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OVER-THE-COUNTER SALES

This feature allows you to sell stock, either against an anonymised client/animal record or against an active client/animal record, without first having to open a consultation on the work entry screen. It is a fuss-free way of recording over-the-counter stock sales and there is no facility for adding invoice or clinical text, or entering see again instructions or recording clinical observations.

All transactions recorded using this facility, whether against anonymised or active clients, have to be paid for at the point of sale.

Configuration

Before you will be able to use this facility, the option needs to be configured as follows:-

  1. Create an OTC Sales client and animal. The default option will be to post transactions against this client/animal record. You will, however, be able to search for and select an active animal’s record if you want the transactions to be posted on that animal’s record.

  2. Create a new Terms Code and allocate it to this OTC sales client. Set the default save option to be Post Invoice Transaction and choose your default layouts.

  3. Before you will be able to use this feature, configure the OTC Sales defaults on the Branch Details screen. Click Settings on the Assisi Desktop and then click Practice Setup>Branches. Click on each branch in turn that will be using OTC sales and click the OTC Sales Setup tile the branch details to set the following default options:

  4. Search > for and select a default client/animal.

  5. Specify the default Terms Code.

  6. Add your default payment Narrative. The payment narrative will > be displayed as the payment transaction’s Description on the > Account Overview screen.

  7. The user permission OTC Sales also applies. Make sure that this permission is allowed for all relevant users.

Using OTC Sales

  1. Click OTC Sale from the Assisi Desktop to select. (The Support tile has now been moved to the bottom left-hand corner of the Assisi Desktop.)

  2. You can change the default animal if you wish to record the sale against a different, active animal by clicking Search and selecting the appropriate animal.

  3. You cannot change the Date, Branch, Location or Terms at this stage.

  4. The Date will always be recorded as today’s date.

  5. The default Branch and Stock Location for any device are > set from the Map Screen Locations option. (Click > Settings on the Assisi > Desktop>Devices>Map Screen Locations.) > Practice Branch Location defines the default branch. > Default Stock Location defines the default location.

  6. The default Terms Code will be the one specified in the > Branch OTC Sales Setup screen, as outlined in the > Configuration section above. If you have any discounts or > special terms set up on the client’s Terms Code, then these will > not apply if you are using the OTC Sale option.

  7. The User will default to the current logged on user. Check that the User is correct and change it if necessary. If your username has the option Force Password Entry Work enabled, you will need to add your password before you will be able to proceed.

Note: Changing the User will not change which user is currently logged into Assisi.

  1. Click the Add tile in the top right-hand corner of the screen to add an item of stock.

  2. You can now specify which item of stock you wish to add, in the same way that you do so on the standard work entry screen.

  3. The Label Required box will populate according to how the > product has been configured in the stock file but you can add, or > remove, the tick as required.

  4. You > can quit and change product by clicking the Back tile at the > top left of the screen or click the Continue at the top right > of the screen tile to add the product to the list of transactions > to be charged.

  5. To add further products, click the Add tile again and continue as above.

Note: The entire transaction, prior to completion, can be cancelled by clicking either the Back or Desktop tile at the top left-hand side of the OTC Sale screen.

You can also manually delete an individual product that has already been added. If you click on an existing product, a Delete tile will be displayed on the right-hand toolbar. Click this to delete the transaction and then click Yes when you are prompted to confirm the deletion.

  1. Once all of the products have been added, select the payment method, check the Print Receipt tick box and click the Complete tile.

  2. An invoice will be posted to the selected account and the payment allocated against that invoice. The Save, Print, Default Layouts and Receipt options will default to those stored against the defined OTC Sales Terms Code.

  3. If the client is paying by card and your card machine has been integrated into Assisi, the card machine can be linked into the transaction by clicking the Card PDQ tile instead of the Complete tile. In these circumstances, the invoice will be raised and the payment amount transferred to the PDQ machine. Once the payment has been confirmed on the card machine, it will be recorded and allocated automatically in Assisi.