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ASSISI VETERINARY SYSTEM

STOCK AND FEES CONFIGURATION

Support

Tel No: 01270 310046 (Option 2)

Email: Support@practicepoint.freshdesk.com

Contents

STOCK CONFIGURATION DESKTOP 4

Stock File 4

To Search for an Existing Product 4

To redisplay the complete list of products 4

To Select a Product from the Filter List 4

To Add a New Product 5

To Create a New Product from your Supplier Catalogue 5

To Create a New Product Manually 5

Nett Nett Pricing 9

Renaming Stock Codes 9

Special Values 10

Quantity Breaks 11

Meat and Milk Withdrawals 11

Stock Holdings 11

Information 11

Notes 11

Branches 12

Special Prices 12

SMS 12

Track 12

DISPENSING FEES 12

To Add a New Dispensing Fee 13

To Edit an Existing Dispensing Fee 14

To Delete a Dispensing Fee 14

Stock Locations 14

To Add a Location 14

To Edit/Delete Existing Locations 15

Outer and Inner Units 15

Generics 15

Makers 15

Analysis 15

To create a new code 15

Suppliers 16

To Add a New Supplier 16

Import Wholesaler File 16

Stock Price Update Routine 16

Catalogue Reports 17

Import VetWest File 17

Fix Expiry Dates 17

FEE CONFIGURATION DESKTOP 18

Professional Fee File 18

To Search for an Existing Fee 18

To Redisplay All Fees 18

To Select a Product from the Search Results List 18

To Add A New Professional Fee 19

Renaming Fee Codes 21

Linked Stock 21

Recalls 22

Recall Cleanup 22

Analysis 23

Global Adjustment 23

Price Enquiry Report 23

MULTI-LINE ROUTINES 24

To Set Up a New Routine 24

Setting Properties 24

Show in Fee Searches 24

Animal Types 24

To Edit an Existing Routine 25

To Delete an Existing Routine 25

STOCK CONFIGURATION DESKTOP

To access the stock file options, click Settings on the Assisi Desktop and click the Stock tile to display the Stock File Setup Desktop.

This allows you access to the following options:-

Stock File

This displays each product set up for sale – showing the stock code, stock description, stock holding and the price.

To Search for an Existing Product

To filter the list of products:-

  1. Type

  2. all or part of the description in the Description field, and/or

  3. type in part, or all, of a stock code; or

  4. type any word/s that appears anywhere on the stock file. Multiple > words can be included, separated by a space. For example, if you > have a sales analysis classification of Food, then typing > Food in the Anywhere box will filter for all products that > have that classification code, even though the sales analysis > classification is not displayed on the initial list of products.

The Any, All and Phrase check boxes relate to the Anywhere box and allow you to further define the search criteria.

  1. Press the Enter key or click the Refresh tile to display the filter results.

This will display all products that meet the specified criteria. The searches are containing searches, ie all products that contain the text, anywhere in the field, will be displayed.

To redisplay the complete list of products

Clear the entries in the filter box and click the refresh button.

To Select a Product from the Filter List

  1. Move the highlight bar to the product that you wish to select.

  2. The highlight bar can be moved up and down the list with the Up > and Down Arrow keys.

  3. The Enter key can also be used to move down the list.

  4. You can left-click on a product with your mouse to highlight it.

  5. Click the Tick to display the Stock Maintenance screen for that product.

  6. You can also double click with the mouse to both highlight and select it at the same time.

To Add a New Product

There are two choices for adding new products – you can base the new entry on a product contained in your supplier catalogue or you can add the product manually.

To Create a New Product from your Supplier Catalogue

  1. Click the + tile.

Step 1

  1. In the Search Catalogue For box type in either part of the description of the product or part, or all, of the wholesaler’s code (containing searches).

  2. Select the product from the search display screen.

Step 2

  1. Type in a new Assisi stock code for the product and click the brown tick tile. This stock code must be unique. If the code has already been used you will be prompted to select another code, otherwise:

  2. Click the green continue tile to display the new product details. The Stock Code, Description, Cost Price, Supplier and Supplier Code will be auto completed.

  3. Fill in the remainder of the configuration fields (see below) and click the green tick tile to save the new product.

To Create a New Product Manually

  1. Click the Create Manually option.

  1. Type in a stock code by which the product will be identified. This stock code must be unique – click the brown tick to check whether your selected code has already been used.

  2. If prompted Stock Code Available, click the Continue tile to complete the setup of the product. The stock code will be displayed.

  3. Click on each field and set up the product to your requirements. You can use the Tab key or click with your mouse to move to the next field.

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.
Alternative This is a field reserved for you to identify an alternative product if this product is not in stock.
Outer/Inner Units These fields identify how the product is bought (outer unit, ie bottle or pack) and how the product can be broken down for sale (inner unit, ie ml or tablet). Entries in these fields are validated and are set up from the Outer Unit and Inner Unit tiles on the Stock File Setup desktop.
Ratio This is how many inner units there are in each outer unit, ie if the outer unit is a pack and the inner unit is a tablet, then the ratio is how many tablets are in a pack. It is important that the ratio is correct as this determines the price at which the inner/sub units are charged. If the product is sold only as a outer unit, leave the inner unit field blank and set the ratio to 1.
Apply Minimum Unit If this box is ticked then, when you dispense less than a whole unit, the whole unit will be destocked.
Classification Stock Sales Classification codes should be set up from the Stock File Setup desktop and these then become available for selection on each product. These are used to summarise stock sales and to identify which groups of products may require batch tracking to be enabled. Select the relevant Classification code for this product.
Generic Generic codes can be used to further classify your products if required. This is an optional field and the generic code can be left at the default entry of 000 if preferred. There is a pre-installed list of generic codes to select from if you wish to use this feature but custom codes can be created if you prefer.
Animal Types Tick the relevant animal types for this product. If you tick all of them, then the product will be available for sale on all animal types, ie Small, Large and Equine. If one of the check boxes is left unticked, then this product will not be displayed when searching for products to sell for that type of animal.
Manufacturer Manufacturer codes can be set up from the Stock File Setup desktop and allocated to products as required.
Barcode If you have compatible barcode scanners, you can position the cursor on this field and scan a barcode which will then enable you to scan the barcode on the product to identify it at the point of sale.
Suppliers This field identifies your wholesaler and the wholesaler’s product reference. You can search their catalogue for this reference number by clicking the magnifying glass – the current price is also displayed on the search results. Selecting the product will automatically add the wholesaler and product reference.
Standard Cost Price This should contain the cost price for the Outer Unit, excluding VAT.
Markup

Specify the percentage markup for this product. Once the markup has been added and you click on the Standard Price Field, the selling price will be updated accordingly.

If you wish to specify a standard sale price, you can enter a markup of zero and type in the required price. The sale price for any products with a zero markup will need to be maintained manually.

Note: You can set separate markups for different animal categories, ie large animal, small animal and equine for clients who are allowed nett nett discounts (see page 10). In these circumstances, any markup set up for a specific animal category will override this standard stock markup.
Price Group This allows you to specify a particular price group for a product. It is not a markup code but to allow you to group items for pricing which might otherwise have the same markup percentage. It’s a free text, optional field.
Cash Discount If you add a percentage discount to this field, the product will not be automatically discounted but this discount can be allocated at the point of sale if you choose to do so.
Tax Code Select the relevant VAT code for this product.
Enable Nett Nett Tick this box if you wish to enable this product to allow nett nett pricing according to what percentage/s has been entered into the Supplier, Manufacturer and Special Discount fields.
Supplier, Manufacturer and Special Discount fields Discount values should be entered into these fields if you wish to allow nett nett discount for this product. The nett nett cost field will then be updated when you click on it.
Last Updated When you run the supplier update routine, the date in the Last Updated field will be updated to show the date that the product was last updated.
Inner Surcharge

This field allows an extra surcharge (markup) to be applied when selling Inner (Sub) Units. Type in a percentage value if applicable.

Note: The standard markup will be added first and the sub unit markup will be added to this already marked-up price.
Minimum Charge This field allows you to set a minimum charge for the product – exclusive of VAT. You can overwrite this minimum charge setup for specific animal categories in the Special Values option (see page 10).
Dispensing Code Dispensing codes are configured from the Stock File Setup desktop. If you select a dispensing code from this list, then the charge associated with that code will be automatically included at the point of sale.
Issue a Recall It is possible to generate a recall reminder – in a specified number of weeks - for a product each time that it is sold. It is also possible to generate an expiry date for that reminder. The recall date will be displayed on the Recalls section of the General Notes on the Animal screen. Tick this box if you wish to generate a recall reminder for this product.
Recall Time Type in the required number of weeks after the initial sale that you wish to generate the recall date.
Recall Expiry Time

Enter an expiry interval (in weeks) in the Recall Expiry Time field. This will generate an expiry date for the recall and once a recall has expired, the reminder details will be deleted from the Animal screen.

The number of weeks in the Recall Expiry Time field will be added to the recall date to calculate the expiry date. When you are sending recall reminders, you will be able to base the reminders upon either the recall date or the expiry date.
Auto Reason Code (Venom Code) If you add a Venom code to this product, this will be added automatically and stored against the animal’s history when the product is sold as a reason for the visit. See the User Manual for more details on Venom Codes.
Label Text Any standard text that you type in this field will appear on a label every time that one is printed. This cannot be edited at the point of sale.
Hide in Searches Click this box if you wish to hide this product in future searches. If users know the stock code, however, they can still sell the product.
Prevent Selling

Click this box if you wish to prevent anyone selling this product. No-one will be able to sell the product with this box ticked.

A message can be added advising why the items is prevented from sale.
Prevent Ordering

Click this box if you wish to prevent anyone re-ordering this product.

A message can be added advising why the items is prevented from ordering.
Medicinal Click this box to signify that this product is a medicinal product. If charity rules have been set up on any of your Account Terms to apply zero rated VAT for medicinal products, then this applies only to medicinal products.
Allow Discounts/ Allow Settlement

Click on these boxes if you wish the product to be included in any discounts that have been set up for any of your clients.

The Allow Discount box will allow any sort of discount, including settlement discount.

The Allow Settlement box will allow settlement discount only.

With these boxes unticked, you can exclude a specific product from ever being discounted.
Always Allow User Pricing Tick this option if you wish to override a user permission that is set to not allow users to edit prices – for this product only.
Print Label Click this check box if you wish a label to be printed by default for this product. You can overwrite this standard label print setup for specific animal categories in the Special Values option – see overleaf.
Maintain Stock Levels. Tick this box if you wish to maintain stock control for this product. This means that you will not be able to sell a product unless it has adequate stock holdings. It should always be ticked for batch traceable products.
  1. When the product has been configured, click the Save tile.

Once the product details have been saved, the following options are available for this product.

Nett Nett Pricing

  1. Each product on the stock file for which you wish to allow nett nett price needs to be activated.

  2. From the Settings tile on the Assisi desktop, click the > Stock tile.

  3. Click the Stock File tile and select a product

  4. Click the Enable Nett Nett check box.

  5. Type in the relevant discounts and the Nett Nett Cost field will > be updated automatically.

  6. Click Save.

  7. Once all of the products have been activated and the discounts configured, you need to identify which clients should receive nett nett discount. This is configured on the clients’ Trading Terms code.

From the same Assisi Settings desktop, click the Customer Setup tile and click the Trading Terms tile.

  • Select > each applicable trading terms code and click the Nett Nett > tile on the right hand side of the screen.

  • From here, you can further filter the discount by Animal Types > and by either Stock Analysis Code or Stock Product Code.

  • In the Enabled Animal Types column, select the relevant Animal > Type/s for clients with that Trading Terms code and click > the green tick. If no animal types are > ticked then the discount will not be allocated at all, even if the > product has been included in the Enabled Stock Analysis or > Enabled Stock Items columns.

  • All of your Stock Analysis codes will be displayed in the > Enabled Stock Analysis column and all of your product codes > will be displayed in the Enabled Stock Items column.

  • Identify which products qualify for nett nett discount by class="underline">either clicking the relevant Enabled > Stock Analysis (which would then include all products with that > Stock Analysis Code) or by clicking the individual Stock > Product Code.

  • Click the green tick.

For products where nett nett pricing has been activated, you can also vary the markup for each animal type using the Special Values option – see page 10.

Renaming Stock Codes

You can rename a stock 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 an entirely different product.

  1. Click Settings>Stock>Stock File.

  1. Search for the product.

  2. Click on the product line, click the Rename Code tile and read the notes carefully.

  3. Type in the new stock code and click the tick to check that the new stock code is available.

  1. Once the Stock code available prompt is displayed, click Continue to complete the transaction.

The following options are available for selection on the right-hand toolbar with the stock product screen displayed.

Special Values

This option allows you to overwrite standard settings for Markup %, Minimum Charge and Label Requirements for different animal types.

Please note that:

  • Any variation in Markup % only applies to nett nett clients for that animal type.

  • Any variation in Minimum Charge and/or Label Requirements applies to all clients for that animal type.

  • With the product displayed, click the Special Values tile on the right-hand toolbar.

  1. If you wish to store any values that are different to the standard values stored against the product, select the relevant animal category from the drop-down box and:

  2. Markup %: Type in the percentage markup required for this animal > category - for nett nett clients only.

  3. Minimum Charge: Type in the required minimum charge for this > animal category – for all clients.

Note: If either the Markup % or Minimum Charge is left at zero, then the standard setting will apply.

  • Label Requirements: Select the required label requirement for > this animal category for all clients.

  • Click the Save tile.

Quantity Breaks

This option allows you to set discounts according to the quantity of product sold. The product can be set up for as many quantity break levels as you wish.

  1. Click the Qty Breaks tile.

  1. Type in the first quantity break at which you wish the price to become discounted (outer units only).

  2. Type in the discount to be allowed when this quantity is purchased.

  3. Click the Save tile.

  4. Continue in this way if you wish more than one level to be to be allowed, saving each level before entering the next one.

Meat and Milk Withdrawals

This option can be used to add any standard label text that applies to a specific species, including meat and milk withdrawal instructions. When a label is printed for that animal species, then that text will be included automatically, together with any standard label text already saved against that product.

Select the species from the drop-down box, type in the text and click the Save tile.

Stock Holdings

For products that have been marked to Maintain Stock Levels, this screen displays the stock levels per branch for the product. To filter for a specific branch, select the branch from the drop-down box.

It displays location, batch number and expiry date (if applicable), stock holding for that location, how many are allocated (eg uncommitted or in the batch).

Information

This option can be used to link documents to a stock item (or 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.

(Please see the manual for more detailed information.)

Notes

This option can be used to link to a web address to the product so that this can be accessed easily at the point of sale. The link can also be displayed on invoices when the product is sold and can work as a hyperlink on emailed PDF invoices.

It is also possible to print a QR code of the web address on a drug label which can be scanned by the client to navigate to the web address specified.

If no web address is entered, notes can be typed or pasted in and the notes can be accessed instead a web address at the point of sale.

Type in the Web Address or Notes and click Save.

Branches

This screen is used to store ideal order levels for the product per branch and is used to generate an order for the branch based upon existing stock holdings as compared to ideal stock levels.

Special Prices

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

  1. Select a Terms Code.

  2. Type in a discount value for that Terms Code.

  3. Click Save.

SMS

If you wish to enable automatic text reminders for specific products, this screen will enable you to set the reminder details for the product and the message layout. Please contact Support for details and help with configuring this feature.

Track

Click this tile to list the stock movements for the existing product.

DISPENSING FEES

Dispensing fees can be added (automatically per product) to the work entry screen, or manually added/changed or removed at the point of sale. The description of the dispensing fee will be displayed in front of the description of the product and the charge added to the stock charge before VAT is added. A default dispensing fee can be set for each product and can vary according to the animal type.

They can be configured from the Stock System Setup desktop. Select Settings on the Assisi Desktop, click the Stock tile and click the Dispensing Fees tile.

There is a Sub Units box on the bottom right of the screen – when this is ticked the display shows the settings for inner (sub) units and, when it is unticked, it shows the settings for outer (main) units.

To Add a New Dispensing Fee

  1. Click on the New Fee link on the left-hand side of the screen.
  1. Type in the Code, Description and Sales Prefix for both the main and sub units for the new dispensing fee and click Save. This adds the new dispensing fee to the list of existing fees.

Prices now need to be added to the dispensing fee for all relevant Animal Types for both Main and Sub Units separately.

Main Units

  1. Select the new fee by clicking on it.

  2. Make sure that the Sub Units check box is unticked and click Add Price.

  3. Select the first Animal Type.

  1. Type in the Value of the charge, excluding VAT.

  2. Select a Charge Basis.

  3. One-off Charge – the value is charged only once, irrespective of > how many units.

  4. Per Item – the value is multiplied by the number of units.

  5. Percentage Value – the value is calculated as a percentage of > the cost of the stock.

  6. Select a Sales Analysis code – this is optional and would enable you to filter your reports for the value of your dispensing fees charged and also be used for discounting the fees for specific clients.

  7. Click Save.

  8. Repeat from Main Units Items 1-7 above until the prices for Main Units for all relevant Animal Types have been added.

Sub Units

  1. Reselect the fee.

  2. This time, make sure that the Sub Units check box is ticked and the screen will refresh.

  3. Click Add Price.

  1. Repeat as per Main Units from Items 3-7 until the prices for Sub Units for all relevant Animal Types have been added.

To Edit an Existing Dispensing Fee

Click on the fee to be edited in the box on the left hand side of the screen. This will display the settings for that code on the right hand side of the screen.

Make sure that the sub unit check box is set as required and double-click the animal type that you wish to edit. The edit screen will be displayed for that dispensing fee. Make any changes that you wish to make and click the Save tile.

Make the changes and click the Save tile for each category for both Main and Sub Units.

To Delete a Dispensing Fee

Display the fee to be deleted as above (make sure that the sub unit box is ticked or unticked correctly) and click the Delete tile.

You cannot delete a Dispensing Fee, however, if it is still assigned to a product on the Maintain Stock Item screen.

Stock Locations

To Add a Location

  1. All existing stock locations will be displayed on the Stock Location Details screen. Click the New Location link. This activates the location details on the right hand side of the screen. (Stock locations can be shared between branches, irrespective of which default branch is allocated to the location.)

  1. Type in a Code and Description for the new location.

  2. Select the branch for which the new location is to be created.

  3. Cancel Batch Tracing: Tick this box if you wish to disable batch tracing for all products for this location.

  4. Waste Stock: Tick this box (and the Cancel Batch Tracing box) if you are creating a stock wastage location to which waste stock or stock discrepancies can be transferred. You will not be able to sell stock that has been transferred to a wastage location.

  5. Click Cancel Batch Tracing and Waste Stock if the location is not a stock holding location, ie if it is a location from which stock is not to be sold.

To Edit/Delete Existing Locations

Click on the branch to be edited/deleted. Edit any of the existing details and click the Save tile or click the Delete tile to delete the location.

Outer and Inner Units

Outer and inner units are validated on the stock file but you can create new unit descriptions, as required. Select Settings on the Assisi desktop, click Stock and click Outer Units or Inner Units.

Click New Unit, type in the description and click the Save tile.

Generics

There is a standard list of generic codes on the system which can be added to a product file for analysis purposes.

  1. Click the Generics tile.

  1. Click the New Code link.

  2. Type in a code (alpha numeric, maximum 10 characters) and description.

  3. Click Save.

Makers

Manufacturers can be stored on the product file – you can create your own list of manufacturers.

  1. Click the Makers tile.

  1. Click the New Code link.

  2. Type in a code (alpha numeric, maximum 10 characters) and description.

  3. Click Save.

Analysis

Sales analysis codes can be created for both stock and services and used to identify that the product is a specific type of product. This allows you to use these codes for financial analysis, for printing reports in sales analysis order and also is the mechanism for specifying that a product is batch traceable.

To create a new code

  1. Click the New Code link.

  1. Type in a code (alpha numeric, maximum 10 characters) and description.

  2. Select whether the code is to be used for stock or fees.

Items 4, 5 and 6 apply to stock analysis codes only.

  1. Click the Trace Stock check box if the code is to be used to identify products that are batch traceable.

You will not be able to edit this setting if any product with this analysis code already has stock holdings. All current holdings would need to be transferred out to a wastage location and the stock received back in when the Trace Stock setting has been changed.

  1. Force Tracing - There is a setting for each stock location that allows you to not trace stock in that location. By default, that will not trace any stock at all. The Force Tracing option overwrites that setting for this sales analysis code only.

  2. Suitably Qualified Person – not yet implemented, but it is intended to add a check box to the users screen to identify a user who is qualified to dispense medicinal stock. If this box is ticked, the check will be carried out and anyone who is not deemed to be qualified to dispense such products will be unable to do so.

  3. Click Save.

Suppliers

To Add a New Supplier

  1. Click the New Supplier link.

  1. Type in a code (alpha numeric, maximum 10 characters) for the supplier.

  2. Complete the contact details.

  3. Click Save.

Import Wholesaler File

Stock Price Update Routine

Stock prices can be updated for any products that have a positive mrkup% value using your main supplier’s price update file for the following suppliers:

Covetrus, MWI and NVS

Support has also recently been added for the following Irish suppliers:

BiMEda, Chanelle and Interchem

C & M (Covetrus Ireland) This price file is provided in Excel and needs to be saved as a tab separated .txt file before it is run.

  1. Having previously downloaded the file from your wholesaler, click the browse button and open the relevant file.

  1. Select your supplier from the drop down list.

  2. The Update Stock File box will be ticked by default. Leave this ticked to update the cost price of relevant stock products.

  3. The Allow Price Reductions box will not be ticked by default. Only tick this box if you wish to reduce your stock prices when the cost price has been reduced.

  4. Click Import File.

Please Note: This will update prices of products, where applicable, where:

  • the correct Supplier Name and Supplier Ref are specified on > the Stock Product Maintenance Screen and

  • the Markup % field is not set to zero.

Catalogue Reports

You can print the following stock catalogue reports once the price update routine has been run.

Price Changes

Additions to the Catalogue

Deletions from the Catalogue

Select Reporting>Monthly Reports>Wholesaler Catalogue Reports to print these reports.

Import VetWest File

If you are a member of the VetsWest Buying Group, and HSAH is your default wholesaler, you can import a price file that is provided by VetsWest to update the relevant Supplier Discount and Manufacturer Discount values on your stock file and calculate the Nett Nett Cost Price for relevant products.

(See the User Manual for more details on how to import this file.)

Fix Expiry Dates

If you have inadvertently booked in batch-traceable products with the same batch number but with different expiry dates, this option will highlight the discrepancies, allow you to specify which date is correct and update the records accordingly.

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

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:-

  1. Type all or part of the description in the Description field, and/or

  1. Type in part, or all, of a fee code; or

  2. 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.

  3. 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.

  4. 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

  1. Move the highlight bar to the fee that you wish to select.

  2. The highlight bar can be moved up and down the list with the Up > and Down Arrow keys.

  3. The Enter key can also be used to move down the list.

  4. You can left click on a product with your mouse to highlight it.

  1. Click the Select tile.

  2. You can also double click with the mouse to both highlight and select it at the same time.

To Add A New Professional Fee

  1. Click the Add tile.
  1. 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.

  1. 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.

  2. 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.
Always Allow User Pricing Tick this option if you wish to override a user permission that is set to not allow users to edit prices – for this product only.
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.
  1. 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.

  1. Click Settings>Professional Fees>Professional Fees.

  1. Search for and display the fee.

  2. Click on the fee line, click the Rename Code tile and read the notes carefully.

  3. Type in the new fee code and click the tick to check that the new fee code is available.

  4. 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:-

  1. Display the fee and click Stock.

  1. Click the Add tile.

  2. Type in, or search for, the Stock Code. The Description of the product will be displayed.

  3. Type in the quantity to be destocked and confirm the unit.

  4. Click the Save tile.

    Notes:

  5. Linked stock does not affect the price of the fee charged, it is for stock control only.

  6. You can link more than one product to a fee.

  7. 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:-

  1. Display the fee and click the Recalls tile.

  1. Type in, or search for, the Fee Code. The Description of the fee will be displayed.

  2. 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.

  3. 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.

  1. 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.

  1. Click the Cleanup tile and click the Add tile.
  1. 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/Special Prices

See pages 11 and 12.

Analysis

See page 15.

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.

  1. Click the Global Adjustment tile.

  1. Select All codes or a specific Sales Analysis Code.

  2. Type in a percentage adjustment and click the Calculate tile.

  3. This will display the list of all fees to be uplifted, with the old and new prices displayed for checking.

  4. To print a list of the proposed price increases, click the Print tile.

  5. If you wish to continue with the price adjustment, click the Continue tile.

  6. Confirm that you want to update the prices when prompted by clicking the Yes button.

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, filter for a group of > fees if preferred.)

  • 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.

MULTI-LINE ROUTINES

Multiple entries – ie combinations of stock, fees, clinical and invoice text and see again instruction - can be saved to a single Multi-Line Routine Code for common procedures. These routines can then be recalled (and edited if required) in order to speed up work entry by just specifying the routine code.

  • You can include certain multi routines in the results of a fee search so that they are included for selection at that point. These will be displayed in a different colour.

  • Routines can be filtered by animal category (not species).

To Set Up a New Routine

  1. Select Settings from the Assisi Desktop and click the Multi Line Routines tile to access the Work Routine Setup screen.

  1. Click the Add Routine tile and type in a Code and > Description for the routine.

  2. Click the tick to Save. The new routine will then be displayed.

  3. Click the routine and click the Edit Routine tile to add the > required work lines.

  4. You will need to edit stock lines after loading a routine to set up > label details and, where relevant, batch numbers and expiry dates. > Quantities can also be edited, if required.

  5. You > can choose to add stock and fees to a routine at zero price by > clicking the Zero Charge tick box. These prices can still > be edited when the routine is loaded, if required.

Note: It is possible to add the same products and services to the routine multiple times.

  1. There is no need to save the entries; each line is automatically > saved as it is added to the Routine.

Setting Properties

To set properties for a routine, click on it and click the Properties tile.

Show in Fee Searches: Tick this box if you wish this routine to be included in the search results for professional fees.

Animal Types: Tick the relevant animal types that apply for this Multi-Line Routine.

To Edit an Existing Routine

  1. Click the routine and click the Edit Routine tile to display any existing entries for that routine.
  1. Click on an existing line and click the Edit Line or Delete > Line tile and/or add any new lines required.

To Delete an Existing Routine

  1. Click the routine and click the Delete Routine tile.