CLIENTS AND ANIMALS

Searching for Clients and Animals

Click the Find Client tile.
Type your search details into the relevant box/es.
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.

Click the tick to display the results of your search.
Click on the required client and click the Select tile alongside the required client. You can also double click a client to select that client.

Retained Search

The system retains the search results so that you can choose another client from the results list if the wrong client has been selected. A scroll bar will be displayed on the right-hand side of the client screen which can be used to scroll through the list of results until the correct client has been selected.

If you include an animal’s details in the search criteria and you have selected the wrong record, click Owner to scroll through the remaining search results.
If you click Search from the client screen, the original search criteria will still be retained. The criteria can then be edited, or deleted if you wish start a new search.
If you navigate away from the client or animal screens, however, the previous search results will no longer be retained.

Clipboard

The clipboard option displays all clients’/animals’ records that have been recently accessed by the current Assisi user - in the order that they have been accessed and with the most recent entry at the top of the clipboard list.

If there is any uncommitted work for any animal on the client’s record, the tick 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.

You can click on the tick box alongside the entry to navigate to that client/animal record.

In addition, it is possible to run reports to show uncommitted work (per branch, if applicable) and the results of this report can be exported to a Work Flow list from which you can navigate to the relevant record to commit the work.

On the left-hand side of the client screen are the following navigation options:

Select this option to navigate to the Assisi Desktop.

Select this option to navigate to the appointment book. This will remember the client details for the next appointment booked.

Select this option to navigate to the Work Flow lists. This will remember the client details for adding the client to a list.

Select this option to search for a different client.

Select this option to display the clipboard.

Select this option to launch the map search for the location of the client’s address. From here you can generate a route/directions to the client’s address.

Select this option to display the appointment history for the client.

If > a client has a future appointment, the appointment details will be > displayed at the bottom of the client screen.
If a client has more than one future appointment, the display will > indicate that there is more than one appointment present. If you > hover your cursor over the prompt, the additional appointment > details will be displayed.

On the right-hand side of the client screen are the following options for that client:

Select to display the client’s Financial Screen.

Select to display the animals registered to this client and to add new animals.

Select to print a client address label.

Select to send an instant SMS to this client (subject to text messaging being configured on your system).

Select to send an instant Email to this client (subject to email being configured on your system).

If you have a web portal set up to record your clients’ communication preferences, left-click to send a link to the client to update their preferences.

You can also right-click this tile to view a log of history of any changes to this client’s preferences and to view a general communications log.

Client Check Box

A check box on the client screen is displayed in green and stays that colour for 6 months, after which time it changes to red automatically as an indicator that perhaps the client details should be checked. (This period of time can be customised, if preferred.)

If the client has updated their recall and marketing preferences via a web portal (GDPR) then the Checked box will change to green automatically - see separate notes for more details on GDPR options.

Editing the Client Screen

To edit the client screen, display the record, click on the relevant field, make the changes and click Save.

Adding New Clients

Click the Create Client tile on the Assisi Desktop.

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.
Clicking on the Reminders and Marketing boxes will toggle > the setting between Yes or No. Yes indicates that the > client would like to receive reminders for their pets and any > general marketing information that you may wish to receive, No > indicates that they would not. Set these accordingly.

The Branch field displays the branch which the client normally > attends. For multi-branch practices, this is usually set to > default to the branch where the charges are being added, but can > be changed if required. Several standard and ad-hoc reports can be > based on clients with a particular Client Branch code. This makes > the reports more flexible.

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 other 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. The client screen will then be displayed with toolbars down the left and right-hand side of the screen.
Click the Financial Account tile at the top of the right-hand toolbar and specify a Terms Code for the client by clicking on, and selecting, a code from the drop-down list.
Click Save to save the entry.
Once the record has been saved and redisplayed, you can add an Alternative Surname in the Custom Data field if this is relevant. Any alternative surname will then be included in the search facilities. This can be useful when searching for a surname when the partner’s surname is the one stored on the Client screen.
To > do this, click Custom Data on the Client screen then click > the Plus sign.
Select Alternative Surname from the dropdown list of custom > fields in Data Item Name.
Type the surname in the Value field and click Save.

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. Complete the animal details .

Small Animal

Equine

Large Animal

Small Animal

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 select a Species, the Breed box will be populated > with breeds for that species for selection.
As you select the Gender for the animal, the screen will be > coloured blue for Males and pink for Females so that it > will be easy to view the gender at a glance when the animal screen > is displayed. If neither is ticked, then the colour will default > to a neutral colour and the gender will be registered as > Unknown.
Colour and Remark can be added manually.
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.
If the animal is insured, select the relevant insurance company from > the drop-down list.
The Scheme field relates to an In-House Insurance Scheme. Leave > this blank. It can be added later, once your final conversion has > been installed, if the animal is registered into a Scheme.
The Microchip field can be added manually for new animals. (If a > microchip is inserted into an existing animal by way of a > Microchip-type fee, this field will be populated automatically.)

Once the animal details have been saved and the Animal Screen/Animal History displayed, 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.

The animal’s weight should be added to the history as a clinical > Observation. The weight entry will then be stored in the > history and automatically added to this Weight field on the > animal’s record, ie this field will always display the last weight > recorded in the history of the animal. This would allow a weight > chart to be printed.
The Date Registered will default to today's date.
Click the Tick to save the record. Once the animal Reference Number has been populated, click Back to re-display the Animal Selection screen. The new animal will then be displayed on the Animal Selection screen.
To add another animal, repeat from step 2 above.

Large Animal and Equine

To add a new Large Animal or Equine record, from the Animal Selection screen, click the relevant new animal type.

The Equine screen has a field for Official Name as well as Name; has a Height field instead of Weight and also has a Livery field. The Livery Yard entries can be configured from Settings>Practice Setup>Livery Yards.
The Large Animal screen has fields for Herd Reference, Herd Size and CPH No.

Editing the Animal Details Screen

To edit the Animal Details screen, display the record, click on the relevant field, make the changes and click Save.

Displaying Animal Record/History Screen

If an animal is included in a Client/Animal Search, then you will be navigated directly to the animal screen.

Otherwise, from the client screen, click the Animal Records tile. This will display all live animals registered to that client. Click on the blue tick to the right of the relevant animal to display that animal’s details/history.

If you wish to view the details of inactive animals, click the Show Inactive bar at the bottom, left-hand side of the screen. Inactive animals, if there are any, will then be included at the bottom of the display, with the tick box coloured red instead of blue. Click the tick against the relevant animal to display that animal’s details/history.

The background to the animal details will be displayed in blue or pink, depending upon the sex of the animal. Animal details can be edited from this screen.

From this screen, the navigation toolbar down the left-hand side of the screen can be used to navigate to other parts of the system if required.
Back Arrow - takes you to the Animal Selection Screen to > select a different animal.
Desktop – closes the animal and client record and returns you to > the Assisi Desktop.
Owner – closes the animal record and returns you to the client > details screen.

You can, however, view and edit the owner screen details from the animal screen, without having to exit the animal screen - click the Contact tab at the top of the animal details screen. Click Checked to save any changes.

Financial – navigates to the client financial screen.
Diary – navigates to the appointment book with the client/animal > details stored in the clipboard to facilitate the booking of > another appointment for this animal.
Work Flow – navigates to the work flow screen with the > client/animal details stored in the clipboard to facilitate adding > the client/animal back onto the waiting list, or any other list > that might be relevant.
Hospital – if you have hospital/kennels set up on your system, > this displays the Hospital/Kennels viewer.
Search – displays the client/animal search screen.
Digital – displays the animal’s digital folder where the > animal’s digital images are stored and gives you access to eye, > dental, skin chart creation, etc.
Labwork – displays the animals linked lab results.

Click the + symbol to display the following options:

Location Map – displays a map with the client address > pinpointed, so that you can easily access directions to that > location. This feature requires a postcode to locate the address > on a map.
Insurance Claims – If you use VetEnvoy services to transmit > insurance claims, this displays any outstanding claims that are > currently on the VetEnvoy claims list.
The Animal Notes field in the bottom left-hand corner of the screen displays various animal details, depending upon which of these options is selected.

General Notes is the default view in the Animal Notes field, unless warnings exist for the animal, in which case the warnings are displayed by default instead of the general notes. There is an option to customise the default view to any one of these options – to do so, contact our Support Department.

General Notes

Displays any general notes that are stored on the animal’s record. To add/edit/delete these notes, click in the box, amend the text and click the tick to save.

Warnings

This section displays any warnings that have been added to the animal’s record.

To add a warning click the Plus tile. Type in the warning text and allocate a severity for the warning of between 1 and 3. The warnings will be in a different colour according to the severity selected - Dark Green for 1, Amber for 2 and Red for 3. Click the Tick to save.
To edit a warning, click the Edit tile. Edit the warning and click the tick to save.
To delete a warning, click the Delete tile. You will be prompted with Really delete the selected warning? Click Yes to delete the warning.

Recalls

This section displays outstanding and overdue recalls for the animal. Recalls can be added automatically by configuring the relevant service code with the required recall details.

The Recalls box will flash if any recall is present. It flashes green if a recall is present and not due, amber if a recall is due within one month and red if a recall overdue.

If the recall is not yet due, a green tick will be displayed alongside the recall.
If the recall is due in the current month, an amber warning will be displayed alongside the recall.
If the recall is overdue, a red warning will be displayed alongside the recall.

Adding Recalls Manually

Click the Plus tile and type in the Service Code for the relevant vaccination.

The recall date will default to today’s date. Specify the date that the vaccination is due using the drop down calendar tool. Alternatively you can:-
click on the default day and overtype it or use the up and down > arrow keys to modify it;
click on the default month and type in the number for the required > month, ie 1 = January, 6 = June, etc – or use the up and down > arrow keys to modify it; and
click on the year and overtype it or use the up and down arrow keys > to modify it.
You can choose to add an expiry date interval to the recall reminder and the recall will be removed from the animal’s record once the reminder has expired. To do so, click the Expires box and set the expiry date.
When complete click the Save tile to save.

You can add more than one different reminder to an animal’s record.

Custom Data

This option is for future implementation. You will be able to specify a custom data field to display customised data on the animal’s record.

In the meantime, two customised fields have been added to which you can enter a value for the animal – Animal’s Location and Map Reference. To add a value to these fields, double click the field, enter the value and click the Save tile.

Animal Photo

You can display/take an animal’s image by double clicking this tile.

You can:

double-click the Animal Photograph screen to browse for a photograph that has previously been saved onto your workstation/server; or
click the camera tile to take a photograph.

The photograph will then be displayed in this section on the animal’s record.

Transferring Animals

Note: If the new owner is not one of your clients, then a line of clinical text can be added the animal’s history and the animal de-activated manually by removing the tick from the Active field on the animal’s record.

Alternatively, you can charge a fee that has been set up with a de-activate fee type. This will deactivate the animal automatically and also remove any outstanding reminders.

Display the animal/history screen and right click on the Save tile on the animal screen.

Click on Transfer Ownership.
You will be warned if there is any batched or uncommitted work on the animal’s record and you can choose whether to continue. If you continue with the transfer, once processed or committed, this work will be raised against the new owner’s record. If you wish to leave it against the current owner’s record, the work will have to be processed or committed before continuing - otherwise click Yes.

Click Find Client in the New Owner Details selection of the Transfer Ownership screen and search for and select the new owner. Details of fully outstanding invoices will be displayed on the right-hand section of the screen. You can choose to transfer these invoices to the new owner or leave them with the existing owner. (Fully-paid and part-paid invoices cannot be transferred.) If you wish to transfer any of the invoices displayed, click the Transfer Suitable Invoices/Credits box and then click the box alongside each invoice that you wish to transfer.
Click Transfer and the animal, together with any selected invoices, will be transferred to the new owner.
The animal’s record will be then displayed on the new owner record. There will be a line of clinical text in the history that specifies that the animal has been transferred from the original client.

Viewing an Animal’s History

From the Client screen, click Animal Records.
Select the animal from the Animal Selection screen. This displays animal details on the left-hand side and live history on the right-hand side.
To view any history that has been converted from a previous system, click Converted tile on the right-hand toolbar.
To return to the live history, click the History tile.

Data Displayed in Live History

Date This is the date that the line of history was added.

Vet This is the vet who added the work.

Type This indicates the type of entry that was added to the history:-

F Fee Code

S Stock Item

C Clinical Text

I Invoice Text

R Recall Glossary

O Clinical Observations

Code This is the Stock, Fee, Recall or Observation Code where relevant.

Description This is the description of the entry.

Quantity This displays the quantity where relevant – Stock and Fee Codes only.

Price This is the price charged to the client, inclusive of VAT and, where applicable, dispensing fees.

Note: You can hover the mouse cursor over a Consultation Header that contains stock entries to display the Branch and Stock Location selected as the default location for that consultation.

Be aware that the following filters may affect the display.

By default, the last 50 consultations only will be displayed. The system does calculate how many rows exist in total and the number of consultations displayed can be edited, if required.
Some items may have been omitted from the display, depending upon user preferences. See user manual for more details.
You can also temporarily change these preferences at the point of viewing the history screen. To do so, right click on the bottom of the history screen, to display the selection screen and tick/untick the relevant options. This will not change the default settings for that user

If any lines of history have been omitted from the display, the following red warning bar will be shown at the bottom right-hand corner of the display.

Administrative Notes

You can add administrative notes (ie Insurance Claim sent) to the history without raising a new consultation. Click the Administrative Notes tile and type in the details. A colour bar can be added as with clinical and invoice text.

PRICE ENQUIRIES

The price enquiry screen should 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 and search for the client and animal;

or from the right-hand toolbar on the animal screen.

Select a branch from the drop down box.
Select a client/animal if you have accessed this option from the Assisi Desktop. If you have selected the Price Enquiry from the animal screen, the client and animal will already be selected.
Click either the Service or Stock Price Enquiry tile as relevant. You can search either by fee/stock code (beginning with search) or fee/stock description (containing search) and filter by animal type if this has been configured in your stock/fee files.

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 product 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 Appointment View defines which rooms will be displayed when you select that View. It is possible, therefore, to create custom views and you can define your default View when you first open the Appointment Book but change this, where required, by selecting an alternative view from the Appointment View box at the top left-hand side of the screen.

There is an option in the View configuration screen to display the rooms horizontally instead of vertically, which has proved popular with large animal and equine practices. It is also possible to view the appointments in the rooms in list format, with previous incomplete appointments being included.

Appointment Rooms

All rooms that have been added to the selected View - and that are open for some part of the selected day - will be displayed when that view is selected. Any rooms that are closed all day on the selected date will not be displayed - unless all rooms are closed (ie on a Sunday) when they will all be displayed but blocked off so that no appointments can be booked on that day.

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 default view will be today's date for all rooms. The base date can be changed using the navigation bar 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

Appointment Status Colours

Once an appointment has been booked, the colour of the Appointment Description box changes according to the status of the appointment, as follows:

Colour of Appointment Details Appointment Status

Orange Appointment Booked

Green Attended (Add to Waiting List)

Violet Selected by Vet (Navigate from Vet Waiting List)

Custom Statuses with custom colours can be created, and manually applied, in addition to the standard statuses outlined above. If a custom status is applied, this overwrites the standard colours listed above.

To Create a Custom Status

From the Assisi Desktop, click Settings>Appointment Books>Appointment Status Codes
Click New Status.
Type a description for the Status into the Type box.

Select a colour for the status (this is the colour that will be applied to the appointment details when this status is selected) and click Save.

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. You can copy the client’s address and contact telephone numbers and, for horses, a livery address and paste these into the appointment details box.
You can print appointment details – either to a label or ticket printer or send an SMS confirmation. If you wish to do so, click the relevant option.

Notes:

Prior to saving the appointment, you can update the client’s contact > details – changes to telephone numbers and email addresses on this > screen will be updated on the client record.
Any animal Comments/Warnings/Reminders that are present on the > animal record will be displayed and any changes to these will also > be updated on the animal screen.
Click the Save tile to confirm the appointment.

Booking Appointments in Multiple Rooms

It is possible to book the same appointment in more than one room in the same view, the additional room/s being called Participant/s. A participant, for example, can be another vet, another room or a piece of equipment set up as a room. The rooms would need to be in the same View and be configured to Be a Particicpant and/or Use Participants.

Once configured in this way, you can:

Double-click the selected slot and enter the appointment details as usual. If the room is set to Use Participants, click Participants and all relevant participant rooms will be displayed for selection.

Tick the relevant participating room/s and

click Back.
When the appointment is saved, it will be displayed in the original room and all participating rooms selected.
Appointments in any participating rooms will display a small flag alongside the appointment details.
The appointment can subsequently be edited, marked attended or > cancelled only from the original room. The participant rooms will > then be automatically updated accordingly.
You can drag and drop the original > appointment and the participating rooms will be moved with this > appointment.
If an appointment is deleted and rebooked into another slot, > however, then the participating room/s has/have to be reselected.

To Edit an Appointment

Double click the appointment and select Edit Appointment.

Make the required changes and click Save.

To Cancel/Cancel and Rebook an Appointment

Double click the appointment and click Delete Appointment.

You will be prompted to confirm that you wish to delete the appointment. Click Yes.
You will then be prompted to remember the appointment details for rebooking. Click Yes or No, as appropriate. To rebook the appointment, double-click the new slot and all of the original details will be displayed ready for confirmation.

To Move an Appointment by Dragging and Dropping

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

To Book and/or Modify a Series of Appointments

Appointment Types can be configured to book follow-up appointments. If an Appointment Type has been configured in this way, the follow-up appointments will be booked automatically.

If you cancel (or edit) an appointment that has been booked using the Follow-up Appointment Type facility, you will be additionally prompted to confirm whether you wish the modifications to apply to just that one appointment or that appointment and all future appointments in the series.

If you wish to change a single appointment in the series, use the Edit Appointment option and click No when prompted Do you want to Edit all Future Appointments?
To cancel all future appointments, use the Delete Appointment option; click Yes when prompted Do you want to Edit all Future Appointments? and click No when you are prompted to remember the appointment details to rebook.
To Cancel and Rebook all future appointments, use the Delete Appointment option; click Yes when prompted Do you want to Edit all Future Appointments? and click Yes when you are prompted to remember the appointment details to rebook. Then rebook as required. (Please note though, if you are using a self-repeat category, then the self-repeat sequence will begin again.)

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.

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 client/animal is called through to the consulting room by selecting the Navigate option from the waiting list. This marks the appointment closed.

You can also manually close and appointment by double clicking it and clicking Mark Appointment Closed.

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

Other Double-Click Options.

Edit Appointment – allows you to edit any of the appointment details. It’s not a good idea to change the date and time of the appointment using this option. Use the Delete Appointment or Drag and Drop options to do this.
Double Book Appointment – allows you to book two appointments in the same slot.
Go to Client – navigates to the client screen.
Go to Animal – navigates to the animal screen.

Self-Attendance

There is a facility available that will allow your clients to self-attend their appointments by way of a separate application that links into Assisi. The equipment required comprises of a touch screen on a stand with a micro-pc attached to the back of it.

If you wish to use this facility, please contact our support team who will discuss these requirements with you, together with any relevant costs involved and, if you decide to go ahead, arrange for the equipment and the application to be installed and configured.

Changing Appointment Status Manually

Double click the appointment and select Edit Appointment.

Select the status from the Manual Status drop down list.
Click Save Appointment. The colour associated to the selected status will be applied to the appointment details box.

WORK FLOW

To-do/Reminder lists can be set up to monitor outstanding tasks for clients, animals and/or users. Once an entry is on a list, one of the list menu options is Navigate so that you can quickly navigate from the list entry to the client/animal details screen or the client’s financial screen.

When you create a list, depending upon what the list is to be used for, you should specify to which screen Navigate takes you. The navigate option can also be set up to delete the entry as you navigate, as is the case with the Waiting for Vet and Waiting to Pay lists.

Standard Lists

A Waiting for Vet list, a Waiting to Pay list and an Ops list will already be set up when the system is supplied. These can be customised if you wish and you can also create additional, customised lists, such as for requests for visits, repeat prescriptions, etc.

Examples of pre-defined lists are:-

Waiting for Vet The Navigate option takes you to the Animal Tab.

Waiting to Pay The Navigate option takes you to the Client Financial Tab.

Ops The Navigate option takes you to the Animal Tab

Management lists can be grouped into branches and/or categories and the group names (eg Reception) displayed on the Work Lists screen.

Customised Lists

In addition to the standard lists, customised lists can be created.

Navigation and movement between lists can be set up in the same way as the standard lists. Individual entries can be configured to be deleted once navigation has taken place.
Professional fees can be set up to automatically enter clients/animals onto any list.
Lists can be set up so that warning messages can be displayed at various parts of the system.
The lists can also be used as message boards for individual staff members, perhaps between part time reception staff.

Creating a New List

Click Setting on the Assisi Desktop and click Work Flow>Work Flow Setup.

Display Options

In the List Name box, select New List.
You are able to filter lists by branch, so if you are a multiple branch practice and you need a separate list for the same purpose for each branch, include the branch code in the list name. Type a name for the list and click Save. If you wish all branches to be able to see the same list entries, leave the Branch field blank.
The Columns box on the left-hand side of the screen contains all of the standard tokens that can be added to lists so that you can select what client/animal information will be displayed on your list. Click on a token and click the right arrow so that the token is displayed in the box to the right of the tokens list.
By default, the columns on the list will be displayed in the order that the tokens appear in this right-hand box. You can change the display order, however, by clicking on a token and clicking the Up or Down arrow accordingly.

Note: There is a list token called Ticked. If this token is added to a list, then this will add a check box which allows you to select multiple entries on the list and delete all selected entries, or send bulk text messages or emails.

List Behaviour Options

Control

This section is used to set up warning lists. Warnings will appear in various parts of the system, depending upon which of these boxes are ticked.

Appointment Booking	When an appointment for this client is booked.
Attending	When an appointment for this client is attended.
Work Flow Entry	When an entry for this client is added to a work flow list.
Client Details	When the client details are displayed.
On Consultation	When you add a consultation for any animal for this client.

The warnings will behave differently, depending upon which of these boxes are ticked.

Information Only	The message is displayed for information only and the user will be able to continue with whichever option has been selected. Don’t tick this box if you wish to prevent certain users from reading the message and then continuing.
Show Message Text	By default, if this option is not ticked, the message displayed will be *This client is on the work list “listname”.* If you tick this box, however, you can add and display a custom message for each entry on the list.
Allow Override	If the Information Only box is not ticked, and Allow Override is ticked, then unless the user has permission to override the warning, the user will not be able to continue with whichever option has been selection.

If Information Only is ticked, whether Allow Override is not ticked or not, the message only will be displayed and all users will be allowed to continue.
If neither Information Only nor Allow Override is ticked, the message will be displayed and no user will be allowed to continue.
If Information Only is not ticked and Allow Override is ticked, the message will be displayed and only those users with permission to Override Control Messages will be able to unlock the record, which then remains unlocked for 10 minutes.

Navigation

The following options can be set following selection of the Navigate option.

Destination:

Select the required destination when Navigate is selected from the drop down box containing the following options.

.Client
Animal
Financial

Delete entry after navigation: Select this option if you wish the entry on the list to be deleted once Navigate has been selected.

Copy to or Move entry to: Click one of these selection boxes if you wish to move or copy the entry from one list to another once Navigate has been selected. Select the list to be copied to or moved to from the drop-down box.

Properties

Receive Appointments: Identifies this list as one that will be offered when attending appointments.

Sort Descending: Reverses the sort order of the list. Usually the oldest entries are displayed first – with this option ticked, the newest entries will be displayed first.

VetEnvoy Insurance List/VetEnvoy Lab List: Identifies the lists as those used to transmit insurance claims and external lab work requisitions to VetEnvoy.

Force Batch Default (Hospital): This option overwrites the default save options for the client to be Leave Work in the Batch when adding work for an animal on the list. Once the animal is removed from the list, the save option reverts back to its default setting. This option is for practices who wish to batch work whilst animals are hospitalised.

Copy Text to History on Delete: If selected, you will be prompted to save any text typed into the Detail field on the list to the animal’s history as clinical text when the entry is deleted from the list. (Note: Details will not be saved if the entry is deleted using the bulk delete option – see page 27 for details re bulk deletes.)

Please note: If you use the feature to save list details, as clinical text, to an animal’s history when list details are deleted, the maximum number of characters allowed for a single clinical text entry is 1,000. The List Details field allows a maximum character count of 8,000 before a warning is displayed, so there is the potential for truncated records in these circumstances.

Branch

If you select a branch in this drop-down box, then this list will be assigned to that branch and will only be displayed when filtered by that branch. If you leave the branch box blank, then the list will be visible for all branches.

Saving Lists

When all options have been configured, click Save.

List Group Configuration

You can configure your lists into Groups to make them more manageable. Some practices have a group for each type of list or for a particular group of users. If you wish to do this:-

Click Settings on the Assisi Desktop and then click Work Flow>List Group Configuration to display the Maintain Work List Groups screen.

Existing groups are displayed in the Groups box.

To edit a group configuration, click on a group and this will put the group name in the Selected/New Group Name box and display the list settings for that group. Make the required changes and click Save.
To add a new group, type the new group name into the Selected/New Group Name box and click Save. The new name will then be displayed in the Groups box.
Click on the new group name and configure the settings on the right-hand side of the screen.
All available lists will be displayed in the Selectable Lists box. Click on each list that you wish to add to the group and click the down arrow to move them to the box below.
In the drop-down Branch box, select All if you wish the list to be displayed for all branches or a valid branch code if it is for a specific branch.
Click Save.
Close and re-open the application for the new configuration to become effective.

Deleting Lists

Remove the list to be deleted from any group to which it has been added. Display the list and click the Delete button.

To Display a List

Select Work Flow from the Assisi Desktop.

Check that the correct Branch is selected if you are a multi-branch practice.
If you have Groups set up, these will be displayed down the left-hand side of the screen. Click on the relevant group and click on the list that you wish to display.
Double-click an entry to display the Work Flow menu options (see page 32).

Adding Entries to Lists

You can add entries to lists:

manually when the list is displayed;
from the appointment book;
from the work entry finalisation screen;
automatically when a specific fee is charged; and
by importing entries from an ad-hoc report.

Adding to Lists Manually

Display the list and click the plus sign on the right-hand toolbar.

Search for the client and animal and type in the list details and click Save.

Adding to Lists From the Appointment Book

Double click the appointment details and click Add to Waiting List.

All lists that have the Receive Appointment box ticked on the list configuration screen will be displayed for selection. Click on the relevant list.
For all lists that have been set up to receive appointments, the appointment details will then change colour to show that this appointment has been attended. (It will change colour again when the vet navigates to that client/animal from the Waiting for Vet or Ops list.
The Waiting for Vet list is set up to delete from the list upon > selection of the Navigate option from the list.
The Ops list is not normally set up to delete as you may wish to > navigate many times to the same record.

Adding to Lists from the Finalisation Screen

All lists for the relevant branch are displayed on the Work Entry Finalisation screen.

To add the client/animal to a list, tick the relevant list before saving.

Automatic to Lists from Professional Fees

Click Settings on the Assisi Desktop and click Professional Fees and Professional Fees again.

Search for and display the fee.
In the Add to Workflow box, select the list.
Click Save.

To Import Entries from an Ad-hoc Report

The Ad-hoc report must have a field in the SELECT clause called either AnimalRef or CustomerRef before the option to export to a list will become available. This may mean that your select clause will need to be edited to rename the fields, eg:

SELECT Consultation, Animal AnimalRef, Owner CustomerRef, Date

Run the report (Assisi Desktop>Reporting>Ad-hoc Reporting).
Click the Save to List option on the ad-hoc toolbar.
Click the Clear Existing Entries box if required.
Click Save.
You will be prompted with how many entries have been added to the list.

Double-click an entry on a list to display the following menu.

Select these options to:

Navigate

Navigate to the destination specified in the list configuration. Any options specified upon navigation, ie destination, delete, copy/move to, will be actioned.

Move Item

Move the list entry from one list to another. Click the list to which you want to transfer when prompted.

Copy Item

Copy the list entry from one list to another. Click the list to which you want to copy when prompted.

Edit Item

Allows you to edit the list entry details.

Go to Customer

Go to the customer screen without activating the Navigate options.

Go to Animal

Go to the animal screen without activating the Navigate options.

Delete Item

Manually delete the list entry.

Provided that you have added the Ticked token to your List, you can also use the Select All/Deselect All/Delete Selected options at the bottom of the List Details screen to select and delete multiple list entries.

Work Flow Output Options

Click on Work Flow from the main desktop (or from a Work Flow link
displayed elsewhere in the system).

Click on the required list in the List Name box.

Lists are automatically refreshed as they are opened. If a list is left open, entries on this list will be set to automatically refresh regularly but you can force a refresh by clicking Refresh.

You can manually add to a list by clicking Add on the right-hand toolbar.

List entries can be exported to a spreadsheet by clicking Calc.

You can bulk send SMS messages from a list by selecting the entries and clicking Bulk – see below.

You can bulk send email messages from a list by selecting the entries and clicking Email – see below.

Exporting List Data to Spreadsheets

You can export the data from a list directly into a spreadsheet.

Display the list and click Spreadsheet on the toolbar.

The spreadsheet, already containing the data, will automatically open on the Windows taskbar.

Sending Bulk SMS Messages

Make sure that SMS messaging has been configured on your system before attempting to send messages.

Create your list making sure that you add the Ticked token to the list, which will generate a selection box for each list entry.

Add your entries to the list.
Select all of the entries by clicking Select All.
Click Bulk SMS on the toolbar.
Select a template and click Send.

Sending Bulk Emails

Make sure that your email address has been configured to be able to send emails from within Assisi before attempting to send emails.

Create your list making sure that you add the Ticked token to the list, which will generate a selection box for each list entry.

Add your entries to the list.
Select all of the entries by clicking Select All.
Click Email on the toolbar.
Select a template and click Send.

SELLING STOCK

Consultations

To add new work, click the Add New tile. You can then choose to Start a New Consultation or continue with a previously Uncommitted Consultation. Select whichever is applicable.

New Consultations

Set up the Consultation Header

Select your Username - and password, if applicable. (There is an option on the user details screen to force a password entry.)

The Consultation Date will default to today’s date – can be backdated where applicable.
The Branch is the default branch for financial analysis.
Stock Location will set the default stock location for all products sold for this consultation. You can edit this default location for each stock line on the invoice.
Account Terms – this allows you to change the customer’s account terms for this consultation only (user permission applies). It does not affect the default Account Terms for that customer.
Click the OTC Cash Sale box if you wish to allocate a discount for any product where a discount value exists in the Cash Discount field on the stock configuration screen for that product (user permission applies).
Click the Estimate box if you wish to produce and save an estimate. This will ensure that stock levels and batch numbers are not enforced for any products included in the estimate.
Click the Tick to create the consultation header.

Uncommitted Consultations

Work entries are automatically saved as they are entered. Work that is saved but not completed is termed as uncommitted work.

Uncommitted consultations, if they exist for that animal, can be seen in the animal’s history and are displayed at the top of the consultation screen when you click Add New. The totals of uncommitted (and batched work) are displayed on the History Screen.

To continue with an uncommitted consultation, click on this display.
To add a new consultation, complete the consultation details as outlined above and click Save.

Adding Stock Sales

On the toolbar at the top of the work entry screen, click Drug to record a stock sale.

Type in a stock code, if you know it, otherwise click Search.

Note: If what you type in the code box is not an actual code then, if you press Enter, a search will be automatically activated, searching for what you have typed in but in the Description field.

The location will default to that selected on the Consultation Header. Check that the Location is correct for destocking the product and amend if necessary.
Enter the Quantity. If you intend upon using the Dosage boxes, this will calculate the quantity for you. You must, however, tab or click out of the No Days box for the Quantity field to be correctly updated.
The box to the left of the quantity field is for selection of a Dispensing Fee. By default, this box will display the dispensing fee selected on the product file. If no dispensing fee has been saved against the product, the box will remain empty and no dispensing fee will be charged unless you manually select one from the drop-down box.
Change the default unit of sale, if relevant.
The Price will default to the calculated price based upon the product configuration and any client or other discounts that may exist. It can be overwritten if required (user permission applies).
You > can click the Percentage Discount tile or press the F10 > key to allocate a one-off line discount. Type in the percentage > discount to reduce the price accordingly.
You can also use the hash key (#) to type in a VAT inclusive price > and the system will extract the VAT, eg #30.00 typed into the > Price field would adjust the price to £25.00 so that when VAT > is added, the total is £30.00. For a negative amount, type > #-30.00. Just make sure that you press the Enter key to > calculate the price before pressing Continue to add it to the > work entry screen. This will not work on clients with settlement > discount, however, as there are specific rules in these > circumstances that affect the way that VAT is calculated.
Batch Number and Expiry Date: The batch number and expiry fields will be deactivated if the product is not batch traceable.
If a drug is batch traceable and the Label Required box is not > ticked, then the batch number must be specified before you can > proceed.
If a drug is batch traceable and the Label Required class="underline">and Print Now boxes are ticked, then > the batch number must be specified before you can proceed.
If the Label Required box is ticked but the Print Now box is > not ticked (ie the label is to be > printed later in the dispensary), then the line can be added and > the consultation finalised without the batch number being > specified. The batch number will then need to be selected when the > label is printed and at this point the stock movement will be > recorded.

It is advisable, however, to look in the batch number drop down box to make sure that the required quantity is available in one batch number before proceeding. Whoever prints the label in the dispensary will be able to only put through the transaction as it is recorded on the work screen and will not be able to split the quantity between two separate batch numbers or make any other changes to the way that the consultation has been saved.

If a label is sent to the dispensary to print later and the label is not printed, then the stock movement will not be recorded. There is an application preference that disables the Print Now option in which case labels must always be printed at the time the stock is added and stock movement recorded immediately.

Notes:

There is an application setting that automatically opens the drop > down box for selection when you use the tab key to navigate to the > dispensing fee and batch number selection fields. Contact Support > if you wish to activate this setting.
If a credit is raised for a batch traceable product, then the batch > numbers recorded on the animal’s history will be offered if you > return the items to stock.
Out of date expiry dates are displayed as follows: > **dd/mm/yyyy**.

Labels

The Label Required box will be ticked or not ticked according to the configuration of the product. This can be overwritten by clicking on the box to add/remove the tick. If you want to remove the label, untick Label Required and not just Print Now.

Any standard or label specific text will be printed automatically – but not displayed by default. You can, however, view the standard or label specific text that will be printed by hovering over the label with the mouse or by pressing Ctrl+T when the cursor is in the Label Text box.
You can also force the standard label text to display on the preview > by double-clicking the Label Text box. However, if you already > have the token for standard label text enabled, this would result > in this text being duplicated.
Dosage – The dosage boxes calculate and overwrite any entry > already in the quantity box.

If the product is being dispensed in the same unit that the dosage is being entered, you can enter the dosage text using the Dosage/Frequency/No Days boxes. If the product is not being dispensed in the dosage unit, the dosage should be manually typed onto the label display.

Enter the dosage amount in the Dosage box.
Enter the daily frequency in the Frequency box.
Enter the number of days to be taken in the No Days box. Click > away from this box.

The dosage text will then default onto the label display and the Quantity updated.

Any additionally required text can be added manually to the label – > up to the maximum amount of space available on the label.
Labels can either be printed in the surgery or later in the > dispensary. Click Print Now if you wish to print immediately > or leave this box unticked for the label to be printed later – see > previous notes.
The Copies box defaults to 1 per main unit - amend the number of > copies required if appropriate.
Click the Continue tile. Each line is temporarily saved as soon it has been entered and Continue has been clicked.

Note: If you quit without committing the work, then the consultation becomes an Uncommitted Consultation.

Repeat this procedure until all of the required items of stock have been added.

Editing and Deleting Line Entries

Each line can be edited or deleted. Click on a line and click the Edit or Delete tile, as appropriate.
The Quit Visit option allows you to quit out of that visit without adding any more work. The consultation header, however, will already have been saved and must be removed if no longer required. Any lines added will have been saved as uncommitted work as they are added. If no lines have been added, the consultation header will also be deleted.
The Delete Visit option deletes all lines associated with the consultation and the consultation header.
The sort order of the lines can be changed by clicking and holding the Shift key and using the up and down arrows to reorder the lines as required.

Click Complete to commit the consultation and raise an invoice.

Committing Consultations

When all entries are complete, click the Complete tile to display the Finalise Consultation screen.

The Vet’s Username, Consultation Date and Branch (financial analysis, not location) can be edited from this screen if required.

The following completion options are available:-

Consultation Header

The Vet’s Username can be edited by selecting a different username from the drop-down box.
There is an option to force a Password when adding work, if this is enforced, type in the password.
Consultation Date can be edited.
The consultation Branch can be changed if appropriate.
The stock location cannot be changed at this stage – you would need to click Back and edit the lines on the work entry screen.

Processing

Leave Work in the Batch

Leaves the work in a temporary holding file (the batch) from where it can be edited. All invoices in the batch for a single client will be built into one single invoice per animalwhen the batch is processed for that client. You can consolidate all animals’ invoices into one printout for the client.

The batch total for all animals is displayed on the Financial screen.
The batch total for individual animals is displayed on the Animal screen

Printing

Print Invoice	Print the current invoice immediately. Check that the correct Invoice Layout is selected.
Include Unprinted Invoices	Print all previously-held invoices for this client at the same time as printing the current invoice.
Print Advice Note	Print an advice note. Check that the default Advice Note layout is selected.
Don’t Print Now	Hold the current invoice for printing later. All held invoices can be consolidated into one printout.
Never Print	Don’t print the invoice at all at this stage. (The invoice can, however, be printed later from the client’s financial tab, if required.)

Lists

Any lists that you have configured will be displayed in this section. To add this client and animal to a list, click the box alongside the relevant list.

RECORDING WEIGHT

Although it is possible to record weight on the Weight field on the animal record, this will not write the weight into the animal’s history and, if it is overwritten, the original weight will be lost. The correct way to enter weight is in the history where it will saved and automatically written back to the weight field so that this field always displays the animal’s last recorded weight.

If you don’t already have a consultation open, raise a new consultation by clicking Add Work on the Animal History toolbar (see page 35).
Click Observe on the work entry toolbar.
Type W in the code field and press Enter.
The description will default to Weight.
Type the weight into the Value field and click Continue.
This will transfer the weight to the work entry screen.
Weight entries should be committed. If there is nothing else to add to the consultation, click Complete and finalise the consultation (see page 38). Raise Invoice and Never Print should be selected for weight entry alone but if you have added any chargeable work you should select Raise Invoice and whichever print option is applicable to your practice.

PAYMENTS

Waiting to Pay List

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/Work Entry 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 logged-on 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.

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 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.

Allocating Credits

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 for a zero amount.
Overwrite the Narrative to read Credit Allocation instead of Payment - Thank You.
Click on the credit note to highlight that line. The corresponding Allocate field at the bottom of the screen will be highlighted with the value set at zero.

Double click the Outstanding Amount on the credit transaction line.
This picks up the value of the credit note and allows you to allocate this against the required invoice (click the invoice and double click the outstanding amount), thereby reducing the amount outstanding on that invoice by the value of the credit.
Click Post to save the transaction.

To Refund/Reverse a Payment

If the payment has already been allocated:

Click on the payment transaction on the client’s Financial > Screen.
Click on Transaction Information on the right-hand toolbar and > click on Delete Allocations. This will not delete the payment – > just the allocation. When prompted whether you really want to > delete the allocation/s, click Yes. The allocation/s will be > deleted and the payment amount will be converted to Unallocated > Cash.
Record a negative payment –
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.
Post the payment without allocating against an invoice, which will > clear down the Unallocated Cash.

If the payment hasn’t been allocated, proceed from Item 3.

Allocation Adjustment

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

Click > on the payment transaction on the client’s Financial Screen.
Click on Transaction Information on the toolbar.
Click > on Delete Allocations, which will convert the payment amount > to Unallocated Cash (although the Financial Screen will > need to be refreshed before the unallocated cash value is updated > on the screen).
Then record a cash payment of zero amount. Overwrite the > Narrative to read Allocation Adjustment instead of > Payment - Thank You.
Allocate the payment to the correct invoice which, as the payment > amount is zero, will pick up only the Unallocated Cash.
Click Post to save the transaction.

If you have allocated a payment to the wrong client, delete the allocation as above, record a negative payment (using the same payment method as the original payment), type in a relevant narrative and post it without allocating to an invoice. The payment can then be processed for the correct client.

Printing Financial Reports

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

Click the Show Preview box to preview before you click to preview the statement on the screen. 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 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 recorded payment.
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, 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.

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 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 45.

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 specific 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.

Additional 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).

GENERAL PRINTING

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. This will not affect the consent form template.
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 OpenOffice is closed once it has been printed. If OpenOffice will not open, click the + tile (More Options) on the Animal Details screen and click Cleanup Office Processes.

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.

To Print a Record Card

Select the animal and click the Record Card tile to the right of the History display. All of the history will be loaded for both live and converted history.

Client details (name and contact details) can be anonymized for GDPR purposes if you are sending the animal’s details to another practice, and your client requests that you do so, by clicking the Anonymise Client box at the bottom left of the display.
You can right-click in the bottom right-hand corner to apply filters to exclude specific types of transactions from the display.
Select the entries that you want included in the printout.

Select All will select all lines – individual lines can be > deselected, as required.
Deselect All will remove all current selections.
Select Dates will select all lines in a specified date range. > You can still remove the tick from any of the lines displayed if > relevant.
Print Prices/Total

Prices are not included by default. If you are using the printout for an insurance claim, having selected the relevant lines, click the Print Prices/Print Total boxes and prices will be included.

You can also mark lines on the printout (not including converted history) to show that they have now been included on an insurance claim. This will be selected by default if the feature is activated. To do so, make sure that Mark Items Claimed is ticked before proceeding to Make PDF.

If it isn’t for insurance purposes, leave it unticked.

Once the PDF has been generated, the next time that you click Record Card on the animal history toolbar, the lines previously marked as claimed will be displayed with a coloured background against the selection tick box.

If you are emailing the record card, you can include any attachments that have been included by ticking the Include Attachments box.
When you are happy with your selections, click Make PDF (unless you are emailing the document directly from the record – in which case see item 9 below). The document will open in PDF format from where you can click Print if you wish to print a physical copy of the record card.
If your practice email address is linked into Assisi, you will have a second option called Email PDF. Select this option instead of Make PDF if you wish to email the document directly from the animal’s record, and proceed as follows.
The > Subject will be entered automatically as Animal Record Card. > This can be edited if required for insurance claim purposes.
Type in the relevant email address and message text.
Click Send. The email will be sent with the PDF as the > attachment and any other attachments selected will also be sent as > a zipped file which can be extracted at the receiving end.
Confirmation that the email has been successfully sent will be > displayed and a copy will be stored automatically in the animal’s > Digital folder.
A copy of the PDF will be saved automatically in that animal’s Digital folder.

Contents

NAVIGATION

Save, Quit and Delete Options

Add New

Refresh

Continue

Tab key

CLIENTS AND ANIMALS

Searching for Clients and Animals

Retained Search

Clipboard

Client Screen Navigation

Client Check Box

Editing the Client Screen

Adding New Clients

Adding New Animals

Editing the Animal Details Screen

Displaying Animal Record/History Screen

General Notes

Warnings

Recalls

Adding Recalls Manually

Custom Data

Animal Photo

Transferring Animals

Viewing an Animal’s History

Data Displayed in Live History

Administrative Notes

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

Appointment Status Colours

To Create a Custom Status

To Book an Appointment

Booking Appointments in Multiple Rooms

To Edit an Appointment

To Cancel/Cancel and Rebook an Appointment

To Move an Appointment by Dragging and Dropping

To Book and/or Modify a Series of Appointments

All Day Events

To Attend an Appointment

Other Double-Click Options.

Self-Attendance

Changing Appointment Status Manually

WORK FLOW

Standard Lists

Customised Lists

Creating a New List

Display Options

List Behaviour Options

Control

Navigation

Destination:

Properties

Branch

Saving Lists

List Group Configuration

Deleting Lists

To Display a List

Adding Entries to Lists

Adding to Lists Manually

Adding to Lists From the Appointment Book

Adding to Lists from the Finalisation Screen

Automatic to Lists from Professional Fees

To Import Entries from an Ad-hoc Report

List Menu Options

Navigate

Move Item

Copy Item