ASSISI DESKTOP

As you open the application, if you have more than one database set up, you will be prompted to select which database you wish to navigate to. Click the relevant option. Otherwise you will be navigated straight to the login screen.

The following login screen will then be offered:

Enter your username – and password where applicable – and click the Login button.

The Assisi desktop comprises of the following selection tiles.

Create Client – click this tile to access the option to create new clients/animals.

Find Client – click this tile to search for clients/animals.

Clipboard – click to display the clcients/animals seen most recently.

Appointment Book – click this tile to access the appointment book options.

Work Flow - click this tile to access the waiting lists.

Price Enquiry – click to search for fee and stock prices.

Hospital – click this tile to access the hospital/kennel booking options.

Transactions – click this tile to access month end routines

Stock – click this tile to access all of the stock orders/stock received options.

Reporting –c lick this tile to access standard reports, including the Ad-hoc Reports module.

Schemes – click this tile to access the practice plan schemes option.

VetEnvoy Services – click this tile to access VetEnvoy services for insurance claims, external labwork and identity chip registration options.

Settings – click this tile to access the following maintenance options:

Practice Setup – (Practice Details, Branches, Recommendations, > Observations, Payment Codes, VAT, Insurers and Invoice Message > Text)
Users Setup – (Users and User Groups)
Customer Setup – (Customer Types, Client Sources, Titles, > Trading Terms, Insurers and Schemes)
Stock – (Stock File, Dispensing Fees, Stock Locations, Outer > Units, Inner Units, Generics, Makers, Analysis, Suppliers, Import > Wholesaler File, Fix Expiry Dates)
Professional Fees – (Professional Fees, Analysis, Global > Adjustment)
Multi-Line Routines
Lab Work (IVLS Panels, Suppliers, Import Reference Lab Directory > of Service)
Appointment Books – (Rooms, Views, Appointment Types, Special > Days, Copy Patterns)
Work Flow Setup – (List Group Configuration,Work Flow List)
Hospital – (Kennel Definitions and Ward Views)
Communication – (Messaging Templates and Email Template)
Devices – use under the guidance of Support.

Save, Quit and Delete Options

The Back tile on any screen will take you to the previous screen display and can be used in most circumstances to quit out of the current screen.

The Save tile on any screen will save your current entries.

The Delete tile, where available, will delete the current entries that have not already been saved.

Add New

Click this tile, where available, to add a new entry but there are places in the software where this tile is not available and you click an Add New link instead.

Select

Click this tile to select an option from a search result list (and sometimes to Save)..

Refresh

The Refresh tile will refresh the current display.

Continue

There are several options in the software where you will be prompted to continue by clicking the Continue tile.

PRACTICE SETUP

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 to the branch. If you untick this box, you can allocate stock locations to this 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. The above 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 the Save button.

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.

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 6 VAT codes that can be applied when charging stock and fees.

The Discount Given is reserved for system use and should not be edited.
Standard rate can be edited if the VAT rate changes –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 wish to backdate some work at the old VAT rate, then you should use one of the Unused codes (see below) and change the VAT code manually when adding the backdated work.
There are two unused codes that have been built into the system for flexible reasons should the VAT rules 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/Delete an Existing Insurance Company

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

Labwork Panels

These will be configured by our Engineering/Support Department, where appropriate.

Invoice Message Text

You are able to display a variable invoice message on your invoices/receipts. This is the 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.

USERS

You will be prompted for a username – and password where applicable (this is optional) – each time that you open the application. Each person using the application should, therefore, be registered as a user in Assisi. When registering a new user, it is possible to decide which options within the application that user is allowed to access by creating user groups with the permissions specified for each group and then allocating that user to a user group.

User Groups

To Create a New User Group

Click Settings on the Assisi desktop.
Click Users and then User Groups.
Click New Group, type in the group name, click the Save button and click OK at the save prompt.
The new group name will then be displayed in the group display box. Click on this to display the all of the permissions on the right-hand side of the screen in the permissions display box.
Select the relevant permissions for that group by clicking on the selection box to the left of each permission. This will add a tick alongside the permissions that you have selected to activate and automatically save the selections.

To Edit Permissions on an Existing User Group

If a permission is changed for a user group, then it is changed for all members of that group.

Click on a group and click on the box alongside a permission to toggle the tick between on and off. The changes will be automatically saved.

Using the Permissions Filter

To filter the list of permissions, type some text in the filter box and click the Display button.

Users

To Create a New User

Click Settings on the Assisi desktop.

Click Users and then Users again.
Click the New User link. This will activate the user fields on the right-hand side of the screen.
Fill in the relevant user details on the right hand side of the screen.
The User Name/Short Login should be the full name of the user – > the short login can be the user's initials. The user can log in > using either their full name or this short login.
Forename/Surname should be the forename and surname of the user.
The Password is optional. It can be viewed in full from this > screen so, if you are activating passwords for your users, make > sure that your general users don't have access to the permissions > Maintain Users and Maintain User Groups, otherwise they > will be able to look up other users' permissions and edit the > permissions in the user groups.
User Group should be the group to which the user is to be > assigned.
Branch Code – the branch code when adding work normally defaults > to system settings so this box should normally be left blank > unless you always want this user’s invoices to default to the > branch selected.
The Active User box will be ticked by default and should remain > so as long as the user is an active user of the application. When > users leave, the tick can be removed by clicking on it, leaving > the user details on the system but rendering that user inactive.

By default, inactive users will not be displayed in the Users box. Click the Show Hidden/Deactivated box to display inactive users, if required.

Force Password Entry (Work) If this box is ticked no-one will be > able to select this user on the work entry screen without the > correct password being entered.
Force Password Entry (Payment) If this box is ticked no-one will > be able to select this user on the payment entry screen without > the correct password being entered.
Session Timeout Tick this box to activate the auto logout of the > application following a period of inactivity.

History Viewing Filters

Be aware that the following filters may affect the display.

By default, the last 50 lines only will be displayed. The system does calculate how many rows exist in total and the number of lines displayed can be edited, if required.

User Level Viewing Preferences

User level preferences can be set to control what elements of an > animal’s live history are displayed for that user. You can choose > to omit specific content types when viewing the history. This > allows the user to customise the initial history display and > filter out items such as dog food, toys, consent forms or image > links etc which are considered by some to clutter up the display.
If items are omitted then the user is prompted with a message that this is the case and the filter can be removed at that point to view the entire history, if desired, by clicking on the message.

To set up User History Viewing Preferences:

Select History Preferences in the System Users Setup Menu.

Select the username and type in the password (where applicable).
Read last lines of history on initial display. 0 = System Default (which is 50 lines).

This option allows the user to display a customised number of lines, different to the default 50 lines. If this is left at zero, then the default 50 lines of history will be displayed.

There is an option on stock and fee Analysis Codes to Omit from History by default. If this option is selected for a specific analysis codes, then all stock and services with that analysis code will not be displayed for any user by default.

If you choose to display stock and service (fee lines), then these can be still be filtered to exclude specific Stock and Fee Analysis Codes.

Users can also choose to display consultation line divider in an animal’s history.

Temporary Viewing Preferences

You can also temporarily change these preferences at the point of viewing the history screen. To do so, right click on the bottom of the history display screen, to display the selection screen and tick/untick the relevant options. This will not change the default settings for that user.

Bookmarks

When viewing an animal’s history, users can add a bookmark to work displayed in the history – to committed, uncommitted and/or batched work.

Each user can choose a colour in which the bookmark symbol is displayed and a character (letter of the alphabet or numbers 0 - 9) to customise the bookmark for individual users.

To Set up Bookmarks for Individual Users

From the Assisi Desktop, click Settings>Users>History Preferences.

Display the Username.
Select the Bookmark Character and Colour for that user from the drop-down boxes.
If you wish the bookmarks to be automatically saved to the Animal Warning screen click Show bookmarks in Warnings Panel.
Click Save.
Make sure that the User History Bookmarks user permission is active for the relevant group/s of users.

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