ASSISI VETERINARY SYSTEM

Recording Payments

Support

Tel No: 01270 310046 (Option 2)

Email: support@practicepoint.freshdesk.com

The Waiting to Pay list is generally used by vets in the consulting room to advise reception staff that all of the chargeable work has been added and that they can continue to process the payment. Reception can then navigate from the list to the client’s Account Overview screen to record the payment.

If you are adding the work and recording the payment yourself, however, then there is no need to add the client/animal details to the Waiting to Pay list – just untick the Waiting to Pay list on the Finalisation Consultation screen before committing the consultation and then click the Account tile when the Animal Screen is redisplayed.

There is a Work Flow link on the Appointment Book screen and the Animal Screen or you can select the Work Flow tile on the Assisi Desktop.

On the Work Flow screen, select the Waiting to Pay list from > the List Name box. Once the clients’/animals’ names appear on > the list, double click the line entry and select Navigate.
This will navigate to whichever screen has been configured as the > Navigate option on that list and it will remove the entry from > the Waiting to Pay list. If there is more than one entry for > that client on that list, ie one for each animal, only the entry > from which you navigated will be removed. Any other entry will > need to be deleted manually by double clicking and selecting > Delete Item.
Usually > you will be navigated straight to the client’s Account > Overview screen but if your list is configured to navigate to > the Client screen, you can check whether there is still any > uncommitted work for the client and, if not, click the Financial > Account tile in the top right-hand corner of the screen to > record the payment.

Client Account Overview Screen

On the left-hand side of the screen, a summary of the financial details for the client will be displayed and, on the right-hand side of the screen, individual financial transactions will be displayed, ie invoices, credits, payments and refunds, etc.

Terms Code

This code determines which Terms Code has been allocated to the client and defines the terms for that client, ie discounts, surcharges, etc. To change the client’s code, click the down arrow to the right of the Terms Code box and select the new code from the drop-down list. Click Save.

Customer Discount

This field allows you to allocate a general customer discount to the client that will be applied each time that work is charged. Type in the percentage discount and click Save.

Note: The configuration of the Terms Code itself specifies whether this discount applies to stock only, fees only or both stock and fees. There is also a separate setting on the stock and fee files (Allow Discounts) where you can exclude specific items of stock and fees from any such discounts.

Aged Debt

This section displays the financial status of the client. It displays:-

The client balance. This takes into account any credit and unallocated cash that is present on the account.
This total debt is then broken down according to the age of the debt into the current period (30 days or less), 31 to 60 days, 61 to 90 days and greater than 90 days.

Unallocated Cash

This displays the total payments that have been recorded but not yet allocated against invoices. Unallocated cash is included when calculating the client’s balance.

Batched Work

This displays the total value of any batched work for the client – for all animals. (The total value of batched work for an individual animal is displayed at the top of the Animal History screen.)

Batched and uncommitted work is not included in the client’s balance so, if there is batched or uncommitted work on the account, you should check whether this needs to be processed before taking payments. If any uncommitted work exists on the account, the value of this is displayed on the Client screen, which is why some practices prefer to navigate to the Client screen before selecting the Account Overview screen.

Processing Batched Work for Individual Clients/Animals

Batched work can be processed:

for an individual client - click the Batched value on the Client screen for that client.
for an individual animal – double-click the Batched value at the top of the Animal Details/History screen.

Click the selection box, make sure that the invoice date is correct and click Save to produce the invoice. The invoice then becomes a held invoice and can be printed individually from the financial screen or included in the month-end run.

Note: You can process all batched entries for multiple clients if you have a series of batched invoices to process. This is covered in the Month End Training Notes.

Financial Transactions Display

This screen displays details of all financial transactions for the client, in date order.

The value of all invoices is displayed in the Debit column.
The value of all credits, payments and refunds are displayed in the Credit column.
The Type indicates whether the transactions are invoices, credits or payments/refunds.
An Inv type coloured green indicates an invoice that is fully paid.
An Inv type coloured amber indicates an invoice that is part paid.
An Inv type coloured red indicates an invoice that is fully outstanding.
The Balance column is a line-by-line rolling balance of the account.

To Record a Payment

From > the client’s Account Overview screen, click Record a > Payment on the right-hand toolbar.

The Financial Transactions screen will now display only > outstanding
> transactions.
Complete the Payment Details on the left-hand side of the screen > and check that the Print Receipt, Email (if you have > transactional email facilities enabled) and Open Cash Drawer > boxes are ticked appropriately.
The payment now needs to be allocated against an invoice before it > is posted – unless it is a genuine payment in advance - otherwise > the payment will be saved as Unallocated Cash and the > invoice/s will remain outstanding.
The > payment amount available for allocation will be displayed in the > Total Payment box. This will include any Credits and > Unallocated Cash.

As you allocate the payment against the invoice/s:

The Allocated box will calculate and display how much of that > payment has been allocated to invoices.
The > Remaining box will calculate and display how much of the > payment still remains to be allocated. There are more details > overleaf regarding payment allocations.
Once the payment has been fully allocated, where appropriate, click > Post.
If > you click Post with some of the payment not allocated, a You > still have unallocated cash prompt will be displayed.
If you click No, you will be returned to the allocation screen > to allocate the rest of the payment before clicking Post > again.
If you click Yes, then the remaining payment amount will be > stored as Unallocated Cash
You > may be prompted to enter your Assisi username and password, > depending on how your username has been set up.
If > the Force Password Entry (Payment) box has been ticked for > your username, this prompt will appear. The username displayed > will default to the current class="underline">logged-on class="underline">user.
Check that it is your correct username and, if not, amend it > accordingly in the username field, enter your password and click > the Tick to continue.

This will not change the current logged-on user but it will store your own username against the payment details.

Payment Allocations and Adjustments

Notes: You can click the Clear tile at any point prior to posting the payment to clear any allocations if you wish to restart the allocation process.

Held invoices that are marked as paid, or part-paid, are automatically marked as printed and will no longer be classed as a held invoice.

Automatic Allocation

Note: Credits and Unallocated Cash will be included in the amount available for allocation when selecting Automatic Allocation.

Automatic allocation is the quickest and simplest method of allocating payments against invoices but it is not always the correct method. If selected, it will allocate your payment against the outstanding invoices in the order that they appear on the financial screen, until either all of the invoices have been paid or all of the payment has been allocated.

Manual Allocation

If the Automatic Allocation option does not meet your requirements for allocating the payment, you can select invoices in the order that you require and specify how much of the payment is to be allocated against that invoice.

Make > sure that you move the cursor from the Amount box once you > have typed in the payment value and click on the first invoice > against which you wish to allocate payment. The invoice details > will be displayed at the bottom of the screen.

Any Settlement Discount Available will be displayed along with the relevant Due Date, where applicable.

Double-click the outstanding amount on the invoice against which you > wish to allocate the payment. This will allocate as much money as > is available - to pay off the invoice in full. Any money left over > can be allocated against a different invoice. If the payment is > less than the value of the invoice, then the invoice will remain > part-paid.

Alternatively, you can click on the Allocate box on the bottom right-hand corner of the relevant invoice and type in the amount to be allocated against that invoice. If you also wish to allocate a discount, this should be typed into the Discount box. Click away from this box and the Allocated and Remaining boxes will be updated accordingly.

The amount allocated against an individual invoice can be less than the invoice value - but not more - and the amount allocated in total cannot be more than the payment amount.

Continue in this way until you have allocated the appropriate > payment amount against each relevant invoice and click Post to > save the transaction.
If you are unable to allocate all of the payment amount, eg if the > client still has unallocated cash when all invoices have been paid > or you’re not sure against which invoice to allocate then, you > will be warned that you still have unallocated cash but you can > still continue to post the payment and any remaining amount will > be saved as Unallocated Cash.

To Change the Payment Method or Branch

There is an option to change the Payment Branch and Payment Method after a payment has been posted (a user permission applies to change the Payment Branch). There is also an application preference setting and user permissions that allow/prevent these changes on payments that have already been cashed-up.

To > change the payment method on a payment that has already been > posted but not cashed-up, click on the payment line and click > Transaction Information on the right-hand toolbar.

Choose > the relevant option from the Method drop-down box on the > left-hand side of the screen, click Save and then click > Back to exit. There is no user permission associated with > changing the payment method prior to cashing-up.
You can also change the Payment Branch in the same way but, for > this, you will need to have the user permission Change Payment > Branch activated.
There is an Application Preference that allows or prevents the > Payment Method or Payment Branch being changed after the > payment has been cashed-up – and even with this set to true, only > those users with permission to do so will be able to change the > method or branch in these circumstances. The Application > Preference needs to be set by our Support Team and the User > Permissions, which you can set yourself, are:
Retro Change Payment Method
Retro Change Payment Branch

To Pick Up Unallocated Cash and Allocate Against an Outstanding Invoice

Record a cash payment for a zero amount.
Overwrite the Narrative to read Payment Allocation > instead of Payment - Thank You.

The unallocated cash will be included in the amount available in the > Total Payment box. Allocate this to the correct invoice.
Click Post to save the transaction.

To Allocate a Credit Against an Outstanding Invoice

A credit note (ie a negative value invoice) can be used to pay, or part pay, an invoice and, although it is correctly reflected in the client balance, it will remain outstanding, along with the relevant invoice, until it is allocated against an invoice.

If you select the Automatic Allocation option when taking a payment, any credit amounts will be included in the cash available for allocation. However, if you want to be more selective about which invoice a credit is allocated against, it is better to allocate the credit manually.

Make a note of the invoice number against which you wish to allocate > the credit.

Record a cash payment with a zero amount.
Overwrite the Narrative to read Credit Allocation instead of > Payment - Thank You.
Click > on the credit to select the transaction and double-click the > Outstanding Amount.
This picks up the negative value of the credit note for allocation > against an outstanding invoice.
You can either:
Click > on the invoice against which you wish to allocate the credit and > double-click the outstanding amount for that invoice, thereby > reducing the amount outstanding on that invoice by the value of > the credit, or
you can click on the Allocate field on the Transaction Summary > Box at the bottom of the screen and manually type in the amount > to be allocated against the invoice. If you type in the value > manually, you will need to move the cursor out of the Allocate > field before the display is updated.
Click Post to save the transaction.

To Refund/Reverse a Payment

If the payment has already been allocated:

Make a note of the invoice to which the payment has been allocated.
Record a negative payment for the relevant amount –
The payment method should be the same as that which was originally > entered when the payment was first recorded.
Type in the payment amount as a negative value, ie to reverse a > payment of £25.00 type in -£25.00.
The default Narrative for negative payments will be Refund > but this can be overwritten with something more meaningful if > preferred.
If the invoice to which the payment has been allocated is no longer > outstanding, click Show Matched Txs to display the invoice.
Click > on the relevant invoice and then click on the Allocate box on > the Transaction Summary and type in the negative payment > amount.
Post the payment without allocating it to an invoice and the > original invoice will be marked as outstanding once again.
You can then raise a credit note and allocate the credit note to the > invoice if relevant.
If you have allocated a payment to the wrong client, refund the > payment as previously explained and the payment can then be > processed for the correct client.

If the payment hasn’t been allocated and is on the account as Unallocated Cash:-

Record a negative payment for the relevant amount as previously outlined and Post the payment without allocating it to an invoice. This will reduce the value of the Unallocated Cash accordingly.

Allocation Adjustment

If you have allocated a payment against the wrong invoice, this can be adjusted as follows:

Make a note of the invoice against which the payment has been > allocated.
Record a payment for a zero amount.
The payment method should be the same as that entered when the > payment was first recorded.
Overwrite the Narrative to read Allocation Adjustment instead of > Payment - Thank You.
If the invoice to which the payment has been wrongly allocated is no > longer outstanding, click Show Matched Txs to display the > invoice and click on it.
Click > on the Allocate box on the Transaction Summary and type in > the negative value of the original payment amount. This will pick > up the equivalent value and display it in the Remaining box on > the Payment Summary.
Allocate the payment to the correct invoice.
Post the payment.

PRINTING

To Preview/Print/Reprint an Invoice

Click > on the Invoice line.

Click Reprint Transaction on the right-hand toolbar.
A > preview of the invoice will be displayed on the screen.
Click Print in the top left-hand corner of the screen.

To Print/Reprint a Receipt

Click on the payment line.

Click the Reprint Transaction tile, as above.
Unlike with invoices, a preview will not be displayed. The receipt will be sent directly to the printer mapped to that user.

To Print a Statement for an Individual Client

From the client’s Account Overview Screen, click Print > Statement on the right-hand toolbar.

Set > the Statement Date – this will show as the date that the > statement was printed.
Set the Transactions Start Date and Transactions End Date – > these determine the range of transactions that will be itemised on > the statement.
A Brought Forward figure will be displayed that represents the > balance as it was at the Start Date;
each transaction that occurred between the start and end date > specified will be itemised; and
a Carried Forward figure will be displayed that represents the > balance as it was at the End Date.
Layout – the statement layout will default to that stored > against that client’s Terms Code. This can be changed, if > required.
The Default Statement is a summary statement and itemises each > transaction (ie Invoice, Credit Note, Payment or Refund) in the > date range, along with the total value and a rolling balance for > each transaction.
The Detailed Statement layout breaks down the invoices and > credit notes into individual lines of entry and displays a value > and a rolling balance for each line.
Click the Tick to print the statement – OR

To preview the statement, click the Show Preview box before you click the Tick. To print from the preview, click Print on the toolbar in the top left-hand corner of the screen.

To Print a Cashbook Report For Till Reconciliation

Click Reporting and then Daily Reports>Cashbook on > the main Assisi Desktop.
Filter for the branch if applicable.
Leave the Cashing Up box ticked. This will ensure that only > payments that have been recorded since you last cashed up will be > included.
The From and To Dates, Customer and Payment > Method will remain inactive for the standard cashbook report. > (These are options that would become active if you deselected the > Cashing Up box to print a general report for payments received > in a date and time range and/or for a specific customer/payment > method. With the Cashing Up box unticked, any such reports > would not affect the cashing up facilities.)
Select Detailed or Summary report, as appropriate.

A DETAILED report lists each individual payment, showing:

A unique payment number

Client reference number and name

Transaction Date

Payment method

Payment amount (including VAT)

Amount allocated

VAT amount

Any discount allocated

Payment branch

User ID for the payment

It then prints a Summary as a final page, which comprises of:
a breakdown of payments by payment method and displays the total > value of payments taken by each method which can be used to > reconcile your till; and
a total VAT Summary by VAT code.

A SUMMARY report prints only the final page Summary.
Click Print on the right-hand toolbar.

As you print the report, the following prompt will be displayed.
If you click Yes, then all of the transactions included in the report will be marked as printed, and the next cashbook report that you print with the Cashing Up box ticked, will start at the next payment recorded.
If you click No, then you can make amendments before reprinting the report and subsequently clicking Yes at this prompt.
You > can Preview the report prior to printing or export it directly > to a spreadsheet, neither of which will offer the Mark as > Already Printed option.

Cashbook VAT Summary

If you pay your VAT based upon the value of invoices raised in a date range (Standard Accounting), you can ignore the Cashbook VAT summary. Your VAT liability should be calculated using the standard month-end VAT reports.

If you pay your VAT based upon the value of payments received in a date range (Cash Accounting), you can use the Cashbook Report to calculate your VAT liability. You can remove the tick from the Cashing Up box, specify your date range and print a detailed report. All payments within that date range will be listed – which becomes your VAT Transaction List and the summary will produce the VAT liability, broken down by VAT code.

Cash Accounting for VAT

For VAT Cash Accounting, payments that have not been allocated to an invoice and remain on the account as Unallocated Cash, are not included in the VAT figures on this report - as the invoices against which this cash should have been allocated technically remain outstanding/unpaid and, more importantly, the VAT rate cannot be calculated until the payment has been allocated to the appropriate invoice.

It is important, therefore, that you monitor payment allocations carefully. The Cash Book Report includes a column which shows which payments have not been allocated.

In the example above, the first payment of £40.97 was taken and none of it allocated, so that transaction is showing a zero VAT value. This is because the correct VAT code cannot be determined until the payment is allocated against an invoice. £40.97 was left on the account as Unallocated Cash and the invoice remained outstanding.

If there are no outstanding invoices and the Unallocated Cash leaves the account in credit for that amount then this can be left, as VAT would not be due on payments made in advance.

If the payment was for an existing invoice, however, this needs to be allocated. To correct this retrospectively, a zero payment was recorded to pick up the Unallocated Cash and allocate it against the invoice so that the VAT liability could be determined and the invoice marked as paid. The zero payment is, therefore, correctly showing a VAT value of £6.83.

The Aged Debt Report also has a column headed COA, which highlights cash on account for clients where invoices are outstanding.

For details on allocating Unallocated Cash, see page 7.

To Print an Aged Debt Report

Click Reporting and then Monthly Reports>Aged > Debt Report on the main Assisi Desktop.

You > can filter for Customer Branch and/or Customer > Type, if required – by default, payments for all Customer > Branches and all Customer Types will be included.
The Base Date will default to today’s date – amend if required. > The report will produce a list of debts as they were at the > selected base date.
Show Credit Balances defaults to True. This can be changed > to false if required by clicking the True/False button.
Minimum Balance to Include will default to 0.00, which means > that all balances will be included. You can overwrite this with an > alternative value if you wish to include only balances over a > specified amount.
Minimum Age (in days) of Balance allows you to specify how old > the balance should be before it is included in the report. Zero > includes all balances.

Include Clients with Terms Codes

All Terms Codes will be displayed in this box, with all of them ticked by default. You can further filter by terms code by removing the ticks from the codes that you do not wish to be included. There are Select All and Clear All options to help with your selection.

Exclude Clients On

You can exclude clients on a specified list. The list would need to have the Suppress Statements/Aged Debt box ticked in the Properties section on the Work Flow List Design screen for the list to be displayed on the Aged Debt Report for selection.

Aged Debt Report Outputs

The following options are available for financial reports.

Print Preview – allows you to preview the report before printing.

Prints the report to your default report printer.

Outputs the report to your default spreadsheet programme.

Produces mail-merged letters to your clients who have outstanding debts (see the Assisi User Manual for more details).

Sends text messages to your clients who have outstanding debts (see the Assisi User Manual for more details).

Contents

Waiting to Pay List