CUSTOMERS SETUP

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 different types of 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.

Client 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

This option allows you to create/edit your own customer titles.

To Create a Customer Title

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

Type in the new title 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.

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 change 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.

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 will generate a credit that will remain on the client's account and 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 if payment is received within the specified time period and VAT is calculated on the discounted amount, even if the discount is not allowed because of late payment. There are user permissions that can be activated to prevent the discount being allowed if it is past the specified payment date.

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 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.

To Edit/Delete an Existing Terms Code

Click on the code to be edited or deleted and

make the changes and click the Save button – or
click the Delete button but make sure that no existing clients > already have that terms code before it is deleted. The Support > Department can provide you with a report that identifies which > terms codes are in use.

Insurers

This option is also available on the Practice Setup Menu.

Schemes

This option allows you to set up dedicated in-house discount schemes for animals. Please refer to the user manual for further details.

CLIENTS AND ANIMALS

Searching for Clients and Animals

Click the Find Client tile.

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 field on the client screen (containing search)

You can add more than one word to the Anywhere search field (each word separated by spaces) 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 or as a Phrase where all of the words appear next to each other on the screen in the same field.:-

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 or click the tick tile to display the results.
Select the required client from the search results and click the tick to display the results of your search.

Clipboard

The clipboard option displays all client/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.

Viewing History

If an animal name is not included in the search criteria or clipboard display, you will be navigated to the client record. Click the Animal tile to view the animal selection screen. Click the animal to view the animal screen.
If an animal name is included in the search criteria or clipboard display, you will be navigated directly to the animal record.

Only history that has been generated using Assisi will be displayed on the History screen by default.

If the client has history that has been converted from a previous system, click the Converted tile to view the converted history.

Adding New Clients

Click the Create Client tile.

Enter the client's details.
If a phone number has been added, click on the box to the right of > the telephone number field to indicate that the client agrees to > any text reminders that you may wish to send to that telephone > number.
Any fields with a down arrow to the right of the field indicates > 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 option on the Assisi desktop.
You can toggle between General Comments and Others by > clicking on the required option.
Click on the Communication box to indicate that the client > wishes to be added to your mailing list. Not ticking this box will > indicate that the client does not wish any communication at all.
Click General Comments and type the comments in the comments > box.
Click Other to type in any comments that you may not wish to be visible by default on the client screen
New clients will default to Active. This is a toggle switch and can be used ti mark clients as inactive.
When complete, click the tick in the top right-hand corner of the screen to save the client details.
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.

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.

Equine Screen Layout

Large Animal Screen Layout

Small Animal Screen Layout

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.
As you enter the DOB the animal's age will be calculated and > displayed automatically.
The Date Registered will default to today's date.
The Scheme field relates to an In-House Insurance Scheme. Leave > this blank as this is not yet active in the software.
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.
To add another animal, repeat from step 2 above.
To navigate back to the Client Details, click the Back tile.

Contents

CUSTOMERS SETUP

Customer Types

To Add a New Customer Type

To Delete an Existing Customer Type

Client Sources

To Create a New Customer Source Code

To Edit/Delete an Existing Customer Source Code

Titles

To Create a Customer Title

To Edit/Delete an Existing Customer Source Code

Trading Terms

To Create a New Terms Code

Invoice Text

Line Discounts

Customer Discount

Credit Surcharge

Retrospective Discounts

Settlement Discount 1/2

Credit Limit

Monthly Surcharge

Tax Status

Invoice Defaults

Print Invoice

Print Advice

Print Nothing

Never Print Invoice

Post Invoice Transaction

Payment Defaults

Layouts

To Edit/Delete an Existing Terms Code

Insurers

Schemes

CLIENTS AND ANIMALS

Searching for Clients and Animals

Clipboard

Viewing History

Adding New Clients

Adding New Animals