Skip to content

TRANSACTIONAL EMAIL FACILITIES

The facility has been added to email invoices (including held invoices), receipts and statements.

Facilities also exist for emailing:

  • Recalls;

  • Record Cards; and

  • One off emails to the client.

Recalls, record cards and one-off emails to the client are included in the standard support charge at no extra cost.

The following transactional email selection options will not be displayed until your server has been configured by our Support Team. If you wish to use these features, please contact Support with your email Username and Password for the account from which you wish to send the emails.

Email Message Defaults

The default email subject for invoices is: Veterinary Sales Invoice.

The default email body text for invoices is: Please see attached document.

This subject and body text can be edited by our Support Department if required.

EMAILING A ONE-OFF INVOICE/RECEIPT

Note: if your system has been configured for online ECOM payments, then do not use this option to send a payment link with the invoice or receipt, use the Send Payment Request Link instead. (See notes for Online Payments for more information.) Otherwise, to send emailed invoices/receipts without a payment link, follow the routine outlined below.

  1. Click on an invoice/payment transaction on the Financial screen and click the Email tile. (This tile will become available on the Financial screen only if your system has been configured to send transactional emails.) The invoice/receipt will be transmitted to the email address stored on the client’s record, providing that the authorisation box alongside the email address has been ticked.

  1. You can click the Alt Recipient box if you wish to transmit the document to a different email address other than the one displayed on the client record. This will open a dialogue box ready for you to update the email address. (This will not edit the client’s details.)

  2. The invoice/receipt will be automatically emailed and a confirmation that the email has been successfully sent will be displayed.

Please note: If the client has an email address in the Primary Email field on the client record, but the email authorisation box is not ticked, then the invoice/ receipt will be printed instead.

STATEMENTS

The default email subject for statements is: Veterinary Statement of Account.

The default email body text for statements is: Please see attached document.

This subject and body text can be edited by our Support Department if required.

Emailing a Statement from the Client Account Overview Screen

  1. From the clients Account Overview screen, click the Print Statement tile on the right-hand toolbar.

  1. Select the Statement and Transaction Start and End Dates.

  2. The layout can either be a Default (Summary) Statement or a Detailed Statement (which includes each transaction line per invoice) or it could be a customised layout. Select your required layout.

  3. You can click the Show a Preview box if you wish to preview the statement before transmitting. Close the preview to continue.

  4. Click the Send by Email box. An Alternative Recipient selection box will then be displayed and this allows you to send the email to an alternative recipient if you wish.

  5. Leave the Alternative Recipient box unticked and click the green > tick box to send the email to the email address stored on the > client record.

  6. However, > if the client does not have an email address on their record with > the Authorisation Box alongside it ticked, then when you click > Send by Email, the Alternative Recipient box will be > ticked automatically and then, when you click the green tick box, > a further dialogue box will be displayed and you will need to > specify an email address to be used. Click Send.

  7. An Email Sent confirmation will be displayed. Click OK.

  8. The statement will be emailed and a confirmation that the email has been successfully sent will be displayed.

Statement Run

  1. Click the Transactions tile on the Assisi Desktop and then click the Statement Run tile.

  1. Set the Statement Date – this is the date that will be printed on the statement.

  2. Set the From Date and To Date – these determine the range of transactions that will be itemised on the statement. A Brought Forward figure can be displayed that represents the balance as it was at the From Date and a Carried Forward figure can be displayed that represents the balance as it was at the To Date.

  3. You can filter the run for a Terms Code, Customer Type and Customer Branch by selecting the relevant options from the drop down boxes.

  4. Current balance greater than – this allows you to filter the run for all clients whose balance is greater than this figure for your own specified value, in pounds and pence.

  1. Exclude customers with unprinted invoices – tick this box if you want to exclude those customers who also have a held invoice to be printed. (The held invoice run routine allows you to email/print a statement together with the held invoice.) This option checks for clients who have held invoices awaiting emailing/printing and excludes them from the statement run, so that they can be included later with the held invoices.

It is probably better to untick it if you don’t do a monthly held invoice print run as you could have some clients with held invoices that may not be printed, therefore resulting in some clients not receiving a statement at all.

  1. Send by Email if possible – If you have Transactional Emails configured on your system, by ticking this box, statements will be emailed to those clients who have an email address saved on their record with a tick in the authorisation box alongside it.

  2. Statement Message – this allows you to add a one-off message to each statement in the run. The statement layout must have the Statement Message field enabled and configured for this message to be printed. Contact our Support Team if you are not sure whether this has been activated. Type your message in the Statement Message box.

  3. Forced Layout – The statement layout will default to that saved against the Terms Code for each client if this field is left blank. Select a layout if you wish to force all statements to use the selected layout, regardless of the client’s Terms Code.

  4. Click Select Clients box on the bottom left-hand side of the screen to display all of the clients who meet the selection criteria.

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

  6. You > can select zero value held invoices and then, once selected, mark > them as already printed.

  7. Select/Deselect All.

You can click Select All and then manually remove the tick for any clients that you wish to exclude. If you select this option, statements will either be emailed – where a valid, authorised email address exists on the client’s record - or printed in one run.

  1. Once you have selected your clients, click the Green Tick on the right hand side of the screen to begin emailing/printing the selected statements.

Combination of Emailing and Printing Statements Using Different Layouts

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

HELD INVOICES

  1. When printing held invoices from the Transactions menu, enter the From Date and To Date between which to include invoices to print.

  2. The Don’t combine all animals to a single invoice box will not be ticked by default. If ticked, this will produce a separate invoice for each animal per client.

  3. You can also filter the run for a specific Terms Code, Customer Type and Customer Branch by selecting the relevant options from the drop down boxes.

Any invoices falling outside the date range and selection criteria will not be included but will remain on the held invoice list.

  1. Click Select Held Invoices to Print. The preview box on the left-hand side will display all held invoices that meet your selected criteria and will include the email addresses for those clients where the email address has been added to the Primary Email field on their record but only where the email authorisation box has also been ticked.

  1. Include a statement: If you wish to email/print a statement for each client with their held invoice/s, click the Include a Statement box.

  2. Set the Statement Date, and the From Date and To Date as with the normal statement print routine.

  3. Add a Statement Message if required.

  1. Click the Send by Email if possible box. If you have chosen to include statements with the held invoices, then the statements will also be emailed.

  2. Select your preferred invoice and statement layouts for the print run.

  3. At this point you should select the clients from the preview box that you wish to include in this email/print run.

  4. You > can click Select Email and only those clients where a valid, > authorised email address is stored on the client’s record will be > selected and then the remainder of the held invoices can be > printed in a separate run once the emails have been transmitted.

As with statements, this is particularly useful if you want to use a different statement layout for those printed to those emailed, whereby those printed could perhaps be printed onto letterhead paper and those emailed could use a layout that includes the practice details in the layout itself.

Once the invoices have been emailed or printed, they will no longer be classed as held invoices and will not be included when you next click Select Held Invoices to Print.

OR

  • You > can click Select All and emailed invoices/statements will be > sent where possible and the remainder of the documents will be > printed, all in the one run using the same layouts.

  • You > can also manually select/deselect clients by clicking on the box > alongside the relevant clients’ details if you wish to exclude > some clients and email/print those documents at a later date. Any > invoices not selected to be printed or emailed will remain on the > held invoice list.

  • Once you have selected your clients, click the Green Tick on the right hand side of the screen to begin emailing/printing the selected invoices/statements.