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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 Sort 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 Select All or click on the individual selection boxes.

  8. Click the Tick box to print the report.

UNCOMMITTED WORK

The value of an uncommitted consultation is not included in the client balance until it is committed. It is important, therefore, to regularly check that work hasn’t been left uncommitted unintentionally. Clinical text also needs to be committed or it will not appear on a Record Card Print; similarly, Clinical Observations also need to be committed.

One way of doing this is to use the Clipboard. If there is any uncommitted work for any animal on the client’s record, the tick on the clipboard 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.

There are also ad-hoc reports that can be run regularly 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. If you click on the consultation header, an Uncommit tile becomes available on the right-hand toolbar.

  1. Click the Uncommit tile.

  1. Click the Add New tile.

  2. The previously batched work will then be displayed as an uncommitted consultation at the top of the New Consultation screen. Select this and make the necessary amendments.

  3. Click the Complete tile to re-batch the work or click Raise an Invoice if you wish to raise an invoice at that for that consultation.

PROCESSING BATCHED WORK

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

  • To process batched work for an individual animal, double click the batched value on the Animal Screen.

  • To process the batch for multiple clients at month end, 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. These will be consolidated into a single document when printed using the Print Invoice Batch option in the Transactions Menu – see more detailed notes on page 7.

  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 identified, click the Save tile to produce the invoice/s.

  10. The invoices then become held invoices and can be printed as a run of held invoices from the Transactions tile on the Assisi Desktop – see page 7.

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 where 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. Zero will include all.

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 (Save) in the bottom right hand corner of the screen to process the surcharges.

TRANSACTION AUDIT

If you are a multi-branch practice where your servers replicate with each other, 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 Transactions on the Assisi Desktop and then click Statement Run.

  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 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. (The held invoice run routine allows you to print a statement at the same time as the held invoice is printed.) Untick it if you don’t do a monthly held invoice print run as you could have some clients with held invoices that won’t be printed, therefore resulting in some clients not receiving a statement at all.

  6. Send by Email if Possible – If this setting is ticked then, providing that you have transactional email facilities set up, statements can 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 for the current run. The statement layout must have the Statement Message field enabled and configured on the statement layout for this message to be printed.

  8. Forced Layout – the statement run normally prints to the default layout set on each customer’s Terms Code. However, you can overwrite that by selecting a specific layout for each run from the Forced Layout box. The standard Default Statement layout is a summary statement showing only the total value of invoices and the standard Detailed Statement layout itemises the value of every line on each invoice.

  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.

  11. Select those clients that you wish to include in the statement run.

Select/Deselect All. You can click Select All and then manually remove the tick for those clients that you wish to exclude.

Combination of Emailing and Printing Statements Using Different Layouts

If you wish to use different layouts for emailed clients to those who have a printed statement (say you normally print your statements onto headed paper), you can carry out separate runs for each output method by clicking Select Email and Select Non Email in turn and choosing the relevant layouts in the Forced Layout selection box.

  1. Click Save to produce the statements.

PRINTING HELD INVOICES

If there are several held invoices for a client, this routine will consolidate the printout into a single document, although they will remain as separate invoices on the client’s financial screen.

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.

  4. You can select zero value held invoices and then mark them as printed.

  5. Select those clients that you wish to include in the invoice run.

Select/Deselect All

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. Send by Email if Possible – As with a statement run, if this setting is ticked then, providing that you have transactional email facilities set up, invoices (and included statements) can 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.

  4. Invoice/Statement Layouts: Select the relevant layouts for the print run. See notes below regarding different layouts for emailed documents to those printed.

  5. You can include a PDF flyer when emailing held invoices. Click the Include Flyer PDF (Email Only) box and search for and select the document to be attached.

  6. Click the Save tile to email or print the invoice/statement/pdf flyer. If you have selected to send by email where possible, for those clients with a valid email address in the Primary Email field on the client record with a tick alongside it, then the invoice/statement/flyer for those clients will be emailed and, for all other clients, they will be printed.

Combination of Emailing and Printing Held Invoices/Statements Using Different Layouts

The difference between a held invoices run and a statement run is that, once an invoice has been printed, it will no longer appear in the held invoice list. If you wish to use a different layout for your emails to that for your printed documents, you should send your emails first (see notes below) and then print your remaining invoices, selecting the forced layout in each instance.

  1. Click Select Email first, click Send by Email if possible and choose your Forced Layout before sending.

  2. Select Email

  3. To print your remaining invoices, click Select Held Invoices to Print to display the remaining invoices.

  1. Click Select All, leave Send by Email if possible unticked and choose your Forced Layout before sending.

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.

  2. Carry out an audit (see notes page 5) to make sure that there are no variances that need correcting prior to setting the new Accounting Period.

  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 kind of transactions past that date, even clinical text.

STANDARD MONTH-END REPORTS

Aged Debt Report

  1. Click Reporting from the Assisi Desktop.
  1. Click Monthly Reports and then click Aged Debt.

The Aged Debt filters can, of course, be set as required, but for month-end purposes, the following are the usual default settings.

  1. Select a Customer Branch Filter if applicable and leave the Customer Type Filter set to All.

  2. Set the base date on which to produce the figures. This defaults to the current date but can be back-dated to the month end, if preferred.

  3. Leave Show Credit Balances set to True.

  4. Leave Minimum Balance to Include set to zero.

  5. Leave Minimum Age in Days of Balance set to zero.

  6. Leave all Terms Codes ticked.

  7. Leave the Exclude Clients on box blank.

  8. Click Print or Export to Spreadsheet on the right-hand toolbar, as required.

Cash Received Month End Report

  1. Click > Reporting from the Assisi Desktop.

  1. Click Daily Reports.

  2. Click Cashbook.

  3. Select the branch filter as appropriate.

  4. As this is a monthly Cash Received Report and not being used to reconcile your daily takings, deselect the Cashing Up box by clicking on the tick to remove it.

  5. Set the From and To dates accordingly.

  6. Leave the Customer field blank.

  7. Leave Payment Method set to All.

  8. Select Detailed Report and click Print or Export to Spreadsheet on the right-hand toolbar, as required.

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).

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

Service Reports

Stock Reports

Summary Grid

Vet

VAT

  1. Double-click the folder to display the reports.

  2. Double-click a report to open it and click Execute.

  3. Click Print or Export to Spreadsheet.

The following reports are available within these folders – either as a total for all branches or by client branch. Double-click each folder to view the 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)

Showing

  • Total 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 Figures

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

VAT - Standard Accounting Only

  • VAT Summary

  • VAT Transaction Report

VAT Cash Accounting

Note: For Cash Accounting, use the Cashbook Report for your VAT liability figures, not the month-end usage reports – see previous notes on page 9. There is a VAT summary at the end of the report.

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.)

Making Tax Digital

There is also a facility to export figures as part of the Making Tax Digital module which can be imported into the following accounting packages to comply with Making Tax Digital regulations.

  • Sage

  • Xero

  • QuickBooks

The export routine outputs the summary VAT data in a date range which can be imported into these accounting packages to generate digital VAT returns, either for Standard/Accrual VAT (invoices) or Cash Accounting VAT (payments) that agree with the VAT figures that are generated in Assisi in the same date range.

The VAT Transaction Report or the Cashbook Report in Assisi, in the same date range, qualifies these summary figures.

(User Permissions apply - Transfer Figures to Sage, Transfer Figures to Xero or Transfer Figures to QuickBooks.)

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 they will be able to track their performance against their 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

There are separate notes available for the KPI module.