CLIENTS AND ANIMALS

Searching for Clients and Animals

Click the Find Client tile.

Type your search details into the relevant box/s
Customer Details Search Field

Search Field Type of Search

Name Client’s surname (beginning with search)

Address Any of the address fields (containing search)

Anywhere Any field on the client screen (containing search)

You can add more than one word to the Anywhere search field (each word separated by spaces) and you can then specify that you are searching for records with Any one or All of the words, wherever they appear on the screen or as a Phrase where all of the words appear next to each other on the screen in the same field.:-

Animal Details Search Field

Search Field Type of Search

Name Animal's name (containing search)

Anywhere Any field on the animal screen (containing search)

With the same Any, All and Phrase options as outlined above for the customer.

Select the required client from the search results and click the tick to display the results of your search.
Click the Select tile alongside the required client.

Adding New Clients

Click the Create Client tile.

Enter the client's details.
If a phone number has been added, click on the box to the right of > the telephone number field to indicate that the client agrees to > any text reminders that you may wish to send to that telephone > number.
Any fields with a down arrow to the right of the field indicates > that you can select an option from a drop-down list.
Click on the Communication box to indicate that the client > wishes to be added to your mailing list. Not ticking this box will > indicate that the client does not wish any communication at all.
You can toggle between General Comments and Others by > clicking on the required option.
Click General Comments and type the comments in the comments > box.
Click > Other to type in any comments that you may not wish to be > visible by default on the client screen.
When complete, click the tick in the top right-hand corner of the screen to save the client details.
Specify a Terms Code for the client by clicking on the Financial Account tile and selecting a code from the drop-down list Click the tick to save the entry.

Adding New Animals

With the Client Details displayed, click the Animal Records tile.

Click the relevant animal type tile on the left-hand side of the screen and fill in the animal's details. The default choices are Equine, Large Animal and Small Animal, with three different layouts, as follows.

Equine Screen Layout

Large Animal Screen Layout

Small Animal Screen Layout

The animal reference will be added automatically by the system once > the record has been saved.
The Active box will be ticked to indicate that the animal record > is active.
As you enter the DOB the animal's age will be calculated and > displayed automatically. Alternatively, you can add the age and > press the Enter key to calculate the date of birth.
The Date Registered will default to today's date.
The Scheme field relates to an In-House Insurance Scheme. Leave > this blank as this is not yet active in the software.
Click the Tick to save the record.
On Small Animal records, once the animal details have been saved and the animal details redisplayed, an Identichip Check Box will be displayed in red alongside the Identichip Number field. If this box is clicked, it will change to green and display the word Checked. Once the changes have been saved, this will remain green for a customisable length of time – the default setting is 180 days.
To add another animal, repeat from step 2 above.
To navigate back to the Client Details, click the Back tile.

PRICE ENQUIRIES

The price enquiry screen can be used to query fee and stock prices by branch. This can either be a general enquiry for standard prices or be linked to a client/animal, thereby taking into account any discounts/surcharges that have been allocated to that client/animal.

Click the Price Enquiry tile on the Assisi Desktop.

Select a branch from the drop down box.
Select a client/animal if required.
Click either the Service or Stock Price Enquiry tile as relevant. You can search either by fee code (beginning with search) or fee description (containing search).

Fee Price Enquiry

Enter the search criteria and click the Refresh tile or press the Enter key to display all of the fees that match your criteria.
The price will be displayed exclusive and inclusive of VAT.

Stock Price Enquiry

Enter the search criteria and click the Refresh tile or press the Enter key to display all of the stock items that match your criteria.
The price for sub and main units will be displayed exclusive and inclusive of VAT.
Dispensing fee codes will be displayed where appropriate.
Once the initial prices are displayed, you can double click a line entry and enter a
quantity – with or without a dispensing fee – to display a more detailed breakdown of the price. Be aware though that the dispensing fee will not be calculated and included unless you have based the search on a particular client or animal, as dispensing fees can vary depending upon the animal type.

APPOINTMENTS

Appointment Book Display

To access the appointment book, click the Appointment Book tile on the Assisi desktop.

The Windows scroll bar will allow you to scroll through the time slots for the day.

Appointment View

Each column is an appointment room. The default view will be today's date for all rooms. It is possible, however, to create custom views and use this as the default view for your practice.

Appointment Rooms

All rooms that are open for some part of the day being viewed that have been added to the selected View will be displayed. Any rooms that are closed all day on the selected date will not be displayed.

Base Date

The base date is the date displayed if viewing one day in the book or the start date if viewing multiple days. The base date can be changed using the navigation bar below or by using the calendar tool.

Navigation

You can navigate between dates by using the Navigation Bar.

Today

Back 1 week Forward 1 week

Back 1 day Forward 1 day

Back 1 month Forward 1 month

Calendar

Click the down arrow to the right of the date display.

The left arrow moves back a month.
The right arrow moves forward a month.
Click on the month name to display all months and click on a month to select.
Once the correct month is displayed, click on a day to select that date.

Time Window

The Time Window toolbar allows you to view multiple days at the same time – ie 1 day, 1 week, 1 month or 2 months.

The number of rooms displayed will depend upon how many rooms are linked to the view selected.

Work Flow

There is a link into work flow from this screen.

See Again

If a See Again Recommendation has been added during a consultation, a flashing

See Again icon can be displayed on the toolbar on the left-hand side of the appointment book as a reminder that a follow-up appointment needs to be booked. To set up this feature, on the Recall Glossary Setup Screen (Settings>Practice Setup>Recommendations), click the Book Appointment box on the applicable recommendation code/s.

Once configured, this reminder symbol will be displayed and will flash to draw attention to it. You can click on this tile and a list of appointments required will be displayed. Click on the relevant entry to put the client/animal details into the clipboard, which will default when a suitable appointment slot is double-clicked.

Appointment Booking

To Book an Appointment

Double click an available slot. The room and date/time will default according to the room and slot selected.

Select an appointment type from the Category box.
Click the magnifying glass to the right of the Client field to search for and select a client.
If you have navigated to the appointment book from the client > screen, the client will already be identified.
You can click the clipboard to display recently seen clients and > select the client from there, if appropriate.
Click the magnifying glass to the right of the Animal field to select an animal.
If you have navigated to the appointment book from the animal > screen, the client and animal will already be identified.
Type the length of the appointment into the Duration field.
Any further details about the appointment that you wish to record can be typed into the Details box.
Click the Save tile to confirm the appointment.

To Edit an Appointment

Double click the appointment and select Edit Appointment.

Make the required changes and click the Save tile.

To Cancel an Appointment

Double click the appointment and click Delete Appointment.

To Move an Appointment

Appointments can be dragged from one slot and dropped onto another slot. You can create a view for each room, select that room and view multiple days at a time to facilitate moving appointments.

All Day Events

It is possible to put a heading at the top of a room display – for example if you don’t have a room configured for each vet, then you could put the name of the vet/s who is/are working on that day.

To do so, double click any slot on that day in the relevant room and click the All Day Event checkbox on the top right hand side of the appointment confirmation screen. Type the message in the Description box and click the Save tile.

Other Double Click Options

Double Book Appointment – allows you to book two appointments in the same slot.
Add to Waiting List – you will be prompted to select the relevant list if there is more than one list configured to receive appointments. If there is only one list, the entry will default to this list.
Go to Client – navigates to the client screen.

To Attend an Appointment

Double click the appointment slot and select Add to Waiting List.
Select the required waiting list.
The appointment will change colour to show that it has been attended.
It will change colour again when the surgery call through the patient by selecting the Navigate option from the list.

Any appointments not attended by the close of day will be deemed to be Failed to Attend.

PAYMENTS

From the Client Screen, click the Financial Account Screen tile. This will display the financial screen for the client.

Waiting to Pay List

If you use a Waiting to Pay list, however, you should navigate to the client’s financial details screen from this list which is accessed via the Work Flow option. 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. Names should only appear on this list when the vet has finished adding all of the work for the client, otherwise you are at risk of recording a payment when there is still work to be added, perhaps for another animal for that client.
Once the client’s name appears on the screen, double click the line entry and select Navigate.

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

Client Financial Details

Terms Code

This code determines which Terms Code has been allocated to the client. 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 the Save tile to save the changes.

Customer Discount

This field allows you to allocate a general customer discount to the client. Type in the percentage discount and click the Save tile.

Note: The Terms Code specifies whether this discount applies to stock only, fees only or both.

Aged Debt

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

The client balance.
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, 61-90 days and greater than 90 days.

Unallocated Cash

This displays the total payments that have been recorded but not yet allocated against an invoice. Unallocated cash is included in the client’s balance.

Batched Work

This displays the total value of batched work for the client – for all animals. The total value of batched work for an individual animal is displayed on the Animal Details screen. Batched and uncommitted work has not been added to the clients’ balances so if there is batched or uncommitted work on the account, you should check whether this needs to be processed before taking payments.

Processing Batched Work for Individual Clients/Animals

Batched work can be processed:

for an individual client - double click the batched value on the Client Screen for that client.
for an individual animal - double click the batched value on the Animal/Work Entry screen.

Click the selection box, make sure that the invoice date is correct and click the Save tile to produce the invoice. The invoice then becomes a held invoice and can be printed individually from the financial screen.

You can also 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

This screen displays details of all financial transactions for the client.

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.
A green Inv type indicates an invoice that is fully paid.
An amber Inv type indicates an invoice that is part paid.
A red Inv type indicates an invoice that is outstanding.
The Balance column is a line-by-line rolling balance of the account.

To Print/Reprint an Invoice

Click on the Invoice.

Click the Reprint Transaction tile.

To Record a Payment

From the client’s financial screen, click the Record a Payment tile.

The Financial Transactions screen will now display only outstanding
transactions.
Complete the Payment Details and check that the Print Receipt and Open Cash Drawer boxes are ticked appropriately.
The payment now needs to be allocated against a payment – unless it is a genuine payment in advance - otherwise the payment will be saved as Unallocated Cash and the invoices will remain outstanding.
The payment amount will be displayed in the Total Payment box. > This will include any Unallocated cash.

As you allocate the payment against the invoices:

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 remains to be allocated.

To Allocate a Payment Against an Invoice

Please Note:

You can click the Clear tile at any point to clear any allocations if you wish to restart the allocation process.

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

Automatic Allocation

NOTE: Credits and Unallocated Cash will be included in the amount available to allocate 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, paying each invoice in full before moving on to the next invoice 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.

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 Discount Available will be displayed along with the relevant Due Date.
Double-click the outstanding amount on the invoice against which you wish to allocate the payment. This will allocate as much money 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 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. The Allocated and Remaining boxes will be updated accordingly.

The amount allocated against an invoice can be less than the invoice value - but not more - and the total amount allocated 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 the Post tile to save the transaction.
If you are unable to allocate all of the payment amount, eg if the client has paid an amount in advance or you’re not sure which invoice to allocate it against, then you will be warned that you still have unallocated cash but you can still post the payment and any remaining amount will be saved as Unallocated Cash.

Allocation Adjustment

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

Make a note of the two relevant invoice numbers and the payment amount.

Record a cash payment of zero amount.
Overwrite the Narrative to read Allocation Adjustment instead of Payment - Thank You.
Click on the invoice against which the cash was incorrectly allocated (if this is no longer outstanding, you can display it by clicking the Show Matched TXs box). De-allocate the payment by typing in a negative allocation, ie if the original allocation was £25.00 type in -25.00. You can then allocate the payment against the correct invoice as outlined above.
Click the Post tile to save the transaction.

Allocating Credits

A credit note (ie a negative value invoice) can be used to pay, or part pay, an invoice and it will remain outstanding 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 of zero amount.
Overwrite the Narrative to read Credit Allocation instead of Payment - Thank You.
Click on the credit note and click on the Allocate box.
Type in the total value of the credit note as a negative amount, (ie if the credit note is for
-£25, type in -25.00). This picks up the value of the credit note and allows you to allocate this value against the required invoice, thereby reducing the value of that invoice by that amount.
Click the Post tile to save the transaction.

To Refund/Reverse a Payment

Make a note of the invoice number against which the original payment was allocated. Also make a note of the payment amount to be reversed/refunded.

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 Narrative for negative payments will be Refund but this can be overwritten with something more meaningful if preferred.
If the invoice against which the original payment was allocated is no longer outstanding, you will need to click the Show Matched Txs box to display the invoice.
Allocate the negative payment against the appropriate invoice. This will mark the invoice as either fully or part outstanding once more.
Click the Post tile to save the transaction.

PRINTING

To Print a Statement For an Individual Client

From the client’s Financial Account Screen, click the Print Statement tile.
Set the Statement Date – this is the date that will be printed on the statement.
Set the Transaction Start Date and Transaction End 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 Start Date and a Carried Forward figure can 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.
Click the Tick to print the statement – OR
Click the Show Preview box to preview the statement before it is printed and click Print on the toolbar.

To Print a Cashbook Report

Click the Reporting and then Daily Reports/Cashbook tiles on the main Assisi Desktop.
Filter for branch if applicable – by default payments for all branches will be included.
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.)
Select Detailed or Summary report as appropriate – usually detailed.

The summary comprises of a breakdown of payments by payment method and displays the total value of payments taken for each method and the VAT for the value of the amount of the payment that has been allocated against invoices. It also includes a total VAT summary by VAT code. The VAT summary is only applicable if your practice uses the Cash Accounting method of paying VAT.

The Detailed Report lists all individual payments included in the > report and prints a Summary as a final page.
The Summary Report prints just the final summary page.

To Print an Aged Debt Report

Click the Reporting and then Monthly Reports/Cashbook tiles on the main Assisi Desktop.
Filter for Branch if applicable – by default payments for all branches 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 specific value.
Minimum Age (in days) of Balance allows you to specify how old the balance should be before it is included in the report.

FINANCIAL 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.

Select the animal and on the right-hand side of the animal history screen, click the Consent tile to the right of the History display.

Select the form that you wish to print.

The consent form will open and be automatically saved in the animal’s digital folder as it opens. You can edit the details and save your changes prior to printing.
The fact that a consent form has been printed will also be written to the animal’s history. You can double click on the link in the history to view the consent form at any time.

Please note that you should make sure that the consent form AND Open Office is closed once it has been printed.

Select the animal and double click on the relevant entry in the history.

This can be edited for a limited number of days – ie if you open a consent form that is over a week old, this will be opened as a read-only document.

RECEPTION STEP-BY-STEP SUMMARY NOTES

Clients and Animals

Searching for Clients and Animals

Click the Find Client tile.

Type > your search details into the relevant client/animal box/s
Select the required client from the search results and click the tick to display the results of your search.
Click the Select tile alongside the required client.

Adding New Clients

Click the Create Client tile.

Enter the client's details.
When complete, click the tick in the top right-hand corner of the screen to save the client details.
Specify a Terms Code for the client by clicking on the Financial Account tile and selecting a code from the drop-down list Click the tick to save the entry.

Adding New Animals

With the Client Details displayed, click the Animal Records tile.

Click the relevant animal type tile on the left-hand side of the screen and fill in the animal's details.

Click the Tick to save the record.
To add another animal, repeat from step 2 above.
To navigate back to the Client Details, click the Back tile.

Appointments

Appointment Book Display

To access the appointment book, click the Appointment Book tile on the Assisi desktop.

The Windows scroll bar will allow you to scroll through the time slots for the day.

Appointment View

Change view if required.

Navigation

You can navigate between dates by using the Navigation Bar or the Calendar.

Time Window

The Time Window defaults to one day at a time – amend if required.

Work Flow

There is a link into work flow from this screen. Use this to navigate to the Waiting to Pay list.

Appointment Booking

To Book an Appointment

Double click an available slot.

Select an appointment type from the Category box.
Click the magnifying glass to the right of the Client field to search for and select a client if the client is not already displayed.
Click the magnifying glass to the right of the Animal field to select an animal, if not already selected.
Type the length of the appointment into the Duration field.
Any further details about the appointment that you wish to record can be typed into the Details box.
Click the Save tile to confirm the appointment.

To Edit an Appointment

Double click the appointment and select Edit Appointment.

Make the required changes and click the Save tile.

To Cancel an Appointment

Double click the appointment and click Delete Appointment.

To Move an Appointment

Appointments can be dragged from one slot and dropped onto another slot. You can create a view for each room, select that room and view multiple days at a time to facilitate moving appointments.

All Day Events

To add an all-day event (heading), double click any slot on that day in the relevant room and click the All Day Event checkbox on the top right hand side of the appointment confirmation screen. Type the message in the Description box and click the Save tile. There is no need to select a client/animal.

Other Double Click Options

Double Book Appointment – allows you to book two appointments in the same slot.
Add to Waiting List – you will be prompted to select the relevant list if there is more than one list configured to receive appointments. If there is only one list, the entry will default to this list.
Go to Client – navigates to the client screen.

Payments

Waiting to Pay List

On the Work Flow screen, select the Waiting to Pay list from the List Name box. Wait for the client’s name to appear on this list as this should indicate that the vet has finished adding all of the work for that client.

Once the client’s name appears on the screen, double click the line entry and select Navigate. This will display the client’s Financial Screen and remove their name from the list.

To Print/Reprint an Invoice

Click on the Invoice.

Click the Reprint Transaction tile.

To Record a Payment

From the client’s financial screen, click the Record a Payment tile.

The Financial Transactions screen will now display only outstanding
transactions.
Complete the Payment Details and check that the Print Receipt and Open Cash Drawer boxes are ticked appropriately.
Allocate the payment against the respective invoice/s – either automatically or manually. If you make a mistake during the allocation you can click the Clear tile and start again.
Check that all of the payment amount has been allocated and click the Post tile.
Any unallocated cash will be stored as Unallocated cash on the client’s record.

To Refund/Reverse a Payment

Make a note of the invoice number against which the original payment was allocated. Also make a note of the payment amount to be reversed/refunded.

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.
Overwrite the narrative, if necessary, with something meaningful.
If the invoice against which the original payment was allocated is no longer outstanding, you will need to click the Show Matched Txs box to display the invoice.
Allocate the negative payment against the appropriate invoice. This will mark the invoice as either fully or part outstanding once more.
Click the Post tile to save the transaction.

To Print a Statement For an Individual Client

From the client’s Financial Account Screen, click the Print Statement tile.

Set the Statement Date – this is the date that will be printed on the statement.
Set the Transaction Start Date and Transaction End Date
Make sure that you have the correct layout selected.
Click the Tick to print the statement – OR
Click the Show Preview box to preview the statement before it is printed and click Print on the toolbar.

To Print a Cashbook Report

Click the Reporting and then Daily Reports/Cashbook tiles on the main Assisi Desktop.

Filter for branch if applicable – by default, payments for all branches will be included.
Leave the Cashing Up box ticked.
Select Detailed report.
See below for output selection.

To Print an Aged Debt Report

Click the Reporting and then Monthly Reports/Cashbook tiles on the main Assisi Desktop.

Filter for Branch if applicable – by default payments for all branches will be included.
Leave the Base Date at today’s date and time.
Show Credit Balances defaults to True.
Minimum Balance to Include – leave this as 0.00.
Minimum Age (in days) of Balance – leave as zero to include all balances.

FINANCIAL 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.

Select the animal and click the Consent tile to the right of the History display.

Select the form that you wish to print.

Make any changes that you wish to make and select the Print option. This will vary according to which programme you are using as your default editor but it is usually on a Quick Access toolbar at the top of the screen or from the Print option on the File Menu.
The consent form, including the changes, will be written to the animal’s history. You can double click on the link in the history to view the consent form.

Contents

NAVIGATION

Save, Quit and Delete Options

Add New

Refresh

Continue

CLIENTS AND ANIMALS

Searching for Clients and Animals

Adding New Clients

Adding New Animals

PRICE ENQUIRIES

Fee Price Enquiry

Stock Price Enquiry

APPOINTMENTS

Appointment Book Display

Appointment View

Appointment Rooms

Base Date

Navigation

Calendar

Time Window

Work Flow

See Again

Appointment Booking

To Book an Appointment

To Edit an Appointment

To Cancel an Appointment

To Move an Appointment

All Day Events

Other Double Click Options

To Attend an Appointment

PAYMENTS

Waiting to Pay List

Client Financial Details

Terms Code

Customer Discount

Aged Debt

Unallocated Cash

Batched Work

Processing Batched Work for Individual Clients/Animals

Financial Transactions

To Print/Reprint an Invoice

To Record a Payment

To Allocate a Payment Against an Invoice

Automatic Allocation

Manual Allocation

Allocation Adjustment

Allocating Credits

To Refund/Reverse a Payment

PRINTING

To Print a Statement For an Individual Client

To Print a Cashbook Report

To Print an Aged Debt Report

To Print a Consent Form

To View a Printed Consent Form

RECEPTION STEP-BY-STEP SUMMARY NOTES

Clients and Animals

Appointments

Appointment Booking

Payments

Waiting to Pay List

To Print/Reprint an Invoice

To Record a Payment

To Refund/Reverse a Payment

To Print a Statement For an Individual Client

To Print a Cashbook Report

To Print an Aged Debt Report

To Print a Consent Form