring Support for advice before printing statements and held invoices.

PRINTING STATEMENTS

This option will allow you to print a run of statements for all clients who owe money.

  1. Click the Transactions tile on the Assisi Desktop and then click the Statement Run tile.

  1. Set the Statement Date – this is the date that will be printed on the statement.

  2. 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.

  3. You can filter the run for the Terms Code, Customer Type and Customer Branch by selecting the relevant options from the drop down boxes.

  4. 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.

  5. Exclude customers with unprinted invoices – leave this box ticked if you want to exclude those customers who also have a held invoice waiting to be printed, as statements can be printed at the same time as the invoices.

    Untick it if you don’t do a monthly held invoice print run, otherwise you could have some clients with accidentally-held invoices that won’t receive a statement at all.

  6. Send by Email if Possible – If you have transactional email facilities set up and this setting is ticked, statements will be sent by email to clients who have a valid email address on their client record and a tick in the box alongside the email field. The remainder will be printed.

  7. 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.

  8. Forced Layout – The statement run normally prints to the default layout set on the customer Terms Code.

    However, you can overwrite that layout by selecting a specific layout from the Forced Layout drop-down menu.

    For example, for those practices whose statements are normally printed onto headed paper, this would result in no practice header for those statements that are sent by email and, therefore, an additional template would need to be created with the practice header details included for any emailed statements.

  9. Click Select Clients to display the customers who meet your criteria.

  10. If you scroll to the right of the selection screen, you will be able to see which clients have email addresses. Emails will only be sent, however, to those clients who have the email box ticked to the right of the email field on their client record.

  11. Select those clients that you wish to include in the statement run. You can click the ones that you wish to be included individually or click Select All and then manually deselect any that you wish to exclude.

  12. Click the Save tile to print the statements.

PRINTING HELD INVOICES

Click the Transactions tile on the Assisi Desktop and click Print Invoice Batch.

Transaction Parameters

  1. 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.

  1. The Don’t combine all animals to a single invoice box will not be ticked by default. If ticked, this will produce a separate invoice for each animal per client.

  2. You can filter the run for the Terms Code, Customer Type and Customer Branch by selecting the relevant options from the drop down boxes.

  3. 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.)

To Include a Statement

  1. If you wish to print a statement for each client as you print their held invoice/s, click the Include a Statement box.

  1. Set the Statement Date, and the From and To Dates as with the normal statement print routine.

  2. Add a Statement Message if required.

  3. See notes for Statement Run on previous page for emailing invoices and statements.

  4. Click the Save tile to print the invoices/statements.

SET NEW ACCOUNTING PERIOD

  1. Check for uncommitted consultations and batched work to make sure that all work for the current period has been processed.

  1. From the Assisi Desktop, click Transactions and click Accounting Period.

  2. 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.

STOCK PRICE UPDATE

Check that the price update routine covered at Live training is being carried out.

STANDARD REPORTS

Aged Debt Report

  1. Click Reporting from the Assisi Desktop.

  1. Click Monthly Reports and then click Aged Debt.

  2. Select a Branch if applicable.

  3. Set the base date from which to produce the report.

  4. Set Show Credit Balances to Yes/No as required.

  5. Set Minimum Age in Days of Balance – this determines how old the debt must be before it is included (zero = all).

  6. You can filter for clients’ terms codes as appropriate.

  7. Select the output required – Print Preview, Print or Export to Spreadsheet.

Cash Book Report

  1. Click Reporting from the Assisi Desktop.

  1. Click Daily Reports.

  2. Click Cashbook.

  3. Select the branch filter as appropriate.

  4. Deselect the Cashing Up box by clicking on the tick to remove it.

  5. Set the From and To dates accordingly.

  6. Select Detailed Report and click Print Preview, Print or Export to Spreadsheet accordingly.

MONTH END USAGE REPORTS

  1. Select Reporting from the Assisi desktop and click Ad-Hoc Reports.

  1. Click Open. The ad-hoc report path needs to be defined the first time that you select this option on any workstation (It is usually C Drive>Users>A1>Assisi Documents>OneDrive>Reports but may vary per practice).

  2. Double-click Month End Reports. There will be folders named:

Service Reports

Stock Reports

Summary

Vet

VAT

  1. The following reports are available – either as a total for all branches or by client branch: Double-click each folder and open the relevant reports.

Service Reports

Fee usage for the period, broken down by fee code and/or fee analysis code.

Stock Reports

Stock usage for the period, broken down by stock code and/or stock analysis code.

Summary (Financial grid for the period)

Showing

  • Turnover inclusive of VAT;

  • Value of fee sales, stock sales, dispensing fees and monthly > surcharges (exclusive of VAT);

  • VAT;

  • Payments received;

  • Discounts allocated;

  • Outstanding debt amount.

Vet

Vet figures, showing turnover by vet broken down into stock & fees.

VAT (For Standard Accounting only)

  • VAT Summary

  • VAT Transaction Report

For Cash Accounting, use the Cashbook Report for your VAT figures. Please note that only payments that have been allocated to invoices are included in the Cashbook VAT Summary - unallocated cash is not included. (The Aged Debt Report displays a COA – cash on account - column and the Cashbook Report shows how much of a payment has been allocated.)

  1. Click Execute.

  2. Click Print or Export to Spreadsheet.

KEY PERFORMANCE INDICATORS (KPI) MODULE

The KPI package is an optional* 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.

* Additional charge applies