FEE CONFIGURATION DESKTOP

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

Analysis

Sales analysis codes can be created for fees (and stock) and used to identify the type of fee. This allows you to use these codes for financial analysis, for printing reports in sales analysis order or grouping by sales analysis. They can also be used for configuring some types of discounts.

To create a new Fee Analysis code

Click the New Code link.

Type in a code (alpha numeric, maximum 10 characters) and > description.
For Analysis Type, click Fees.
The Trace Stock, Force Tracing and Suitably Qualified > Person boxes should be left blank as these apply to stock > analysis codes only.
Click Save.

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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 search results.
The Any, All and Phrase check boxes relate to the Anywhere box and allow you to further define the search criteria if you are searching on more than one word.
Press the Enter key or click the Refresh tile to display the 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 Search Results 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 Select 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	To be implemented in a future version of the software. The fee will be charged as normal and also display a prescription layout for completion and printing.
Labwork Request (External)	Links the fee to an external VetEnvoy laboratory list. Support will normally configure this when setting up the facility.
Labwork Request (Internal)	Select for fees that are to be linked to an internal laboratory profile.

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 you 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 a thin band of that colour will be displayed alongside that fee on the animal history screen. The following colours are available for selection from the dropdown box:- Red, Magenta, Blue, Cyan, Green and Yellow.
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.
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 VetEnvoy laboratory fees.
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.
Add to Workflow	If you have a list set up to which you wish to add the 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.

Renaming Fee Codes

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).

This facility, therefore, is not intended for you to reuse the record for a different product completely.

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.

Once the fee has been saved, the following options are available for that fee

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Linked Stock

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

To link stock to a fee:-

Display the fee and click Stock.

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.
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

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

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. Select 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 the date that the fee is charged.
Recall Expiry – If a value is added to this field, an expiry date will calculated by adding the expiry period to the recall date. The recall reminder will then be removed from the animal’s record once it has expired.

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

Click the Save tile and then click the Cleanup tile to configure the removal of old reminders.

Recall Cleanup

This screen should contain details of all existing reminder codes that should be removed whenever a this new reminder is generated – ie remove an old reminder when adding a new one.

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/s, which will then be added to the removal list and click the Save tile.

Information

This option can be used to link documents to a fee so that this document opens automatically when that product (or fee) is charged. The document can then be printed.

It is possible to personalise this document with tokens that mail merge data into the document from the client/animal record and it can be stored in the animal’s digital folder (see further notes below).

Special Prices

You can choose to automatically discount the cost of this fee for a group of clients with a specific Terms Code.

Select a Terms Code.
Type in a discount value.
Click Save.

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, 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.

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

A link will be created and displayed in the animal’s history. You can double-click this link to view the prescription details.

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.

PRICE ENQUIRY REPORT

You can print a fee price list as follows.

Select Price Enquiry from the Assisi Desktop.
Select a branch and click Service Price Enquiry.
To include all fees for that branch, leave the Code box blank > and press Enter. It may take a little while to fully populate > the results screen.
You can, of course, also filter for a group of fees.
Once > the results screen is fully populated, a Print tile will be > displayed on the right-hand side of the screen. Click this to > print the report.

GLOBAL ADJUSTMENT

This option allows you to globally uplift your fee prices. This can either be for All fees or by Sales Analysis Code. Only those fees that have the Auto Uplift box ticked on the fee file will be included in the uplift.

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.

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