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VisionVPM

Clients Module

User Guide

Copyright Notice

Copyright © 1997-20012 Provet I.T. Pty Ltd ("Provet IT") All rights reserved

The software contains proprietary information of Provet IT; it is provided under a license agreement containing restrictions on use and disclosure and s also protected by copyright law. Reverse engineering of the software is prohibited.

Due to continued product development this information may change without notice. The information and intellectual property contained herein is confidential between Provet IT and the client and remains the exclusive property of Provet IT. If you find any problems in the documentation, please report them to us in writing. Provet IT does not warrant that this document is error-free.

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Provet IT PO Box 6026 BHBC

Baulkham Hills NSW 2153 Australia

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Website: www.provet.com.au http://www.provet.com.au/

Contents

Copyright Notice 4

Client Module 4

Client Details ................................................................................................................................................... 4 Search for Client ........................................................................................................................................ 4 Client Details window .............................................................................................................................. 7 Client button descriptions ........................................................................................................................ 9 Permanent edit mode or edit lock down? ............................................................................................ 10 Clients Details sidebar ............................................................................................................................ 10 Settings tab ............................................................................................................................................... 11 Balances tab .............................................................................................................................................. 12 Reports tab ............................................................................................................................................... 13 Creating a Client record ......................................................................................................................... 14 Working with Syndicates ....................................................................................................................... 16 Inserting a Write Off ............................................................................................................................... 20 Dealing with duplicated client records ................................................................................................ 22 How to print a statement for the client ................................................................................................ 23 How to print an address label for a client ............................................................................................ 24 How to record equipment on loan ........................................................................................................ 24

Animal Details ............................................................................................................................................... 28 Search for Animal .................................................................................................................................... 28 Animal Details window ......................................................................................................................... 30 Main tab .................................................................................................................................................... 32 History tab ................................................................................................................................................ 32 Activity tab ............................................................................................................................................... 34 Photo tab ................................................................................................................................................... 35 Reports tab ............................................................................................................................................... 37 Creating and editing an Animal Record .............................................................................................. 37 Creating and editing an Equine Record ............................................................................................... 39 How to mark an animal as deceased .................................................................................................... 47 How to mark an animal as inactive ...................................................................................................... 49 How to reactivate an inactive animal ................................................................................................... 50 Inserting animal reminders .................................................................................................................... 51 Working with lab results ........................................................................................................................ 52 Importing and exporting clinical records ............................................................................................ 61 Animal Analysis Groups ........................................................................................................................ 64 Transferring Animal Activity ................................................................................................................ 66 Transferring an animal ........................................................................................................................... 67 Dealing with duplicated animal records .............................................................................................. 69 Referral Vets ............................................................................................................................................. 71

Appointments ................................................................................................................................................ 74 The Multi Appointment Book ............................................................................................................... 74 Tab Appointment Book .......................................................................................................................... 76 Appointment Button Descriptions ........................................................................................................ 77 Appointment Book Navigation ............................................................................................................. 77 Appointment Book Setup and Configuration ..................................................................................... 78

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Making Appointments ........................................................................................................................... 85 Editing and Moving Appointments ...................................................................................................... 92 Adding or changing a note on an appointment .................................................................................. 96 Entering vet code on appointment........................................................................................................ 96 To view client's appointment information ........................................................................................... 97 Finishing a large animal appointment ................................................................................................. 97 Rescheduling an appointment ............................................................................................................... 97 Lost and Found Register ........................................................................................................................ 98 Daily Reminders from the Appointment List ................................................................................... 100 SMS Texting from the Appointment List ........................................................................................... 102 Appointment Searches .......................................................................................................................... 105 Appointment Reports ........................................................................................................................... 107

Diary ............................................................................................................................................................. 110 Diary button descriptions .................................................................................................................... 111 Inserting a diary note ............................................................................................................................ 112 Finishing a diary note ........................................................................................................................... 113 Lab Results ............................................................................................................................................. 114 Sending Emails and SMS messages from the Diary ......................................................................... 114

Boarding Scheduler .................................................................................................................................... 120 Boarding Scheduler Setup .................................................................................................................... 121 Using the Boarding Scheduler ............................................................................................................. 125 Billing ...................................................................................................................................................... 127

Sales Process ................................................................................................................................................ 128 Client Activity Button Descriptions .................................................................................................... 129 Client Activity sidebar .......................................................................................................................... 130 Discounts on Invoices ........................................................................................................................... 130 Loyalty Schemes .................................................................................................................................... 131 Invoice a Client ...................................................................................................................................... 132 Optional extras on invoices .................................................................................................................. 138 Raise a Cash Invoice.............................................................................................................................. 147 Delayed Charges ................................................................................................................................... 147 Delayed Charges with split payments ............................................................................................... 153 Reprint an existing invoice or payment ............................................................................................. 156 Transferring invoices and payments .................................................................................................. 156

Payments and Receipting .......................................................................................................................... 159 Open Item Accounting ......................................................................................................................... 159 Payments - things you should know .................................................................................................. 159 Payment Allocation ............................................................................................................................... 165 One-off client payment ......................................................................................................................... 169 Inserting a single payment type at time of invoicing ....................................................................... 174 Inserting multiple payment types ....................................................................................................... 174 How to receipt cheque payments received by mail .......................................................................... 175 How to receipt direct credit payments from your bank statement ................................................ 176 How to handle large volumes of client payments ............................................................................ 176

Credits .......................................................................................................................................................... 180 Reversing invoices................................................................................................................................. 180 Reversing partial invoice ...................................................................................................................... 182 Editing payments .................................................................................................................................. 185 Reversing payments .............................................................................................................................. 186 How to deal with a bounced cheque .................................................................................................. 188 Client Refund Scenarios ....................................................................................................................... 189

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Billing Process ............................................................................................................................................. 196 Inserting a Batch Invoice ...................................................................................................................... 196 Inserting a Clinical Record from a Batch Invoice .............................................................................. 198 Copying Invoices ................................................................................................................................... 198

Restricted Veterinary Medicines (RVM) Process .................................................................................... 200 RVM default period .............................................................................................................................. 201 To set up an RVM Authorisation ........................................................................................................ 201 Marking a stock item as requiring an RVM authorisation .............................................................. 203 To print RVM authorisations ............................................................................................................... 204 To print a prescription .......................................................................................................................... 204 To print a Word prescription ............................................................................................................... 205 To edit the Word prescription templates ........................................................................................... 205 To sell a RVM from an authorisation.................................................................................................. 206 How to use the RVM system simply and efficiently ........................................................................ 206

Workflow Process ....................................................................................................................................... 208 Insert an appointment .......................................................................................................................... 209 To mark an appointment as arrived ................................................................................................... 210 Vet in session ......................................................................................................................................... 211 Clinical records ...................................................................................................................................... 212 To insert a clinical examination record .............................................................................................. 218 Dispensing drugs .................................................................................................................................. 221 Invoicing from the clinical record when using the Drugs tab ......................................................... 224 Receipting payment from an invoice .................................................................................................. 226

Hospitalisation Process .............................................................................................................................. 227 How to admit an animal ....................................................................................................................... 227 Creating initial hospitalised clinical record ....................................................................................... 230 Adding to a hospitalised clinical record ............................................................................................ 230 Using the hospitalised invoice ............................................................................................................. 231 How to discharge an animal ................................................................................................................ 233

Banking Process .......................................................................................................................................... 235 Print Client Audit .................................................................................................................................. 235 Save Eftpos Deposit .............................................................................................................................. 237 Print Till Audit ....................................................................................................................................... 241 Save Till Balance .................................................................................................................................... 242 Save Bank Deposit ................................................................................................................................. 243

Procedures ................................................................................................................................................... 246 How to check if a client has paid ........................................................................................................ 246 Bad Debtors ............................................................................................................................................ 247 To Print an Invoice List......................................................................................................................... 252 Estimates ................................................................................................................................................. 254 Using visual reminders ........................................................................................................................ 256 How to print a consent form without admitting an animal ............................................................ 258 How to search for an item sold in Client Activity ............................................................................ 258 How to search for incomplete clinical records .................................................................................. 259 How to search for uninvoiced drugs .................................................................................................. 261 Using BPay in VisionVPM ................................................................................................................... 262

Index 264

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Client Module

The Client module controls the workflow and clinical record management for your practice.

VisionVPM is on a path of continuous improvement, driven by our response of your helpful feedback and suggestions.

Like every tool, by learning the features of VisionVPM, you will start to make a difference to your bottom line.

Client Details

Search for Client

1) Go to: Main module > Clients module > Clients menu > Client Details.

The Default search criteria will be displayed; in this example Search by Multi-Search Containing.

� Default search criteria can be changed by going to Main menu > Maintenance module > Maintenance menu > System Defaults > Client tab.

� When Multi is selected, VisionVPM will try to detect whether what you have entered is a number.

� If what you have entered is a number, VisionVPM will search for that number in the following fields:

client Sequence number

client Number

Phone number

Extra phone number

Mobile Phone number

BPay Client Ref number.

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� VisionVPM will display results on any matches within these fields.

� If what you have entered is not a number, VisionVPM will look for the presence of the @ symbol and if it is there VisionVPM will search exclusively on the Email Address field.

� If there is no @ symbol and it is not a number VisionVPM will search the following fields:

client Lastname

Company name

client Code

Phone number

Mobile Phone number

Email Address

1st Street Address.

2) If required, alternative search criteria can be selected by using the list arrows:

3) Type the letters or numbers of your search criteria into the available field and click Go.

� A list of clients matching your search criteria will be displayed.

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� All Inactive clients will be displayed with blue text.

� All clients that have been marked as Bad Debtors (Client Details > Settings tab) will be displayed with red text.

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� If the client is not found, try other search criteria.

� If the animal's name is known, clients can also be searched for from the Animal List window.

4) Double-click on the required client to open their Client Details window.

Client Details window

Main Tab

The screen shot above displays the Client Details window. It forms the backbone of your debtors system, by capturing information about each customer.

Custom fields can be modified to reflect information about each client. These can be used to assist with marketing activities and trend analysis. This window will also show the first visit date for the client.

The Client Details window can be used as a launch pad to access any of the following:

� animals

� appointments

� immediate information on reminder status

� invoicing and payments

� check client activity and balances

� estimates/quotes.

Any buttons or tabs highlighted in blue link to existing information for the client.

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Animal Name area

Depending on the settings in Main menu > Maintenance module > Maintenance menu > System Defaults > Client tab > Client Details area, VisionVPM will display some or all of the client's animals.

There are four options:

� None - All animals will be displayed

� Deceased - Animals marked as deceased will not be displayed.

� Inactive - Animals marked as inactive will not be displayed.

� Both - Animals marked as either deceased or inactive will not be displayed.

In the example below, the None option was selected, therefore, VisionVPM displays all animals for the client.

Please note the order of the animals:

1) Alive animals, in black.

2) Inactive animals, in blue.

3) Deceased animals, in grey.

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Client button descriptions

The toolbar at the top of the Client Details Window contains the following buttons:

Button KEYS Action

F7 Saves changes that you have made.

F8 Cancels any changes you have made.

F5 Opens a blank Client Details window for you to add a new client record.

F6 Only enabled when you have selected to not be in permanent edit mode. See information below.

F4 Search for another client record.

CTRL+I Opens the Client Invoice window allowing you to sell products, services and fees.

CTRL+Y

Displays the client's financial history.

CTRL+N

Opens a blank Animal Details window for you to add a new animal record or will display the Animal Details window for the selected animal.

CTRL+Q

Opens a blank Equine Details window for you to add a new equine record.

CTRL+Z

Opens the Appointment List window.

Not applicable

• Opens the Appointment List window.

• Searches for client appointments.

CTRL+R

Allows you to enter RVM allocations for the selected client.

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CTRL+E

Allows you to enter reminder details.

F9 Closes the Client Details window.

Permanent edit mode or edit lock down?

If VisionVPM is in permanent edit mode, simply make your required changes to the record and click Save.

If VisionVPM is not in permanent edit mode, you will need to click Edit to enable editing. The required changes can now be entered and then click Save.

Clients Details sidebar

The sidebar on the right side of the Client Details window contains the following buttons:

Button KEYS Action

CTRL+A Enter a payment.

CTRL+O Write-off an amount owing.

CTRL+S Print an individual client invoice/statement or statement.

CTRL+G Display equipment on loan for client.

CTRL+K Allow syndicate members to be set up under this client name.

CTRL+J Generate a cost estimate for this client.

ALT+D Enter diary items for this client.

ALT+C Enter multiple cheque payment details for this client.

ALT+U Attach documents & letters to this client.

ALT+W Generate a customised letter from available templates or create a new template.

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The following buttons will be highlighted in blue if there is existing information:

� On Loan

� Estimate

� Diary

� Cheque Details.

Settings tab

The Settings tab displays additional client data options and account settings. The Custom Fields are defined by the clinic through the Maintenance module.

The Charging Distance, used for invoicing mileage for farm calls, can be added to the client record as can a credit limit for the account.

Visual Reminders with or without text can be added to the client record from this window. The reminder itself and any text added will be displayed on the Main tab.

The Extra Invoice % field enables you to increase a client's invoice amount by a set percentage.

The Client Ranking and Top Sales Value fields are automatically populated when a Top Sales Search is run from the Marketing Schedule.

BPay Client Ref is used with the BPay system and if used, will print on your clients' invoice/statements or statements.

The client's Aged Analysis and personalised account settings are also displayed on the Settings tab.

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Balances tab

The client's invoices and receipting history per month are displayed in the Balances tab.

You have the option to send the information to Excel or to print a report.

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Reports tab

A number of client reports are available from the Reports tab.

A report can be printed by selecting the required report and clicking Print Report.

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Creating a Client record

Go to: Clients menu > Client Details.

1) From the Client List window, click Insert.

� For New Zealand clients, if you have selected to add a Default Suburb, Default City and Default Post Code in Maintenance > System Defaults > Clients tab, these fields will be automatically populated.

� For Australian clients, if you selected to add a Default town / city, Default state, and Default Post Code in Maintenance > System Defaults > Clients tab, these fields will be automatically populated.

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� The First Visit date will also be automatically populated with today's date, which can be overtyped if required.

2) Enter the client's name and contact details.

3) Click Save.

� VisionVPM will automatically generate a client Code based on what is selected in Maintenance > System Defaults > Clients tab.

Optional

� To enter additional phone numbers, click the button.

� In the Mobile Phone field, type the client's mobile phone number, if applicable.

� To attach a marker to the client, click the Marker arrow, and double-click to select the marker you wish to insert.

� Markers allow the grouping of clients for quick access, mailings, discounts, etc.

� Multiple markers may be selected by holding the CTRL key while clicking on the required markers. The Add Selected button can be used to add these selected markers.

� In the Notes field, enter any relevant notes about the client.

� Select the client's preferred communication method, by selecting an option from the Contact list.

� In the Email field, type the client's email address, if applicable. VisionVPM will validate whether it is a correct address.

� The following prompt will be displayed, Do you want to mark this client to use email in any future mailouts?. Click Yes to include the client in the email list for marketing searches.

Results

� A new client has been entered in VisionVPM.

� Animals can now be attached to this client.

� A Client Information report can be printed by clicking Print Report on the Reports tab of the Client Details window.

It is important for the clinic to be consistent with the entry of clients' details as this can impact on how well clients can be searched upon and how well client details are generated in a mail merge.

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Working with Syndicates

VisionVPM allows you to create a syndicate group of owners who have shares in a particular animal – usually a horse.

How does it work?

All syndicate members must first be entered as clients in VisionVPM.

Once all syndicate members have been entered they can be allocated a share of responsibility from the syndicate record.

Horses can then be entered against the syndicate as you would add patients to a normal client.

Any bills (or earnings) related to that animal are then divided according to the ownership shares.

There are 4 steps to setting up a syndicate, as follows:

1) Create a syndicate record

2) Attach members to a syndicate record.

3) Set up a syndicate holding account.

4) Configure the syndicate holding account.

Step 1: Create a syndicate record

Go to: Clients menu > Client Details.

1) From the Client List window, click Insert.

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� For New Zealand clients, if you have selected to add a Default Suburb, Default City and Default Post Code in Maintenance > System Defaults > Clients tab, these fields will be automatically populated.

� For Australian clients, if you selected to add a Default town / city, Default state, and Default Post Code in Maintenance > System Defaults > Clients tab, these fields will be automatically populated.

� The First Visit date will also be automatically populated with today's date, which can be overtyped if required.

2) Enter the client's name and contact details.

3) Click Save.

� VisionVPM will automatically generate a client Code based on what is selected in Maintenance > System Defaults > Clients tab.

Optional

� To enter additional phone numbers, click the button.

� In the Mobile Phone field, type the client's mobile phone number, if applicable.

� To attach a marker to the client, click the Marker arrow, and double-click to select the marker you wish to insert.

� Markers allow the grouping of clients for quick access, mailings, discounts, etc.

� Multiple markers may be selected by holding the CTRL key while clicking on the required markers. The Add Selected button can be used to add these selected markers.

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� In the Notes field, enter any relevant notes about the client.

� Select the client's preferred communication method, by selecting an option from the Contact list.

� In the Email field, type the client's email address, if applicable. VisionVPM will validate whether it is a correct address.

� The following prompt will be displayed, Do you want to mark this client to use email in any future mailouts?. Click Yes to include the client in the email list for marketing searches.

Results

� A new client has been entered in VisionVPM.

� Animals can now be attached to this client.

� A Client Information report can be printed by clicking Print Report on the Reports tab of the Client Details window.

It is important for the clinic to be consistent with the entry of clients' details as this can impact on how well clients can be searched upon and how well client details are generated in a mail merge.

Step 2: Attach members to a syndicate record

1) From the Client Details window, click Syndicate.

2) For each syndicate member, click Insert.

3) From the Syndicate Share window, click the Client Code arrow, and then locate and select the required syndicate member.

4) In the Share % field, type the percentage of the share owned by the syndicate member, and then click Save.

5) Continue steps 2 to 4 above until all syndicate members have been entered and the percentage shares equal 100 percent.

� To graph the percentage of the syndicate owned by each member, click Show Graph.

� To add the clients to the history of the syndicate, click Add to Syndicate History and click Yes to the confirmation prompt.

� To view the Client Details of a syndicate member, select the client and then click Member.

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6) Click Close.

Step 3: Set up a syndicate holding account

Go to: General ledger module > General Ledger menu > Chart of Accounts.

1) From the GL Account List window, click Insert.

2) In the Account Code fields, type a code and description for the syndicate holding account.

3) Select the Current Asset account type, and the Zero Rated for GST check box.

4) Click Save.

Step 4: Configure the syndicate holding account

Go to: Maintenance module > Maintenance menu > Account Defaults.

1) From the Account Defaults window, in the Syndicate Holding A/c box, type the code for the syndicate holding account.

2) Click Save.

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Results

� The wording on the Syndicate button on the Client Details window will be displayed in blue.

� Animal and equine records can now be attached to the syndicate, invoices generated and payments received.

Inserting a Write Off

You would consider writing off a client’s balance if all other avenues of obtaining the outstanding amount have been exhausted.

1) Search for the client that you wish to insert a write-off.

2) From the Client Details window, click Write Off.

� The client’s balance will be displayed in the Amount Paid field. This can be overwritten if required.

� The current date will be displayed in the Date field. This can be overwritten if required.

3) In the User field, enter your user code.

� VisionVPM will default the Department field to the one entered in Maintenance > Computer Defaults. This can be overwritten if required.

4) In the Entry Description field, enter the reason for the write off.

� VisionVPM automatically selects the Add write of amount to client notes check box. This can be cleared if you do not want the details to be displayed in the client's Notes field on the Main tab.

� VisionVPM automatically selects the Auto allocation on save option. If you want to manually select the invoice that this credit invoice will be allocated against select the Display unallocated payments/credits after the save option.

5) Click Save.

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Results

� An invoice is created and the amount of the write off is entered against the Bad Debt general ledger account.

This account is set in Maintenance > Account Defaults.

� The write off details will be displayed in the Notes field on the Client Details window, if the Add write off amount to client notes check box was selected.

� The allocation will be automatically selected, unless you have selected the Display unallocated payments / credits after the save option, and then you can manually allocated the credit invoice.

If the client is a bad debtor, you may wish to mark the client as a Bad Debtor in VisionVPM.

1) Go to the Settings tab of the Client Details window.

2) Click the Bad Debtor check box.

� VisionVPM will automatically change the Visual Reminder to a Bad Debtor icon, with the code of 8049.

� You can write a Visual Note which will appear on the Main tab, denoting the client is a bad debtor.

� The Visual Reminder icon and bad debtor information will appear when you invoice the client.

3) Click Save.

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Dealing with duplicated client records

VisionVPM allows you to transfer all financial activity and animal information from one client to another. This is useful for those duplicated client records, with multiple visits.

You can transfer individual clients by following the procedures below. For further information regarding multiple client transfers please refer to the Maintenance User Guide.

Go to: Clients menu > Client Details > select client > More Commands menu > Merge Duplicated Clients.

1) The following prompt will be displayed:

2) Click Yes to continue.

3) Enter the daily password if not logged in as Administrator.

� You will have to contact the Provet IT Service Desk for the password.

� A window will be displayed, similar to the one below.

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To search for a client with a name different from original client

1) Enter the search criteria in the fields, as shown below:

VisionVPM will default the search criteria to what has been selected in Maintenance menu >

System Defaults > Client tab.

1) You will only be able to search for a client to merge to, in the right-hand list. You would use this option, for example, if a duplicated client had a different surname from the original client.

To merge a duplicated client

1) Select the client you want to merge to, in the right-hand list.

2) Click Perform the Merge.

� VisionVPM will transfer all financial and animal information from the selected client to the other client you selected. The original client and any duplicated animals will be deleted.

How to print a statement for the client

Go to: Clients menu > Client Details > select client.

1) From the Client Details window, click Statement.

2) Enter the statement closing date and a message code if you wish to display a message on the statement.

3) Select the Use Statement Format instead of Invoice/Statement check box depending on the style you want to use.

4) Select the Exclude incomplete invoices check box if you do not want to print incomplete invoices on the invoice/statement.

� You might do this, for example, if you have hospitalised animals over the month end period and do not wish to charge the client for these invoices in this period.

5) Click Save to display the print options and select the appropriate print option.

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How to print an address label for a client


1) From the Client Details window, click the Reports tab.

2) Click Client Label, and then click Print Report.

3) Choose your print option.

How to record equipment on loan

You might regularly loan equipment from your clinic, for example, cat/dog cages. VisionVPM allows you to capture this information and readily access all equipment on loan from your clinic.

To enter equipment on loan


1) From the Client Details window, click On Loan.

2) Click Insert and then enter the required details.

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3) Click Save and Close.

4) The On Loan button will be displayed with blue text.

To print a list of equipment on loan

1) Go to: Clients module > More Reports > Equipment on Loan.

2) In the Loaned between and fields enter the date range that you wish VisionVPM to search for loaned equipment.

3) Click Ok .

4) Select your report destination and click OK.

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� VisionVPM will display a list of all clients with unreturned equipment within the date ranges you entered above.

To record equipment which has been returned


1) From the Client Details window, click On Loan.

2) Double-click the line containing the returned equipment.

3) In the Returned field, enter the date the equipment was returned.

4) Click Save.

To print a list of equipment that has been returned

1) Go to: Clients module > More Reports > Equipment on Loan.

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2) In the Returned between and fields enter the date range that you wish VisionVPM to search for loaned equipment that has been returned.

3) Click Ok .

4) Select your report destination and click OK.

� VisionVPM will display a list of all clients with returned equipment within the date ranges you entered above.

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Animal Details

Search for Animal

1) Go to: Main module > Clients module > Clients menu > Animal Details.

The Default search criteria will be displayed; in this example Name/Pet Name, First Letter of.

� Default search criteria can be changed by going to Main menu > Maintenance module > Maintenance menu > System Defaults > Client tab.

� If patient name/pet name is not selected, the default search will be by Patient name.

� Searching by pet name is useful when you have horses that can have a pet name and a different official name for racing.

� To include inactive animals in your search, select the Include Inactives check box.

� To search only for equine records, select the Equine only check box.

� To exclude equine records in your search, select the Exclude Equine check box.

1) If required, alternative search criteria can be selected by using the list arrows:

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2) Type the letters or numbers of your search criteria into the available field and click Go.

� A list of animals matching your search criteria will be displayed.

� All Inactive animals will be displayed with blue text.

� All Deceased animals will be displayed with grey text.

� If the client is not found, try other search criteria.

� If the animal's name is known, clients can also be searched for from the Animal List window.

� Double-click on the required client to open their Client Details window.

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Animal Details window

Go to: Clients menu > Animal Details > select animal.

The Animal Details window will be displayed with the Main tab highlighted.

The Main tab is designed to provide the Clinic with a working history of their patients. When all relevant information is entered, it becomes an excellent reference tool for the clinical and health history of each animal.

Animal records must be attached to a Client record, and this is the reason why Client records are the first records to be entered into VisionVPM.

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Animal Details button descriptions

Button KEYS Action

Save [F7]

Saves the information entered.

Cancel [F8]

Cancels any changes made.

Insert [F5]

Displays a window for insertion of a new record

Edit [F6]

Enables editing of the record.

Find [F4]

Displays the Animal List window where you can search for an animal.

Invoice [CTRL+I]

Displays an invoice window for this client/animal.

Record [CTRL+R]

Displays a clinical record window to enter today's consultation for this animal.

Appt. [CTRL+Z]

Allows you to create an appointment for this client/animal.

Client [CTRL+T]

Displays the Client Details window for the owner of this animal.

Reports [CTRL+P]

Opens the Animal Report Options window with several options for printing animal reports.

Admit [CTRL+S]

Allows you to admit this animal into hospital.

Visual [CTRL+A]

Displays a window for attaching visual reminders to this animal.

Email [CTRL+E]

Displays an email window for this client/animal. The email can be sent through Outlook or VisionVPM.

Close [F9]

Closes the record. If the record has not been saved, a prompt will be displayed.

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Main tab

Main tab sidebar

Button KEYS Action

CTRL+G Allows graphs to be created for the following details: � Weight

� Temperature

� Body Scores

� Dental Scores.

CTRL+N Enables you to enter an analysis group for the animal.

CTRL+B Prints a label displaying the animal's details. CTRL+F Enables a transfer of the animal to another owner. ALT+V Enables a referral vet to be selected. ALT+D Navigate to the Diary - to enter a scheduled task for

the current client/patient. ALT+U For attaching documents related to this animal, for

example, letters from referring vets. ALT+W To generate a customised letter from templates

available.

History tab

The History tab gives access to the clinical history of the animal. If there are laboratory results or photos added to any of these records, the appropriate Lab or Photo fields will be checked.

The window is split into three sections:

1) A list of all previous visits for the animal.

2) Detailed description of the selected visit.

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3) The drugs prescribed for that visit will be displayed in the bottom field on the Drugs tab. The invoiced amount for that visit can be viewed by clicking the Invoice tab.

If you have selected to not use the Drugs tab (Maintenance menu > System Defaults > Clients tab > Other Settings area), VisionVPM will highlight the Invoice tab and display the invoiced amounts.

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Additional options on the History sidebar include:

Button KEYS Action

ALT+S Provides a search option for this animal's records. ALT+L Opens the Lab result List for this animal, from

where you can insert laboratory results. Changes the font of the selected clinical record.

ALT+X Offers the facility to export or import animal records in VisionVPM format or as Text files.

ALT+C For attaching documents related to this record, for example, referral vet letters.

ALT+Y Access digital images from PACS image server. ALT+P Prints a drug label for the selected drug. ALT+E Allows editing of the selected drug. ALT+T Deletes the selected drug.

The check boxes at the bottom right of the window are checked when the appropriate item is included in the selected animal record.

Activity tab

This window displays the financial activity related to the animal.

Each invoice line relating to the animal is displayed.

You can select to Print Activity or Transfer Activity to another animal.

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You can filter the activity by Selected Analysis Group. In order to use this functionality, you must set up Analysis Groups for your stock items. For further information on creating and using Analysis Groups please refer to the Stock User Guide.

For example, if you want to find out when an animal had their previous vaccinations, you would set up an Analysis Group for Vaccinations and then attach all relevant stock items to the Vaccination group.

You can then select the Vaccinations analysis group in the Activity tab and VisionVPM will display the stock items attached to the Vaccination analysis group for that animal.

Photo tab

A photograph of the animal can be added to the record from this window.

To attach a photo, the photo first needs to be saved onto your computer.

Photos can be attached to the Animal Details window or to a Clinical Record.

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Animal Details

VisionVPM will display a small version of the photo on the Animal Details window.

Clinical Record

Photos in Clinical Records can also be inserted via the Photo tab. From the Clinical Record window select the Photo tab, and then select Browse to locate your file. The photo will now be displayed on the window.

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Reports tab

Customised documents, for example, consent forms, reports and graphs can be printed from this window by selecting the required report and clicking Print Report .

Creating and editing an Animal Record


1) From the Client Details window, click Animal.

� The first animal in the Animal List will be displayed if the Load the first animal when moving to the animal window check box in Main menu > Maintenance module > Maintenance menu > System Defaults > Client tab is selected. You will have to click Insert to display a new Animal Details window.

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� Otherwise, if the check field is not selected, a new Animal Details window will be displayed ready for you to enter the animal’s details.

2) In the Name field, type the animal’s name and press TAB.

VisionVPM will automatically populate the Code field with an animal code. The code consists of the first four letters of the animals name and the first six letters of the client’s surname.

3) Continue to add the relevant details for the animal and be aware of the following:

� VisionVPM will display a valid list of Breeds. This list can be altered in Main menu > Maintenance module > Maintenance menu > Lookup Lists > Animal Related Lists > Animal Breeds.

� In the Age field, type the animal's age and select Years, Mths, or Wks. The animal's birth date is calculated automatically from the age. Alternatively enter the animal’s date of birth in the Birth Date field.

� VisionVPM will automatically populate the First Visit field with today's date, which can be overtyped if required.

� In the Optimal Weight, type the animal's optimal weight.

� In the Notes tab, type any notes associated with the animal. These will be available in the Clinical Record window. The lettering of the Animal tab will be red if there are animal Notes present.

� To complete a custom field, click the Custom Fields arrow, and select an item from the list.

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� Current Weight , Body Scores, Dental Scores, Neuter and Deceased are automatically updated from your clinical records.

� Last Admitted displays the date the animal was last admitted and is automatically updated.

4) Click Save.

Results

� An animal record, attached to the selected client will be displayed in the animal list field on the Client Details window.

� Clinical records, clinical examinations, drugs, and invoices for the animal can now be entered.

Creating and editing an Equine Record


1) From the Client Details window, click Equine.

2) In the Name field, type the horse's name and then press TAB.

VisionVPM will automatically populate the Code field with an animal code. The code consists of the first four letters of the horse's name and the first six letters of the client’s surname. Continue to add the relevant details for the horse and be aware of the following:

� VisionVPM will display a valid list of Breeds. This list can be changed in Main menu > Maintenance module > Maintenance menu > Lookup Lists > Animal Related Lists > Animal Breeds.

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� Add a Pet Name if the horse has two names, for example, a stable name and a racing name.

� VisionVPM will automatically populate the DOB field with 1 AUG and then the current year if today's date is after 1 August in the current year or the previous year if today's date is before 1 August in the current year.

� For example, if today is 28 Jan 2010, the date of birth will be displayed as 1 AUG 09.

� Alternatively you can type in the date of birth or in the Age field, type the animal's age and select Years, Mths, or Wks. The horse's birth date is calculated automatically from the age.

� VisionVPM will automatically populate the First Visit field with today's date, which can be overtyped if required.

� In the Notes field, type any notes associated with the animal. These will be available in the Clinical Record window. The lettering of the Animal tab will be red if there are animal Notes present.

� The following codes should be used when entering the horses Sex:

C - Colt

G - Gelding

S - Stallion

F - Filly

M - Mare.

� Location is used to track the whereabouts of each horse. A location can be allocated a value for the number of kilometres from the surgery, and used to auto calculate the mileage charged on each invoice. By default, VisionVPM populates the Location field with the client's code. To change the location, click the Location arrow and double-click to select the horse's location.

� Please note: If an Equine record does not have either a Sire or a Location, VisionVPM will change the record to an Animal record.

� If GST will not be calculated on transactions relating to this horse, select the Zero Rated for GST check box.

� Enter any branding marks into either the Branding RHS or LHS fields. Please note, RHS is an abbreviation for right-hand side and LHS is an abbreviation for left-hand side.

� To complete a custom field, click the Custom Fields arrow, and select an item from the list.

3) Click Save.

Results

An animal record, attached to the selected client will be displayed in the animal list field on the Client Details window.

Clinical records, clinical examinations, drugs, and invoices for the animal can now be entered.

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Inserting a Sire Code

Sire codes are used only for horses. This section describes how to insert a sire code.

1) From the Animal Details window, click the Sire arrow.

2) From the Sire List window click Insert.

3) In the Code and Description fields, type a code and description for the sire.

4) Click Save.

Results

� The sire code will appear in the selection list for sires and can now be attached to equine records.

Inserting a Location Code

Location codes are used only for horses that are stabled at a different address to that shown in the client details, so you can track the whereabouts of each horse. A location can be allocated a value for the number of kilometres from the surgery, and used to auto calculate the mileage charged on each invoice. By default VisionVPM populates the Location field with the client's code.

1) From the Animal Details window, click the Location arrow.

2) From the Location List window click Insert.

3) In the Code and Description fields, type a code and description for the sire.

4) In the Distance field, type the distance from your clinic to the location.

� Alternatively, this could be the round-trip distance from your clinic and return.

5) Click Save.

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Results

� The location code will appear in the selection list for locations and can now be attached to equine records.

The Location Distance will be multiplied by your Mileage fees as you apply them to the invoice for each animal.

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Pregnancy Summary documents

VisionVPM allows you to enter details of a mare’s pregnancy and to print pregnancy documents.

To use this function, click Pregnancy Summary from the Equine Details window.

From the Pregnancy Summary window you can:

� Insert a new pregnancy summary

� Edit an existing summary

� Print pregnancy summary reports.

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When you insert a new Pregnancy Summary, the following window will be displayed for entry of the pregnancy details.

Following are the list of pregnancy reports and examples of each report that can be printed from the Pregnancy Summary window by clicking the Adhoc button:

� Pregnancy Certificate

� Pregnancy List

� Pregnancy Summary.

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Pregnancy Certificate

Pregnancy List

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Pregnancy Summary

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How to mark an animal as deceased

There are two ways of deceasing an animal in VisionVPM:

1) Manual mode from the Animal Details window

2) Automatic mode from an invoice.

When you decease an animal, you can allow VisionVPM to automatically delete reminders, future appointments and future diary notes for deceased animals. To set up automatic deletion go to: Main menu > Maintenance module > Maintenance menu > System Defaults > Client tab.

Manually deceasing an animal


1) From the Animal Details window, select the Deceased check box.

2) Click Save.

If you have selected to automatically remove reminders as per above, VisionVPM will automatically delete all:

� reminders,

� appointments dated tomorrow onwards, and

� diary notes dated tomorrow onwards.

Otherwise, VisionVPM will display a prompt similar to the one below:

� It is important that all outstanding reminders for the deceased animal are removed by clicking Yes to the above prompt.

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� If the animal has future appointments, VisionVPM will display a prompt similar to the following:

� Click Yes to remove all future appointments.

� Please note, VisionVPM will only display the prompt if there are appointments in the future for the deceased animal, not today's date.

� VisionVPM will also remove all diary notes dated tomorrow onwards.

Automatically deceasing an animal

You will need to mark related stock items to decease an animal, for example, Euthanasia.

When you invoice the stock item, and you have selected to automatically remove reminders

VisionVPM will display a prompt, similar to the one below:

Click Yes to mark the selected animal as deceased.

If either the Hide animals Deceased or Hide animals Both option has been selected in Main menu > Maintenance module > Maintenance menu > System Defaults > Client tab, the deceased animal will not be displayed on the Client Details window.

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If either of these option has not been selected, the deceased animal will remain on the Client Details window, but will be displayed in grey and at the bottom of the list.

Deceased animals will also be displayed in grey in the Animal List.

How to mark an animal as inactive

Animals can be marked as inactive if they or their owners have not visited the clinic for some time or if the animal has been rehomed.


1) From the Animal Details window, select the Inactive check box.

2) Click Save, and then click Yes to the following prompt:

� It is important that all outstanding reminders for the inactivated animal are removed.

This process marks the animal as inactive and removes all outstanding reminders for the animal.

If either the Hide animals Inactive or Hide animals Both option has been selected in Main menu > Maintenance module > Maintenance menu > System Defaults > Client tab, the inactive animal will not be displayed on the Client Details window.

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If either of these option has not been selected, the inactive animal will remain on the Client Details window, but will be displayed in brown and at the bottom of the list.

Inactive animals will not be displayed automatically on the Animal List window.

To view inactive animals on the Animal List window select the Include Inactives check box.

Inactive animals will be coloured light blue, so that they are easily differentiated from active animals. Deceased animals, are displayed in grey. In the example below, Josh has been marked as inactive and Jo has been marked as deceased.

How to reactivate an inactive animal

Inactive animals can be reactivated if they return to the clinic, for example, if the owner moves back into the area. Go to: Clients menu > Animal Details.

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1) From the Animal List window, select the Include Inactives check box.

2) Search for the animal in the usual way.

3) Double-click to select the animal.

4) From the Animal Details window, clear the Inactive check box.

5) Click Save.

� Any reminders will have to be added manually to this animal.

Inserting animal reminders

Reminders can be inserted automatically through the clinical records and use of stock items. Reminders can also be inserted manually for example, for patients new to the clinic with an existing vaccination history.

Inserting Manual Reminders

1) After you have inserted a new animal, from the Animal Details window, click the Reminders tab and then click the Pencil button.

� VisionVPM will display the Client Reminder window and will automatically populate the Date Given field with today's date and populates the Animal Name field with the selected animal's name.

From the Client Reminder window, click the Reminder Code arrow, and select the type of reminder you wish to insert.

1) In the Date Due field, type the date that the reminder is due.

2) In the Qty field, type the quantity of the selected reminder for which the animal is due.

� VisionVPM will default the Qty field to 1.

3) In the User Code field, type your user code.

� The Reference and Status fields can be left blank.

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� When a reminder has been generated automatically from an invoice, VisionVPM defaults the Reference field to the invoice number.

� The Status field can be used, for example, when you are phoning clients regarding their reminders and you cannot contact the client. You could enter a date of when you wanted to call the client again, enabling you to follow up at a later date.

4) Click Save.

Results

� The reminder for the selected animal will be displayed in the Client Reminders window with the specified due date.

Automatic Reminders

Reminder Codes can be attached to stock records and the reminders are automatically generated whenever you invoice a stock item with an attached reminder.

For further information regarding setting up reminders refer to the Stock User Guide.

Working with lab results

In-clinic laboratory results can be entered manually for individual animals. Alternatively you can import lab results that a laboratory has emailed to you, either manually or automatically.

Currently, Gribbles' associated laboratories and NZ Pathology emails are compatible with VisionVPM. If you use a different laboratory, please forward their email to the Provet IT Service Desk in order that compatibility can be verified.

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How to view existing Lab results

Go to: Clients menu > Animal Details > select animal > History tab.

� The Lab check box will be selected for all clinical records that have laboratory results attached.

1) Select the clinical record for which you wish to view laboratory results, and click Lab Results.

� Laboratory results attached to the selected clinical record will be displayed.

2) To edit a result, double-click the required result line.

3) To print a result, select the required result and click Print.

Loading Lab results manually

Results generated in-clinic, for example, from dipsticks or meters can be entered manually.


1) Select the clinical record for which you wish to add laboratory results, and click Lab Results.

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2) Click Insert and then type the result in the Lab Results window:

There is a Test Type lookup list in Maintenance menu > Lookup Lists > Clinical Related Lists> Diagnostic Types. The Diagnostic types are laboratory codes with high and low values for normal and absolute values. It is not essential to add these codes, but it will help VisionVPM plot the results in the laboratory results graph correctly if they have been created.

Please refer to the Maintenance User Guide for further information regarding Test Types.

1) Click Save.

� For each result use a new Lab Results window.

Importing Lab Results manually

Clinics that do not have the Lab Wizard software can import lab results manually.

First, a system for saving the emailed lab results must be set up.

Set-up

You need to create a Lab Results folder within your Omnis7 or VisionVPM folder:

1) Right-click on Start and click Explore.

2) Locate your omnis7 or VisionVPM folder.

3) Click the File menu and select New and select Folder.

4) Name the folder Lab Results.

5) Save received email lab results as a .txt file in the Lab Results folder.

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6) When you send your laboratory samples you will need to give the laboratory a reference number (Subref). This links the lab result to the correct clinical record of the correct patient. The number can be found in the Ref column from the History tab of the Animal Details window.

The Subref number will also print on animal labels printed from the Clinical Record window.

Importing

Go to: Clients menu > Lab and Diagnostic Results.

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1) Click Import.

2) Locate the file directory for lab results.

3) Double-click the required file.

4) VisionVPM loads the results, automatically posting each animal's results into the clinical record for you.

5) You can view all the results on that screen, or go into each individual animal screen and view results there. Following is an example of animal's lab results.

Importing laboratory results using Lab Wizard

Lab Wizard is an optional software add-on for VisionVPM. Once set up, laboratory results received from the laboratories will be imported to the specific records of the specific animals tested. Currently this is only available for emails from Gribbles' associated laboratories and NZ Pathology.

The laboratory produces results in text emails in which each set of results contains a unique ID (Subref) linking the result to a specific clinical record of a specific animal.

The results can be imported from the email directly into the correct clinical records of the correct animals.

Go to: Clients menu > Import Lab Results.

1) Click Labs to start the process.

� All lab results will be downloaded into the correct clinical record automatically in one easy step.

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� If, for some reason a lab result does not find a matching clinical record within VisionVPM, it will be listed at the end of the process with options available for loading or exiting.

� Please contact the Provet IT Service Desk for full information on the Lab Wizard software and set up.

Loading Lab results from Idexx Floppy Disk

To import your laboratory results into VisionVPM from your Idexx machine you will first need to know how to save your results onto a floppy disk from your Idexx machine. Please refer to the manual provided with your Idexx machine.

1) Go to your Idexx machine menu and Save your lab results onto a floppy disk.

2) Insert the floppy disk into Drive A: on your computer.

3) In VisionVPM go to Clients menu > Animal Details.

4) Select the animal for whom you wish to import the laboratory results.

5) Click the History tab and select the clinical record to which you wish to attach the laboratory results.

6) Click Lab Results, and then click Idexx.

7) Click Yes to the prompt, Please place the disk from your Idexx machine into your floppy drive now. Continue?

8) Click the Drives arrow and select 3½" FLOPPY (A:).

9) Double-click the folder named MON and double-click the laboratory result for the selected animal.

� The Idexx results for this animal will be attached to the selected clinical record.

Printing Lab Result Reports

After you have downloaded laboratory results, the following print options are available when clicking Print on the Lab Results window:

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Linking lab results

When VisionVPM cannot find the correct clinical record to link to a lab result, VisionVPM will display the following message:

When you click OK, VisionVPM will display the Link Lab Results window.

In the Clinical Record List Search Criteria area, enter details for VisionVPM to search upon and then click Rebuild Clinical List.

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To select a record to attach the lab result, double-click the required line.

VisionVPM will then attach the lab result to the selected record.

Transferring lab results

To transfer lab results from one record to another

1) Go to: Clients menu > Animal Details > select animal > History > select record with lab results attached > Lab Results.

2) Click Transfer.

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3) Click Yes to the following prompt:

� VisionVPM will display the Link Lab Results window.

4) Double-click the clinical record to transfer the results.

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� If the required clinical record is not displayed use the Clinical Record List Search Criteria and rebuild your list.

5) Click OK to the following message:

Importing and exporting clinical records

You can export an animal's clinical records to either a .txt or .odt (Omnis data transfer) file.

ONLY .odt files can be imported back into VisionVPM.

Drugs and laboratory results that are attached to the clinical records are not included in the export.

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To export clinical records to a file


1) Select the clinical records you wish to email, and click Import/Export.

2) To export clinical records in a selected date range, enter the required date range in the Optional Date Range between fields.

3) To email the clinical records after the export, select the After the export, email the file to a selected address check box.

4) If the email recipient does not have VisionVPM, select the Export as a text file check box.

5) Click Export .

6) When the export is complete a message similar to the following will be displayed. The export file name contains the animal's name to facilitate identification of the export file.

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7) If you have selected to email the export file, the Email Options window will be displayed.

8) Enter the recipient's email address, and click Send.

To import clinical records into VisionVPM


1) Click Import/Export .

2) Select Import.

3) If you wish to remove the vet code from the clinical records select the Clear the vet's code off the record check box. This is used when a vet at another clinic created the record and you do not want to keep their vet code.

4) Add additional comments to the clinical records by typing in the Optional text to add field and select whether to Add to start or Add to end.

This can be useful for identifying where the records have been imported from, or that they are not records that originated at your clinic.

5) Locate and double-click the .odt file that you received via email.

6) Click Yes.

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Result

� The imported clinical records will be displayed in the History tab.

Animal Analysis Groups

Animals can be grouped using animal analysis groups. This allows you to identify groups of animals, for example, for marketing purposes, discounts or to identify animals with current pet insurance. Limited date ranges can be applied for each animal for the analysis group if required. This is particularly useful when a client has a number of animals and only one is eligible for a range of discounts or a scheme, for example, a Puppy package.

Setting up Animal Analysis Groups

In order to use Animal Analysis Groups that may firstly be created in the Maintenance module.

Go to: Main menu > Maintenance module > Maintenance menu > Lookup Lists > Animal Related > Animal Analysis Groups.

1) Click Insert.

2) Enter the description of the analysis group in the Group Description field.

3) Click Save.

You will now be able to attach the analysis group to selected animals.

�

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To attach analysis groups to animals

Animal analysis groups can be applied to individual animals from the Animal Details window.

1) Go to: Clients menu > Animal Details > select animal.

2) Click Analysis Groups.

.

3) From the Analysis Group List window, click Insert.

4) From the Analysis Group window, click the Analysis Group arrow and then select the required analysis group.

5) Click Save.

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� If this analysis group already exists for this animal, a warning message will be displayed.

Identify which animals are in an Animal Analysis Group

Go to: Clients module > More Reports > Animal Analysis Groups.

Select one or more analysis groups from the list displayed when Selected Analysis Groups is clicked.

A report of the animals belonging to those analysis groups will be generated. This can be printed or viewed on screen.

For further information regarding using animal analysis groups with stock discounts, please refer to the Stock User Guide.

For further information regarding using animal analysis groups in Marketing searches and bulk updating of animal analysis groups, please refer to the Marketing User Guide.

Transferring Animal Activity

You may wish to transfer financial activity from one animal to another if, for example, the activity was entered on the wrong animal by mistake.


1) From the Animal Details window, click the Activity tab.

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2) Select the invoice line items to be transferred to another animal and click Transfer Activity.



5) From the Animal List window, locate and double-click the animal to whom you wish to transfer the activity.

� VisionVPM will automatically transfer the activity to the selected animal and display the Activity window of the original animal.

Transferring an animal

This procedure will move all details regarding the animal, that is, clinical records, lab results, reminders, and animal financial activity from one client to another.

You may wish to transfer an animal if, for example, ownership of the animal changes from one client to another.

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You will only be able to transfer an animal if the client you are transferring to, is also set up as a client in VisionVPM. If this is not the case, for example, the animal is being relocated outside of the clinic area, you should make the animal Inactive.


1) From the Animal Details window, click Transfer.

2) Click Yes to the prompt, similar to the one following:

3) From the Client List window, locate and double-click the client to whom you wish to transfer the animal.

4) Click Update to change the following client and animal options.

� VisionVPM will then automatically transfer the animal to the selected client.

� The Notes tab of the Animal will display the transfer details, similar to below:

� The Notes tab of the Client will display the transfer details, similar to below:

Please note this procedure will not transfer client financial activity, that is, invoices, payments, credits relating to the animal. If, for example, the new client was also taking on any outstanding debt for the animal, you would have to transfer the relevant transactions.

For further information please refer to the Transferring invoices and payments section in this user guide.

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Dealing with duplicated animal records

If you find that you have duplicate patients in your database the following steps can be undertaken to merge the patients, their clinical records and financial activity.

1) Rename the duplicate patient

2) Transfer clinical records

3) Transfer clinical activity

4) Delete duplicate animal record.

Step 1: Rename the duplicate patient

1) Go to: Clients menu > Animal Details > select one of the duplicated animals and rename it. For example, Fluffy1.

� You will now have two animals called Fluffy and a Fluffy1. This will help to distinguish between the two animals.

� If there are reminders on this animal, click No to “Do you want to update the reminder information…”

Step 2: Transfer clinical records

1) Go to the Animal Details window of the animal that you want to transfer from and then click the History tab.

2) Select records to transfer.

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3) Click the More Commands menu and then click Transfer History.

4) Click Yes and Ok to prompts.

5) Find animal to transfer history to, in this example, Fluffy.

6) Double-click the animal's name to complete transfer, in this example, Fluffy.

Step 3: Transfer clinical activity

1) Navigate to Fluffy1's Animal Details window > Activity tab.

2) Select transactions to transfer.

3) Click Transfer Activity.

4) Click Yes and Ok to prompts.

5) Find animal to transfer activity to, in this example, Fluffy.

6) Double-click animal's name to complete transfer, in this example, Fluffy.

Step 4: Delete duplicate animal record

You can now check that all Fluffy1’s records and activity have been transferred to Fluffy. If they have been transferred correctly you can now delete Fluffy.

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Go to the Commands menu > Delete Animal.

1) Click Yes to the warning message.

� Fluffy1 has now been deleted.

Referral Vets

In VisionVPM you can attach a referring vet to an animal. You would do this, for example, when you have referred an animal to another veterinarian or when another veterinarian has referred an animal to you.

To use referral vets, they must be created in the Maintenance module.

Creating a referral vet

1) Go to: Main menu > Maintenance module > Maintenance menu > Lookup Lists > Animal Related Lists > Referral Vets.

2) From the Referral Vet List window, click Insert.

3) Enter the details for the referral vet and click Save.

� You can now attach the referral vet to an animal.

To attach a referral vet to an animal

1) Go to: Clients menu > Animal Details > select animal.

2) Click Referral Vet.

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� A list of referral vets will be displayed.

3) Select the required referral vet and then click Referral.

4) Click Yes to the prompt, similar to the one below:

5) Click Close.

� VisionVPM will attach the selected referral vet to the animal and will display the Referral Vet button with blue text.

� When you click Referral Vet again, the referral vet that was previously selected will be displayed with red text with a dog icon to the right.

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Referral Vet details on Admission List window

Go to: Clients menu > Admission List.

VisionVPM displays the Referral Vet's details on the Admission List window. You need to scroll to the right of this window to see these details, as displayed in the screen shot below.

You can also run Marketing Searches on referral vets. Please refer to the Marketing user Guide for further information.

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Appointments

This is the main window for the appointment system. The two formats available for this window are:

The Multi Appointment Book

� Up to 20 appointment books can be displayed.

� All Appointment books are displayed at the same time.

You can choose to show appointments in either the extended or abbreviated mode, depending on your preference.

In the example above, the Appointment List is displayed in the extended or Normal View. In this mode the details of each appointment are displayed.

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To view the majority of your appointment book on the one page, click View (N) and then select Day View.

VisionVPM will then display the Appointment List in the abbreviated or Day View.

In the Day View mode, VisionVPM still displays all client, animal and appointment details in the right-hand panel.

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To swap back to Normal View, click View (D) and select Normal View.

Tab Appointment Book

� Up to 15 appointment books can be displayed.

� Appointment books are accessed by selecting the corresponding tabs.

� Only one appointment book can be displayed at any one time.

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Appointment Button Descriptions

Appointment Book Navigation

There are several short-cuts for the appointment book once the Appointment List window is displayed. These are accessed through the keyboard short-cuts listed below or by right-clicking on the appointment time slot to access the following menu:

These and other options are also available from the Commands menu on the Menu Toolbar.

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Selecting a day other than current date

Go to: Main menu > Appointment List.

1) To move forward a day click Next.

2) To move back a day click Prev.

3) To move to a day in the next week or move forward 1, 2, 3 or 4 weeks in advance click the Calendar arrow and select the corresponding option.

4) To move to a day in the previous month or the next month click Calendar and double-click to select the correct date.

Appointment Book Setup and Configuration

Setting up the Appointment Book can be done in either the Clients module or the Maintenance module.

This section describes the appointment book setup from the Clients module. Please refer to the Maintenance User Guide for further information.

Please note: If you are using usernames and passwords you will only be able to change the appointment setup if your username has been given access to this area.

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Go to: Main menu > Appointment Book > Setup.

Appointment Book Settings

You can choose which type of appointment list you use, how your appointments are displayed, the colours of the various statuses of the appointment list and whether or not you want photos displayed on your appointment book.

The fields in the Workstation Specific Settings area ONLY affect the computer that you are currently on. These fields must be set for every computer accessing the Appointment Book.

All other fields are System-Wide Settings, meaning that ANY changes to these fields will affect ALL computers accessing the Appointment Book.

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System-wide settings

Setting Description

Use Multi- column Appt book

When selected VisionVPM will display a column for each appointment book. Otherwise, VisionVPM displays a single appointment book at a time.

Please Note: As this is a major configuration change, we would advise contacting the Provet IT Service Desk if you wish to change this setting.

Update Appts every This amount of time is how frequently VisionVPM will refresh the Appointment List window.

Highlight Appts after This amount of time is when VisionVPM will update the status of appointments

Delete Appts after VisionVPM will remove appointments when they are older than the number of months entered. The deletion occurs when you open VisionVPM.

Display Options Allows you to select how the client's details will be displayed.

Show appointment book photos

When selected, VisionVPM will display the photo/picture attached to the appointment book. These are used by some clinics to help clients identify the vet they saw previously.

Show appt notes on the clinical record

When selected, VisionVPM will transfer the appointment notes to the clinical record.

Show the animal name in the waiting room

Allows you to display the animal's name in the Waiting Room list.

User Defined Colours Allows you to select text colours for different appointment statuses. Please note: These options only relate to the tab-style appointment book.

Default Txt Message Allows you to select a Txt message which will be displayed automatically when you send SMS messaging in the appointment book.

Multi-Column Appt Book Options

Allows you to select text and background colours for different appointment statuses. Please note: These options only relate to the multi-column style appointment book.

Workstation Specific Settings

Setting Description

Appointment Column Options

The size of the appointment cell can be defined by entering the size (in mm) in the Width and Height boxes.

Appointment Cell Options You can select to display the options which will be displayed on the appointment.

� Putting in place the appropriate settings for your clinic use will increase the efficiency and user-friendliness of VisionVPM and customise VisionVPM for your clinic's requirements.

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Default Books

You can select an individual default set of appointment books for each workstation. Individuals at different workstations are often focused on different sets of appointments and this facility enables them to identify the appointment books they use the most and have these displayed at the front. This is very useful when you have multiple clinics accessing the same appointment book.

� Up to 20 appointment books can be selected.

� The appointment books must be selected consecutively starting with Appt Book 1, that is, Appt Book 6 cannot be selected before all Appt Books 1 – 5 have been selected).

� Select the Use individual day setup check field to enable different day setups for different appointment books. When selected, VisionVPM will display the appointment books you have created as Appointment Sets. Please refer to the Appointment Sets section below for information on creating appointment sets.

� Click Update to save the settings and close the window.

Appointment Books

You can create as many Appointment Books as you wish, but you can only display 15 appointment books when using the tab-style appointment book and 20 appointment books when using the multi-column appointment book.

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1) From the Appt Book List window, click Insert.

2) In the Name field, enter the appointment book name.

� To add a photo, click Select Photo

� Ideal image size is 75 dpi x 75 dpi

� Ideal image type is .bmp

� Navigate to the photo location and select the photo.

3) Click Save, and then click Close.

� You can now use this appointment book. You will have to add this book to your Default Appointment Books, as described above.

Please note:

1. If you select to Delete an appointment book, ALL client appointments attached to that appointment book will be removed and you will have no further access to these appointments.

2. If you are using vets' names for appointment book names, and a vet leaves, DO NOT delete the appointment book. Instead, simply remove the appointment book from your Default Appointment Book list.

3. If a new vet is starting, DO NOT edit an existing appointment book of a vet who has left, as this will attach all of the old vet's appointments to the new vet. Instead, create a new appointment book for the new vet and then add the new appointment book to your Default Appointment Book list.

Appointment Sets

Appointment Sets are a handy way of grouping appointment books together, for example, if you are multi-practice clinic, you may want to create an appointment set for all the companion animal appointment books and another set for the production animal books.

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Another use could be if you have multiple branches and each branch only wishes to see their appointment books, but there are some users who have to see all appointment books. In this example, you would set up an appointment set per branch and then users can choose which appointment set they wish to see.

You can also set up appointment sets for individual days if you only wish to see those appointment books that are relevant for each day. In this example, you may have multiple vets who are rostered on different days, therefore, you can set up the appointment set to only displays those vets that will be working on that day.

1) Click Insert.

2) Add new appointment set.

3) Click Save.

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� In the example below, a Comp Animal set has been created, containing the following books: Greg, Amy, Anne.

� In the example below, an appointment set for Monday has been created with the following books: Amy, Naomi.

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Please Note:

If you wish to use Appointment Sets you must disable your Default Appointment Books by

selecting the Use Individual Day Setup check box by going to: Main menu > Appointment List > Setup > Default Books.

Making Appointments

In VisionVPM there are 4 routes you can take to make an appointment, as follows:

1) From the Appointment List window via Client.

2) From the Appointment List window via Animal.

3) From the Client Details window.

4) From the Animal Details window.

From the Appointment List window via Client


1) From the Appointment List window, select the correct day and time slot.

2) Right-click on the time slot, and select Client.

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3) From the Client List window, in the Search by box, type the client’s name or code and click Go.

4) Double-click to select the correct client.

� Optional: To search for a client by other criteria, click the Search by arrow, and select alternate criteria.

5) From the Client Details window, right-click the Animal Name and select Make Appointment.

6) Enter your user code in the User field and if the consulting vet is known, type the vet code in the Vet field.

7) Enter the details of the appointment in the Note field, and then click Save.

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� The appointment and all details will be displayed in the Appointment List window

From the Appointment List window via Animal

Go to: Main menu > Appointment List .


2) Right-click on the time slot, and select Animal.

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3) From the Animal List window, in the Search by box, type the animals name or code and click Go.

Double-click to select the correct animal.

� Optional: To search for an animal by other criteria, click the Search by arrow, and select alternate criteria.

4) From the Animal Details window click Appt.


6) Enter the appointment details in the Note field.

7) Click Save.

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From the Client Details window

1) From the Client Details window, right-click on the animal’s name and select Make Appointment.



4) Click Save.

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� The Appointment List window is displayed, with the selected client copied to the Clipboard .

5) Select the correct day and time slot.

6) Right-click and select Paste.


From the Animal Details window

1) From the Animal Details window, click Appt.


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� The Appointment List window is displayed, with the selected client copied to the Clipboard .

4) Select the correct day and time slot.

5) Right-click and select Paste.


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Editing and Moving Appointments

Moving Appointments


1) Right-click on the appointment that you wish to move and select Cut.

2) Right-click the new appointment time slot ensuring you have selected the correct day.

3) Select Paste.

Deleting Appointments


1) Right-click on the appointment you wish to remove and select Cut.

� Nothing else needs to be done.

Blocking multiple timeslots in the multi-appointment book:


1) Select the correct day, appointment book and time slot.

2) Right-click and select Block.

3) From the Block Appointment Times window, type an explanation for the blocked time slots.

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4) Select the time slots to be blocked, and then click Block.

Unblocking multiple timeslots in the multi-appointment book:


1) Select the correct day, appointment book and time slot.

2) Right-click and select Block.

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3) Select the time slots to be cleared and select Unblock.

Blocking multiple timeslots in the tab-appointment book:


1) Select the correct day and appointment book.

2) Select the time slots to be blocked.

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3) Click the Commands menu and select Block.

4) Enter an explanation for the blocked time slots.

5) Click OK .

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Adding or changing a note on an appointment

If you need to add or change a note on an existing appointment this can be done by following the procedure below:


1) Right-click on the required appointment, and select Edit.

2) In the Notes for book window, in the Note field, add or change the appointment description.

3) Click Save.

Entering vet code on appointment


1) Right-click on the required appointment, and select Edit.

2) In the Notes for book window, click the Vet arrow, and double-click the required vet.

3) Click Save.

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To view client's appointment information


1) Select the appointment.

2) Click the button and select Info.

Finishing a large animal appointment

After the vet has attended the consultation:



2) Right-click the required appointment and select Appt Finished.

Rescheduling an appointment



2) Right-click the required appointment, and select On Hold Options > Move to On Hold List.

3) When the client rings back with another appointment time, click Hold.

4) Select the appointment, and click Cut.

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5) Right-click on the correct timeslot, and select Paste.

Lost and Found Register

To add an animal to the Lost and Found Register from the appointment book:


1) Click the button, and select Lost Animals.

� The Lost and Found Animals window will be displayed, as shown below:

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2) Click Insert.

3) Enter the contact details of the person who has lost or found an animal.

4) Enter details of the lost or found animal.

5) Enter any additional notes for this animal.

6) Click Save.

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� The new entry will appear in the Lost and Found Animals list.

� When you select an entry, the notes appear in the bottom section of the window.

Daily Reminders from the Appointment List

Reminders which are marked as Daily can be used for post-operative surgery checks, bandage checks, sympathy cards, or any post treatment follow up.

They are a powerful way of staying in touch with your customers and building compliance with your instructions.

1) Daily Reminders can be viewed from the Appointment List window.

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2) Click the button and then select Daily Reminders.

3) Enter the date range , and click OK.

� You may wish to review the past few days to make sure you are not missing any that have not been actioned yet.

� If you wish to display reminders for a selected user, enter their User code before clicking OK .

4) The Reminder List window will be displayed, from where you can phone, email, text clients, print or merge the list to MS Word.

5) Once you have made contact with the client, you can mark the reminder as Notified or update the Status.

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SMS Texting from the Appointment List

1) Go to: Main menu > Appointment List.

2) Click the Information arrow and select SMS Txt Messages.

3) From the Appointment Txt Messages window, click Send Txt.

� Note: You must select a day where the displayed clients contain a mobile phone number.

� The SMS Txt Messages window will be displayed.

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� If you have a default SMS Txt Message set in Appointment Settings this will be displayed.

4) Click the Existing Message arrow, and click Insert from the Txt Message List window.

5) You can then create your message using Merge Fields, example below:

6) When completed, click Save.

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7) Double-click to select your new txt message.

8) To view your text message before you send, click Preview.

9) Click Send.

� Your text messages will be sent to your clients.

� For further information regarding SMS Text Messaging, please refer to the Marketing User Guide.

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Appointment Searches

You can search for previously created appointments either by client or by animal.

Go to:

� Clients menu > Client Details > select client > Appt arrow.

� Clients menu > Animal Details > select animal > Appt arrow.

Clicking the Appt arrow will display the following options:

Open/Make an appointment

The Appointment List window will be displayed ready for you to create an appointment.

Search for previous appointments

Allows you to search for appointments for either clients or animals, depending on which details window is open. When you select this option, you can enter a date range to search on. VisionVPM will default to the current date.

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VisionVPM will display any appointments for the selected client/animal and date range.

Double-click to select the appointment and click Yes to the following prompt:

The Appointment List window will open with the selected appointment displayed.

The Appointment Search option is also available by going to the More Commands menu on the Client Details window.

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Appointment Reports

There are a number of reports that you can print from the Appointment List window.

From the Appointment List window, click Print.

The Appointment Report Selection window will be displayed.

VisionVPM defaults to the Multi-Book Report for Today (multi-column appt book only) option.

The Multi Book Report displays all appointments and appointment books for the current day.

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Multi Book Report

You can change the date range and options for the other three reports:

� Appointment Detail List

� Client Location List

� Appointment Client Form.

For each of the above reports, you must select an appointment book and select to show:

� All appointments

� Uninvoiced appointments

� Invoiced appointments.

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Appointment Detail List

This report displays appointments for the selected appointment book and date range.

VisionVPM displays:

� Appointment Time

� Vet

� User

� Arrival Time

� Client name

� Client phone

� Animal name

� Appointment notes.

Client Location List

This report displays appointments for the selected appointment book and date range.

VisionVPM displays:

� Appointment Time

� Vet code

� User code

� Client name

� Client phone

� Animal name

� Appointment notes

� Client address

� Location, if the animal is a horse.

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Diary

The Diary is a powerful tool for managing special orders, follow up tasks & meetings, and special reminders.

Go to: Main menu > Diary.

VisionVPM displays all Active diary notes up to three days in the future. This is so you can see what diary notes are coming up in the near future.

Any diary notes that have not been marked as Finished and are older than today's date will be displayed in red text.

You can filter the display by the following options:

� From Date

� From User

� To User

� Client

� Animal

� Priority - A to E.

� Status - All, Active, Completed.

� Note.

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For example, if you wanted to see ALL diary notes for yourself from 1.1.10 to 31.10.10, you would:

1) Enter 01.01.10 in the From field.

2) Enter 31.10.10 in the To field.

3) Enter your user code in the To User field.

4) Change the Status to All.

5) Click Rebuild.

Diary button descriptions

Button KEYS Action

Insert [F5]

Enables you to insert a new diary note.

Edit [F6]

Enables you to edit a diary note.

Delete [CTRL+D]

Enables you to delete a diary note.

Print [CTRL+P]

Prints a list of the currently displayed diary notes.

Finished [CTRL+F]

Allows you to mark a diary note as Finished.

Calendar [CTRL+A]

Opens up a Calendar window.

Client [CTRL+T]

Displays the Client Details window of the selected client.

Animal [CTRL+N]

Displays the Animal Details window of the selected animal.

Lab Results [ALT+L]

Displays the Lab Results List window for the selected animal.

Close [F9]

Closes the Diary List window.

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Inserting a diary note

1) From the Diary List window, click Insert.

2) VisionVPM will default Date as today's date. This can be overwritten if required.

� Entering a Time is optional. If left blank VisionVPM will display the time as 12.00am.

3) Enter a From User and To User code.

� These fields are compulsory and useful in that you can see who created the diary note.

� Entering a Priority is optional. There are five priorities A to E and can have any meaning that your clinics chooses to attach to them. For example, an A could mean that these are urgent phone prompts that must be returned today.

� Client Code and Animal are optional fields. If the diary note that you are entering refers to a specific client and animal, you should enter these details. This ensures efficiency when you want to access these details.

� The Notes fields is optional, but very useful for delivering messages.

4) Click Save.

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� VisionVPM will display the note on the Diary List window.

Finishing a diary note

Once you completed the task on your diary note you can mark the diary note as complete.

1) From the Diary List window, select your diary note.

2) Click Finish.


The diary note will now only be displayed when you have selected a Status of Complete or All and the text will be displayed in grey.

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Lab Results

The Lab Results button on the Diary List window enables you to view all laboratory results associated with the selected task.

To use this feature, you must select the Create a diary task for downloaded lab results check box in Maintenance module > Maintenance menu > System Defaults > Clients tab.

When selected, VisionVPM will create a diary task for each set of lab results that is downloaded. This diary task will be assigned to the vet whose code is attached to the clinical record.

To access the animal's lab results, select the relevant diary note and click Lab Results.

VisionVPM will open the Lab Results List window for the selected animal, displaying the lab results associated with the selected diary note.

Sending Emails and SMS messages from the Diary

Emails and SMS messages can be sent to clinic personnel from the Diary. This allows you to send internal alerts about waiting messages.

Mobile and email details must first be added to the vets and users.

Go to: Main menu > Maintenance module > Maintenance menu > Lookup Lists > General Lists > Vets/Users > select user.

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Both fields have validation to ensure data integrity.

The mobile numbers and email addresses will also be displayed on the Vet/User List window.

To send an email from the Diary

1) Go to: Main menu > Diary > Insert.

2) Enter details of the message.

3) Click Email .

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� Depending on what email application you have selected, an Email window will be displayed open so that the email can be edited or attachments added.

� The example above is using the VPMMail function within VisionVPM.

� To use Outlook or Outlook Express, go to the Main menu > Clients module > Clients menu > Email / SMS Options > Email Setup > select Outlook/Outlook Express.

To send an SMS message from the Diary

1) Go to: Main menu > Diary > Insert.

2) Enter details of the message.

3) Click SMS.

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The Send SMS Txt Messages window will be displayed.

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� As you can see in the example above, the Letter Count is 188, therefore, over the 160 characters allowed per text. If this is the case you should edit the message to bring the letter count down to under 160 characters.

� In the example below, the Letter Count is now 110 and will be sent in one txt message.

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Boarding Scheduler

The Boarding Scheduler is to facilitate management of cattery and / or kennel bookings and management of occupancy of clinic and cattery and kennel cages.

It allows cages to be grouped and managed as groups.

Bookings can be labelled as tentative or confirmed. Cages can be marked as free, out of use or arrived.

At a glance, the number of days a certain cage is available or the number of available cages on a particular day can be determined.

Go to:

Main menu > Boarding Scheduler

OR

Appointment List window > click the button > Boarding Scheduler.

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Boarding Scheduler Setup

1) From the Boarding Scheduler window, click Setup.

2) From the Boarding Suite Options window, click Setup Suites.

3) To edit an existing suite, highlight the suite and click Edit.

4) Click Save to save your changes. A suite can be removed by clicking Delete.

Note: Suites can also be used to separate your cages into different types, for example, cat, dog, double cat, very large dog, quarantine, etc

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Other Setup Features

1. User Defined Colours

You can choose colour options for the following items:

� Current Field Background

� Free Suite

� Tentative Booked Suite

� Confirmed Suite

� Arrived

� Out of use Suite

� Current Field Text

� Suite Header

� Suite Header Text

� Cell Text

� In Hospital

� Invoiced

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2. Boarding Display Options

For each cell you can choose to display:

� No information

� Patient's name

� Patient and Client's last name

� 2nd animal

You can choose to display or not to display the suite header row.

If you wish to display the Boarding Scheduler window maximised, click the Maximise the boarding scheduler upon opening check box.

To be able to book half days, click Use AM and PM bookings. We would recommend that once you have chosen which format you are using, that is, AM/PM bookings or not, that this setting is not changed. This is to avoid "losing" bookings that you cannot see if you move from using AM/PM bookings to not using them.

You can choose the column width. The default is 100.

Select the number of days that you wish to display by entering the number in the Days to display check box. The maximum number of days you can display is 30.

3. Charging Options

For invoicing, you can enter an analysis group from where you can select a stock item at the time of creating a new booking or you can enter a set stock item that you will always charge for boarding.

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If you have entered a stock code, this item will automatically be displayed when you create a new booking. Please refer to the screen shot below:

If you do not want to use this code, click the Chargeable Stock Code arrow to display the stock items in the analysis group that you have entered on the Boarding Suite Options window.

If you have not entered an analysis group on the Boarding Suite Options window, you can select any stock item to charge for this booking.

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Using the Boarding Scheduler

To make a booking:

1) Double-click the selected cage on the first day of the booking to display the Board Booking - New window:

2) VisionVPM will display the details of the selected cage and the Start Date of the booking.

3) Book Out the number of days the cage is required and press TAB to display the End Date.

� Animals can be selected using the animal name or the client code or client name.

� VisionVPM will automatically display the Estimated Cost calculated on the stock item price x the number of days stay. If you are booking two animals in a cage, you would need to have a stock code to cover both animals. For example:

4) Select the appropriate Suite Booking Status - this will shade in the booking according to your customised setup.

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To delete a booking

1) Double-click a cage in the booking to display the Board Booking window.

2) Click Delete to remove the booking.

To change a booking

1) Double-click a cage in the booking to display the Board Booking window.

2) Click Edit to open the window for editing and make the required changes to the booking.

3) Click Save.

Arrival

1) When the animal arrives for boarding double-click the cage to display the Board Booking window, select Edit and then select Arrival.

2) If an animal is hospitalised prior to or during it’s stay, the Admission Status - In Hospital will be ticked, and the cage will display the colour for In Hospital until the animal is discharged from the hospital.

Other features on the Boarding Scheduler window:

� The Details button will display the booking details for the selected cage for continuous dates.

� The Print button gives a summary of occupancy (including out of use) of each of the suites for the 15 day period displayed on the Boarding Scheduler window.

� The F2 and F3 buttons make the scheduler jump to the previous and next 15 day period. This allows you to check previous bookings or make bookings in advance.

� The Calendar button can also be used to choose different dates. The date selected will be the first day displayed on the scheduler.

� The Find button assists you in finding a client or animal's booking. This only searches the dates displayed in the Boarding Scheduler window.

� A right-click on any of the cages will display the following options:

� Edit booking

� View Suite Details

� View Client details

� View Animal details

� Hospitalise Animal.

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Billing

To bill the client for boarding their animal, select the cage containing the animal to be invoiced and click Invoice.

The Client Invoice window will be displayed. VisionVPM will automatically populate the stock item and the quantity from the Boarding Details.

In this example, as the booking was from AM to AM, VisionVPM has calculated the actual number of days on the invoice as 4.5.

The Client Invoice window:

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Sales Process

Invoices and payments can be created from:

� the Client Invoice window

� a selected client

� a cash sale

Invoices can also be generated from an animal’s clinical records.

The Client Activity window displays the financial history of a client, including all invoices, payments and adjustments.

Go to: Clients menu > Client Details > select client > Activity.

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Client Activity Button Descriptions

The toolbar at the top of the Client Activity Window contains the following buttons:

Button KEYS Action

Edit [F6]

Enables editing of the record.

Print [CTRL+P]

Prints the selected invoice or receipt.

Print Down Arrow

Client Invoice/Receipt:: Prints the selected invoice or receipt. Activity Audit List: Prints a list of the currently displayed financial activity. Selected invoices: Prints a list of the selected invoices. Grouped Invoices: Prints a summary of the selected invoices, filtered by sales group.

Select [CTRL+L]

Enables you to select another client's Activity window.

Reverse [CTRL+R]

Reverses the selected invoice or payment.

Transfer [CTRL+F]

Transfers the selected invoice or payment.

Search [CTRL+S]

Allows you to search for a specific stock item by code or description.

Check [CTRL+K]

Checks client activity and lists or corrects any problems.

Client [CTRL+T]

Displays the selected Client Details window.

Drugs [CTRL+D]

Enables you to print a drug label for the selected invoice.

Copy [CTRL+O]

Allows you to copy a selected invoice to another animal or animals.

Hold [CTRL+H]

Allows you to put an invoice on hold, therefore, no payments will be allocated against it.

Allocate Opens the Unallocated Payment/Credit List window, allowing you to allocate payments against invoices.

Close [F9]

Closes the window.

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Client Activity sidebar

View Items; splits the window so details of the selected invoice are displayed. This is the default display. View Allocation: splits the window and displays the allocation details for the selected transaction. When this option is selected, View Items is not selected. View Invoices: gives an option for viewing only invoices. View Payments: gives an option for viewing only payments. Having both View Invoices and View Payments selected is the default option. From and To dates allow a specific date range to be selected. Rebuild refreshes the Client Activity window after selection has been made.

The View Items check box can be automatically selected each time you open a Client's Activity window by going to Main menu > Maintenance module > Maintenance menu > System Defaults > Financial tab and selecting the View client/supplier activity items automatically check box.

Discounts on Invoices

There are many options for stock discounting in VisionVPM and these are fully discussed in the Stock User Guide.

You can select to display discounts on client invoices in the following two ways:

� Store the discount against each stock item

� Add a single discount line item per invoice

Store the discount against each stock item

When you are entering a client invoice, for each stock item which attracts a discount, an Item Pricing window will be displayed.

Press ENTER to accept the discount, or change the discount as required.

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VisionVPM will display the discount amount on each invoice line, as shown below:

Add a single discount line item per invoice

VisionVPM will display a single discount line on the invoice

When invoicing, a Discount button on the Client Invoice and Batch Invoice window will be displayed in blue if stock items have been added that qualify for a discount.

When you click the Discount button, VisionVPM will display the amount of discount calculated for the client, based on the stock items sold, as shown below:

Click the Apply Discount button.

VisionVPM will display the discount line separately to the products.

Loyalty Schemes

VisionVPM has a client loyalty scheme function which enables you to flag a stock item as part of a loyalty scheme and track the quantity of that stock item that each client has purchased.

Loyalty schemes can also be attached to analysis groups containing multiple stock items, for example, Hills food.

When the client reaches the specified threshold, the user will be prompted to add free items to the invoice.

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You can either offer a loyalty scheme to all clients, or those with a specific marker. If you use a marker-based loyalty scheme, only clients with that specific marker will be eligible to receive free stock.

For further information regarding setting up Loyalty Schemes please refer to the Marketing User Guide.

Invoice a Client

This will generate an invoice for payment which will be added to the Client Activity window. If the client has an outstanding balance at the end of the month the invoice will be included on the statement.


1) From the Client Details window, click Invoice.

2) From the Client Invoice window, enter the Vet, User and Dept codes. You can automate these details as described below:

� Dept is only displayed if you have activated Analysis by Department in Maintenance module > Maintenance menu > System Defaults.

� The Dept field will be populated automatically if you have entered a Default Department Code by going to the Maintenance module > Maintenance menu > Computer Defaults.

� The Vet field will be populated automatically if you have entered a Default Vet Code by going to the Maintenance module > Maintenance menu > Computer Defaults.

� The Date field is automatically populated with today's date.

� The Estimate button will be displayed in blue text when there are uninvoiced estimates attached to the client.

3) In the Stock Code field, type the first few characters of the code, and press ENTER to choose from a short list.

� The associated GL A/c code, stock Description, and Unit fields are automatically populated.

� To edit or add to the stock description, click , and type a further stock description.

� To attach a vet to each individual invoice line, click the Vet arrow, and select the vet who sold the stock item.

� In the Qty field, type the quantity of the item that was sold.

� The Price field is automatically populated.

4) When all invoice items have been entered, click Save.

� To print the invoice, click Print.

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� Once the invoice has been printed it cannot be altered unless you have selected the Leave unlocked option in the Main menu > Maintenance module > Maintenance menu > System Defaults > Financial tab.

� If you want VisionVPM to display a prompt after you have printed an invoice asking you whether you wish to lock the invoice at not, click the Prompt for locking option.

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Results

� The invoice will be displayed in the activity on the client record.

� The Balance Due field on the Client Details window will display the total of any outstanding invoices on the client's account.

Other Actions

� In the Message field, type a message that you wish to be displayed on the client invoice. Alternatively, click Message and double-click to select an invoice message. Invoice messages are set up in Maintenance module > Maintenance menu > Lookup Lists > Client Related Lists > Invoice Messages.

� To view RVM details, click RVM Info.

� To clear all lines from the invoice, click Clear All.

� To clear a single line from the invoice, select the line and click Clear Line.

� To repeat a line on the invoice, select the invoice line and click Repeat.

� To enter a payment for the invoice, click Payment, then select the method by which the client is paying the account.

� To view the details of an animal attached to the invoice, click the information button . A Quick Animals Details window will be displayed, see below:

Printing a drug label from an invoice

Go to: Clients menu > Client Details > select client > Invoice > enter invoice details > Save > Drugs.

When you click Drugs from the Client Invoice window, VisionVPM displays the Print Drug Labels window. See screenshot below.

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1) For each drug label that you wish to print, enter an Expiry date and select a Label Code.

� Alternatively you enter your own dispensing instructions in the Label Desc field.

2) Click Save.

3) Enter the number of labels you require per drug, in the Print copy no field.

� VisionVPM will automatically default the number of copies to 1.

4) From the Print arrow, select from on the following options:

� Print items with a label - VisionVPM will print all stock items containing a Label Description.

� Print selected - VisionVPM will print those stock items that you have highlighted.

� Print all - VisionVPM will print all stock items listed on the window.

How to freeze a client's account when credit limit exceeded

If you know clients that are troublesome payers, you can add a credit limit to their account and can freeze invoices if the invoice amount is greater than their credit limit.

This allows the practice manager or owner to decide whether to allow the client to purchase the goods on credit or whether the client will have to pay for the invoice on the day.

To add a client credit limit

1) Go to: Clients menu > Client Details > select client > Settings tab.

2) Enter an amount in the Client Credit Limit field.

3) Click Save.

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4) In the example below, the client's credit limit has been set to $20.00.

To stop invoices being saved when credit limit has b een exceeded

Go to: Main menu > Maintenance module > Maintenance menu > System Defaults > Financial tab.

Select the Stop invoices over credit limit until authorised check box.

When the check box is selected and you create an invoice, and the total amount owed on the invoice exceeds the client's credit limit VisionVPM will check whether you have the rights to be able to proceed.

These rights are set up in User Access in the Maintenance module. Go to: Maintenance > Users Access. Please note, you can only open the User Access function if you are logged in as the administrator.

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If you use the password system, you can enable users to proceed by selecting the Invoice past clients credit limit check box. When this box is not selected, the user will be unable to proceed with transactions that exceed the credit limit.

If you have access to overriding the clients credit limit, VisionVPM will display a prompt, similar to the one below:

Click Yes.

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If you do not have access, or do not use the password system, VisionVPM will display the following window:

If you use the password system, you will have to enter the password of a user who has authorisation to overwrite the clients credit limit. This would normally be the practice manager or owner.

If you do not use the password system, you will have to contact the Provet IT Service Desk to obtain the password.

Please note, the Service Desk team member will need authorisation from either the practice manager or owner to give you the password.

Optional extras on invoices

There are various options which can be utilised when invoicing in VisionVPM. These include:

� Vet Code Prompt

� Vet Code Compulsory

� Stock Item Prompt

� Invoice Prompt

� Stock Fee Prompt

� RVM Prompts

� Loyalty Scheme

� Payment Prompt

� Stock Letters

� Reminders

� Surveillance Options (Tasmania only)

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Vet Code Prompt

We would advise that entering a Vet code be made compulsory for all invoices and clinical records, except for the following circumstances:

� The client purchases an over the counter item.

� A non-vet staff member enters a clinical record, for example, weight checks or removal of stitches.

In the above circumstances, you should enter a User code in the Vet Code field.

Go to: Main menu > Maintenance module > Maintenance menu > System Defaults > Client tab.

When these options are selected, and you do not have a default vet selected, VisionVPM will display the following window when you create an invoice:

Stock Item Prompt

To stop staff selling incorrect stock items on invoices, we would advise to check the Automatically display the stock list when an exact product is not found check box in Main menu > Maintenance module > Maintenance menu > System Defaults > Stock tab.

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When this option is selected, VisionVPM will display the stock list when an exact match is not found.

If the option is not selected, VisionVPM will assign the closest match. In the example above, CONAH would have been selected.

Invoice Prompt

You can enter a message on stock items which will be displayed when you invoice stock items. These can be reminders for staff, for example, to invoice additional stock items or provide additional information, handouts etc.

Following is an example of an Invoice Prompt which will be displayed when you enter the stock item on the invoice.

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Stock Fee Prompt

If you wish to view and edit the stock fee charges on stock items select the Prompt when adding products with a stock fee check box in Main menu > Maintenance module > Maintenance menu > System Defaults > Financial tab.

When this option is selected, VisionVPM will display a window similar to the one below:

RVM Prompts

If you are invoicing a stock item that has been marked as an RVM and the client does not have a current RVM allocation for the selected stock item, VisionVPM will display the following prompt:

Click Yes to continue only if you have confirmed the sale with the prescribing vet.

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If you are invoicing a stock item that has been marked as an RVM and the client has an expired RVM allocation for the selected stock item, VisionVPM will display the following message:

You should click OK and then edit the RVM allocation to allow for the correct date range.

Loyalty Scheme

When you invoice a stock item that attracts a Loyalty Scheme of which the threshold has been reached, VisionVPM will display the following prompt:

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Click Yes and if the stock item belongs to an analysis group, you can select which stock item you wish to give the client as the free stock item. Otherwise the selected stock item will be given as the free stock item.

Payment Prompt

To remind staff to enter a payment on an invoice, we would advise that you select the Prompt if a payment is not added to an invoice check box in Main menu > Maintenance module > Maintenance menu > System Defaults > Financial tab.

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When you save an invoice which does not contain a payment, VisionVPM will display the following message:

Stock Letters

Stock Letters are a great way of supplying additional information to your customers on products supplied or the condition it treats.

Creating stock letters is covered in detail in the Stock User Guide. Once you have created a stock letter, click the Letters button on the Stock Details window and Insert the stock letter.

When you save an invoice containing a stock item which has a stock letter attached, VisionVPM will display the following prompt:

Reminders

To enable editing of reminder information when invoicing, you should select the Display the reminder window when new reminders created check box in Main menu > Maintenance module > Maintenance menu > System Defaults > Financial tab.

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When you save an invoice containing stock items with reminders attached, VisionVPM will display the following window:

If you have selected the Reminder Prompt check box on the Stock Details window, VisionVPM will display the reminders and you will have to select the reminders to apply to the animal.

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Surveillance Options

This option currently only applies to clinics in Tasmania. Select the Show Surveillance Options on the Invoice check box in order to correctly code farms visits to display on the Surveillance Report. You can also filter this option by client marker.

When you save the invoice, the following window will be displayed from where you can code the visits.

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Raise a Cash Invoice

Go to: Clients menu >Cash Sales.

1) The Client Invoice window will be displayed. Proceed as described above in How to Invoice a Client.

2) Payment for cash invoices should be received at the time of sale.

3) Process the payment as described below

The invoice will be displayed on the Client Activity window of the Cash Sales client.

Where possible you should enter all sales against the specific client as this can provide useful information for business analysis and marketing.

Delayed Charges

These processes enable you to charge a client for the full product price at a future date. The payment dates can be tracked via the Aged Debtors report and also individual clients.

Go to: Main menu > Maintenance module > Maintenance menu > System Defaults > Financial tab.

Select the Client Invoices option in the Delayed Charges Usage area.

Entering a delayed charge invoice

Go to: Clients menu > Client Details > select client > Invoice.

When you have selected to use the Delayed Charges system VisionVPM will display a Charge Date field on the Client Invoice window.

Enter the invoice as per normal, but in the Charge Date field, type the 1st of the month that the invoice falls due.

For example, in the screenshot below a Charge Date of 1 October 2011 has been entered, therefore, for clinics sending out accounts monthly, this invoice falls due in October, to be paid in November 2011.

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Printing a delayed charge invoice

The Delayed Charge information will be printed on the Client Invoice report when you have raised a client invoice with a delayed charge. Please refer to the following screenshot:

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Aged Debtors report

Go to: Clients module > Reports menu > Aged Debtors.

The following columns will be displayed when you have selected to use the delayed charges system for clients:

� Delayed One Mth

� Delayed Two Mth

� Delayed Three Mth

� Total Delayed

� Total Inc Delayed.

For example, the two invoices above total $1352.30, have a delayed charge of 1 June 10 and shows up in the Delayed Three Mth column when printing the Aged Debtor report to the 31st March 10.

All delayed charge fields are also available when sending the Aged Debtors report to Excel.

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Client Details window


The total delayed charge will be displayed alongside the balance due.

A Delayed Charge field will be displayed on the Settings tab which displays a total of all delayed charges for this client.

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The Client Activity window


When you are using the Delayed Charges system for clients, the following details will be displayed on the Client Activity window, as highlighted in the screenshot below.

1) An asterisk at the end of the Date field to denote an invoice with a delayed charge date.

2) A Charge Date column can be viewed by scrolling to the right of the list.

3) When you select to View Items, the charge date will be displayed.

The Invoice/Statement or Statement Run (when the inv oice was entered)

Go to:

� Clients module > Reports menu > Invoice/Statement Run.

OR

� Clients module > Reports menu > Statement Run.

When the Invoice/Statement or Statement Run is performed for the date when the invoices were entered into the system, the delayed invoices will be shown with a zero dollar amount. The description on the invoice item line will show the amount of the delayed charge and also the date that the charge is due.

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See screenshot below.

The Invoice/Statement Run (when the delayed charge i s due)

When you print the same Invoice/Statement for the date that the delayed charge is due, the statement will include the delayed charge and inform the client that it is in fact a delayed charge from April. See screenshot below:

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Delayed Charges with split payments

In order to defer charges and split payments over a period of time you must set up a Deferred Payment Holding general ledger account.

1) Go to: Main menu > General Ledger Module > General Ledger Menu > Chart of Accounts > Insert.

2) Set up a new General Ledger Account – Call it Deferred Payment Holding A/C.

3) Mark the account as a Current Asset type and Zero Rated for GST.

To charge a client for split payments

� Step 1: Create invoice containing purchased stock items.

� Step 2: Create multiple deferred payment invoices.

Step 1: Create invoice containing purchased stock items

1) Select the client and click Invoice.

2) Enter the product as you normally would.

3) TAB to GL A/c then enter the GL code for the Deferred Payment Holding A/C.

4) TAB through Qty to Price and enter the total value as a negative amount.

� The Invoice should show a GST amount but no Total.

5) Click Save.

Please note, do not enter a Charge Date for this invoice.

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Step 2: Create multiple deferred payment invoices

1) Select the client and click Invoice.

2) Leave Date as date of sale, but change the Charge Date to the 1st of the month that the payment instalment will be due.

3) TAB to GL A/c and enter the GL code for the Deferred Payment Holding A/C.

4) TAB to Description and enter the product name and client code.

5) TAB through Qty to enter 1.

6) TAB to Price and enter the amount due that period.

7) Click Save.

� Repeat steps 2 to 7 above for each month of the payment split.

� The total of the split payments should equal the total of the original invoice.

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Invoice/Statement

The invoice/statement for April below displays the original invoice with the three delayed charge invoices following, with their future charge dates:

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Aged Debtors

The Aged Debtors report below for April displays the delayed charges for the client as highlighted.

Reprint an existing invoice or payment


1) Select required invoices and payments.

2) Click Print .

Transferring invoices and payments

If you need to transfer an invoice or payment from one client to another, this is easily achieved in VisionVPM from the Client Activity window. You may want to do this, for example, if another client is taking over the financial accounts for an animal, or it may be the case that you have accidentally entered an invoice or payment on the incorrect client.

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To transfer a client invoice or payment

1) Go to: Clients menu > Client Details > select a client > Activity.

2) Select the transactions(s) to be transferred, and click Transfer.



5) The Client List window will be displayed, from where you can search for the client to whom you are transferring the transactions.

6) Double-click the required client.

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� VisionVPM will transfer the selected transaction and re-display the original client's Activity window, without the transferred invoice.

Please note, VisionVPM will display the following message when you attempt to transfer an invoice or a payment in a closed period:

Click OK, and then Reverse the invoice or payment and re-enter the transaction on the correct client, using today's date. For further information please refer to the Reversing payments section in this user guide.

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Payments and Receipting

Open Item Accounting

VisionVPM uses the Open Item accounting method to address the need for payments to be allocated to specific services or invoices.

In an Open Item accounts receivable system, each client's account consists of a number of unpaid invoices called Open Items. Each item or invoice has its own balance. Payments and adjustments are allocated to each selected invoice until the item is paid or adjusted to a zero balance. Invoices with a zero balance are, by definition, Closed.

Open Item accounting provides more detail of how payments are allocated and enables you to select which invoices are paid.

Payments - things you should know

Payments are either entered at the time of invoicing, or as a result of having sent out monthly accounts to clients. The methods for receipting these payments into VisionVPM are listed below:

� Cash

� Eftpos

� Cheque

� Credit Card

� Direct Credit

When entering a payment at the time of invoicing you have the option to enter a single payment type or multiple payment types. This means, for example, that a client can split the payment between Eftpos and Cash.

Payment Settings

Amount Paid

When you are entering a payment at the time of invoicing VisionVPM will default the Amount Paid field to the setting you have selected in Main menu > Maintenance module > Maintenance menu > System Defaults > Financial tab.

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In the screen shot below, the payment amount is defaulted to the Total amount of the invoice.

Otherwise, if the Default the payment amount to equal the total of the invoice check box is not selected, the Amount Paid field will default to the total Balance Due of the client:

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Eftpos Cash Withdraw

When receipting an Eftpos payment you can decide whether to allow customers to receive cash via the Cash Withdrawn field.

To disallow customers taking cash, select the Disable the eftpos cash withdrawn field check box in Main menu > Maintenance module > Maintenance menu > System Defaults > Financial tab.

Eftpos Card Type

Card Types are an optional feature and can be useful for example, when you want to separate your American Express payments, as these are normally processed a few days later than normal eftpos payments.

� When you save the Eftpos Deposit, you can process payments according to their Card Type. For further information please refer to the Banking Process section in this user guide.

� VisionVPM will automatically display the default Card Type, if a default card type has been selected.

� The Card Types can be created in the Maintenance module. For further information please refer to the Maintenance User Guide.

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Credit Card

The Credit Card payment type is used for manual credit card transactions only and requires you taking the credit card payment slip to the bank as part of your daily banking.

If you are processing a credit card or debit card through your Eftpos terminal you must use the Eftpos payment type.

To stop staff accidentally using the Credit Card payment type by mistake you can disable this payment type in Main menu > Maintenance module > Maintenance menu > System Defaults > Financial tab.

Multiple Cheque Details

If clients make payment by cheques from different bank accounts you can enter multiple cheque account details for the client.


You can also select to mark a cheque account as the default. When you insert a cheque payment, VisionVPM will automatically display the default cheque account which can be overwritten if required.

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When you have selected to use mixed case names in Main menu > Maintenance module > Maintenance menu > System Defaults > System tab, , VisionVPM does not apply this setting to the Account Name of the client's cheque details.

This allows you to have upper and lower case letters in a name as displayed below:

Printing receipts

In VisionVPM you have three options in regards to receipt printing. You can select a receipt printing option in Main menu > Maintenance module > Maintenance menu > Computer Defaults.

Please note: This option must be set on each computer from where you wish to print a receipt.

Definitions for the three options:

1) No receipt printed - VisionVPM will not print or prompt to print a receipt.

2) Prompt for Printing - VisionVPM will display the following prompt when you save a client payment:

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� When either of the first two options are selected, the Print Receipt check box will not be selected on the Client Payment window.

� Please note: If you wish to print a receipt, you can select the Print Receipt check box and then click Save.

3) Automatically Print - The Print Receipt check box will be automatically selected and when you click Save, VisionVPM will print a receipt.

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Payment Allocation

VisionVPM automatically allocates payments against the oldest unpaid invoice.

Unallocating an invoice

� You can unallocate an invoice by clearing the corresponding field in the Allocate Pay column.

� When you unallocate an invoice, VisionVPM displays a message similar to the one below regarding the unallocated amount:

When you click Save, VisionVPM will display the following prompt:

Click Yes.

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VisionVPM displays the outstanding invoice and the balance of the payment in the Outstanding column on the Client Activity window.

Unallocate all invoices

� You can select to unallocate all invoices on the window, by clicking the Clear Allocation button.

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Automatic allocation

� If you have unallocated invoices and you wish VisionVPM to allocate them again, simply select Automatic Allocation On and VisionVPM will mark all displayed invoices as paid.

� Or you can simply choose to allocate the invoices that you wish to by clicking the corresponding field in the Allocate Pay column.

Allocate different payment amount

You can allocate different payment amounts to what VisionVPM has automatically allocated.

� Enter the payment amount that you wish to pay off a selected invoice, in the corresponding This Payment field.

� In the example below, the payment amount of $40.00 was changed to $30.00, leaving $10.00 unallocated.

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On Hold invoices

You can put invoices on hold or take them off hold by selecting the corresponding field in the On Hold column.

� You would put an invoice on hold, for example, when there is a dispute over an invoice and you do not want VisionVPM to allocate payments against it.

VisionVPM displays On Hold invoices with an exclamation mark next to the date on the Client Activity window.

Previous unallocated payment amount

If a client has payments that have not been previously allocated and you enter another payment for the client, VisionVPM applies the unallocated payment first before allocating the current payment.

� When you click Payment from the Client Details window, VisionVPM displays a message similar to the following:

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� When you click OK, the Client Payment window will be displayed, containing a Use the unallocated amount check box as shown below:

� You can choose to not use the previous unallocated amount by clearing the Use the unallocated amount check box. This will leave the amount unallocated.

One-off client payment

A one-off payment can be defined as when a client comes into the clinic to make a payment on their account.

1) Go to: Clients menu > Client Details > select client > Payment.

2) Select the payment method of Cash, Eftpos, Cheque or Direct Credit.

� Please note in the example below, Credit Card payments have been disabled.

Cash Payment

1) In the Cash Amount Paid field, type the amount of cash the client is paying off their account.

� Optional: In the Tendered field, type the amount of cash the client has paid.

� VisionVPM will display the amount of change owing in the Change Due field, if any.

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2) Click the User arrow and select the user code.

� Optional: In the Note field, enter any notes regarding this payment if required.

� You can to choose to reallocate the payment to different invoices. See above for directions on processing these reallocations.

3) Click Save.

Eftpos Payment

1) In the Eftpos Amount Paid field, type the amount the client is paying off their account.

� Optional: If the Cash Withdrawn field is enabled, in the Cash Withdrawn field, type the amount of cash the client has withdrawn, if any.

� Optional: Click the Card Type arrow, and select the appropriate Card Type for this transaction.

2) Click the User arrow and select the user code.


� You can to choose to reallocate the payment to different invoices.

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3) Click Save.

� Any electronic credit card transactions are considered Eftpos transactions.

Cheque Payment

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1) In the Cheque Amount Paid field, type the amount the client is paying off their account.

� If the client has a default bank account, VisionVPM will display these details.

� Otherwise, in the Bank, Branch, and Name fields, type the bank, branch, and name that is displayed on the client's cheque.

� If the client is paying multiple accounts with a single cheque, for the second and subsequent payments, select the Part of a previous cheque box.

2) Click the User arrow, and select the user code.


� You can to choose to reallocate the payment to different invoices.

3) Click Save.

Results

� The Balance Due field on the Client Details window will display the total of any outstanding invoices on the client's account. The payment will be displayed in the activity on the client record.

� The client's Balance Due will decrease by the amount of the payment.

� Any cheque and credit card payments will be displayed on the Bank Deposit Summary, which can be accessed from Clients menu > Daily Banking > Step 5: Save Bank Deposit.

� The Till Balance will be increased by the amount of the payment relating to the invoice if paid by cash, cheque or credit card.

� Eftpos payments will be transferred to the Eftpos Holding Account in the General Ledger.

Adjusting the GST portion

For one-off payments you can adjust the GST portion on the client payment. You would do this, for example, when:

� a client is not zero-rated for GST, and

� pays their monthly account which includes an invoice with no GST.

To adjust the GST in the payment, select Adjust the Payment GST amount check box and then change the amount in the amount to field.

This function only applies to:

� clinics that are payment-based for GST payments,

� clients who are zero-rated for GST or

� clients who have animals that are zero-rated for GST.

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GST rate

For New Zealand clients, for a transitional period, there will be a facility for entering payments at the previous GST rate.

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This function only applies to:

� clinics that are payment-based for GST payments,

� clients who are zero-rated for GST or

� clients who have animals that are zero-rated for GST.

Please check with the Inland Revenue Department or your taxation accountant as to when you should be applying the previous GST rate of 12.5% to payments.

Inserting a single payment type at time of invoicing

Go to: Clients menu> Client Details > select client > Invoice > enter invoice details.

1) From the Client Invoice window, click Payment, and then select the method by which the client is paying you money.

� Please note, the Direct Credit option is unavailable when processing an invoice/payment.

2) Enter the payment details and click Save.

Inserting multiple payment types

Go to:

� Clients menu> Client Details > select client > Payment.

OR

� Clients menu > Client Details > select client > Invoice > enter invoice details > Payment.

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1) From the Client Payment window, select the Allow Multiple Payments check box.

2) For each payment type you select, enter the amount and any further details.

3) Click Save when all payment types, amounts and further details have been entered.

Please note, the Direct Credit option is unavailable when processing an invoice/payment.

How to receipt cheque payments received by mail

If you have a large number of cheques to process, please refer to the How to handle large volumes of client payments section below.

Go to: Clients menu> Client Details > select client.

1) Click Payment, and then select the Cheque payment method.

2) Enter the payment details.

3) Click Save.

You have now receipted the payment for the client. If you have received cheques from other clients as well, use the above method to receipt each client payment.

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How to receipt direct credit payments from your bank statement

If you have a large number of direct credit payments to process, please refer to the How to handle large volumes of client payments section below.

Go to: Clients menu> Client Details > select client.

1) Click Payment, and then select Direct Credit.


� VisionVPM will automatically default the Bank field to the Bank account set in Main menu > Maintenance module > Maintenance menu > Account Defaults.

� You can select another bank account if required.

3) Click Save.

You have now receipted the payment for the client. If you have received direct credit payments from other clients as well, use the above method to receipt each client payment.

How to handle large volumes of client payments

Some clinics need to receipt large numbers of cheques, direct credit or direct debit payments through the debtor system on a single day. Batch Receipting increases the efficiency of this process.

In order to batch your receipting into one amount on the Bank Reconciliation window, you will need to set up a Batch Receipting Holding Account in the General Ledger Chart of Accounts. Then go to Main menu > Maintenance module > Maintenance menu > Account Defaults and enter the general ledger account code in the DC Batch Payment Account field.

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Go to: Clients menu > Batch Receipting.

1) The window displays the current date and the last close off date for debtors.

2) In the Insert Payments for field, change the date for when you wish to insert payments, if required.

� You can also change the Date of aged analysis if required.

3) Click OK , and then click Yes to the following prompt:

Entering payments on the Batch Receipting window

1) From the Batch Receipting window, click the User ID arrow, and double-click to select the user who is entering the receipts.

2) Payment Type Defaults:

� To make all receipts default to Cheque, Cash, or Direct Credit select the corresponding button.

� Select No Default if you have received money through multiple payment types.

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3) To display one amount for all direct credits on the Bank Reconciliation, select the Batch DC's on Bank Rec check box.

4) For each receipt, in the Client Code box, type the first few characters of the code, click the Client Code arrow, and then double-click to select the client from whom the money was received.

� The Type field automatically displays the default payment type.

CA = Cash

CH = Cheque

DC = Direct Credits

� If the Type is CH, you must also enter the Bank, Branch, and Name that are displayed on each cheque.

5) In the Note field, add any further information regarding this payment.

6) In the Amount field, type the amount of the receipt and press TAB.

� By default, VisionVPM will automatically select to auto allocate payments when you save the batch.

� If you wish to manually allocate the payments, click Display unallocated payments after saving option and then click Save.

� Otherwise, click Save.

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7) To create the receipts for the payments, click Yes to the following prompt:

Options

� To print the Batch Receipt List report, click Print .

� To clear a receipt from the Batch Receipting list, select the payment and click Clear.

Results

� Each client's Balance Due will decrease by the amount of their payment.

� The Till Balance will increase by the total amount of cash and cheque receipts.

� The cheques payments will be displayed on the Bank Deposit Summary window.

� The direct credits payments will be displayed in the Unreconciled list on the Bank Reconciliation window.

Delayed Charges when batch receipting

Go to: Clients menu > Batch Receipting > enter dates > Yes to viewing Age Debtors.

When you have selected to use the Delayed Charges system for clients, the client's delayed charge amount will be displayed on the Batch Receipting window as highlighted below:

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Credits

When a client is returning stock there are two different processes to consider:

1) If the client is returning ALL stock items on an invoice you can use the Reverse function on the Client Activity window.

2) However, if the client is only returning one or more items on an invoice, you must process a negative invoice.

If the client wants a cash or eftpos refund you will need to do a negative payment to refund money. The other option is to leave the client’s account in credit if the client is a regular customer.

Reversing invoices

If you are using the password system in VisionVPM, to allow users to reverse a client's invoice, the Reverse Client Transactions check box must be selected in the User Access window.

Go to: Main menu > Maintenance module > Maintenance menu > Users Access > select user.

To reverse a client invoice


1) From the Client Activity window, select the invoice that you wish to credit, and then click Reverse.

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� The following window will be displayed:

� VisionVPM will default the Date of Reversal to the current date.

� The User and Reason fields are compulsory fields and must be completed.

� Entering a User code for invoice reversal is compulsory regardless of whether or not the Make the user field compulsory check box has been selected in Main menu > Maintenance module > Maintenance menu > System Defaults > System tab.

Optional:

� To print the credit note, select the Print the reversed transaction check box.

2) Click Save.

Results

� The credit note is displayed on the Client Activity window.

� The client’s Balance Due will decrease by the amount of the credit note.

� VisionVPM will automatically allocate the credit to the original invoice.

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Negative/Reversed Entry Audit report

The credit note will also appear on the Negative/Reversed Entry Audit report.

1) Go to: More Reports menu > Reversed Entries.

2) Select report destination.

3) Enter dates for the report.

4) Select the Only show invoices check box.

5) Click Ok .

� A report, similar to the one below, will be displayed.

Reversing partial invoice

Go to: Clients menu > Client Details > select client > Activity > select invoice > Reverse.

To reverse a single item

1) From the Invoice/Payment Reversal window, click Clear Qty Returned.

� VisionVPM will enter zeroes in the Qty Returned, Qty added into stock and Value Returned fields.

2) In the Qty Returned field, type the quantity of the item being returned.

� In the case where the item cannot be resold, for example, a faulty product or an opened bag of food, enter zero in the Qty added into stock field.

� Please note: if you are reversing an item that has an attached stock fee, VisionVPM will only reverse the stock fee if the quantity returned equals the quantity sold. For example, if a client returns a number of tablets because their animal is deceased, the stock fee will not be reversed.

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Select the Print the reversed transaction check box to print the reversed invoice.

Click Save.

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Please note: If the original invoice date is in a PREVIOUS GST PERIOD you will need to enter a date of the 1st of the current GST month, for example, GST paid end March, invoice to be credited 20 March. The Reversal Date will need to be 1st April.

If the invoice has been fully paid, VisionVPM will display the following prompt:

If you are giving the client a refund click Yes to open the Client Payment window from where you can receipt the refund, otherwise click No to allocate the credit to the account.

Please note, if you do not give the client a refund, the reversed invoice will remain on the client's activity as Outstanding. See screenshot below.

The next time an invoice is entered for the client you should manually allocate the credit note to the invoice.

To do this, select the credit note and click Allocate.

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VisionVPM will display the Unallocated Payments / Credits window, from where you can manually allocate the credit invoice or click Auto to let VisionVPM automatically allocate the credit note.

Editing payments

VisionVPM allows you to edit payments for the following circumstances:

� Incorrect payment type was originally entered.

� Incorrect payment amount was originally entered.

Through this process, you can also change the invoice allocation.

You can only edit a Cash, Cheque or Credit Card payment and if you have not saved the Till Balance or Eftpos Deposit according to the payment type you are attempting to change. If you attempt to change a payment after either the Till Balance or Eftpos Deposit has been saved, VisionVPM will display the following message:

You can only edit a Direct Credit payment if you have not reconciled this payment on a bank statement.

If you attempt to edit a Direct Credit payment after the payment has been reconciled, VisionVPM will display the following message:

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If you are using usernames and passwords you will only be able to edit a payment if your username has been marked to allow access to changing client payments.

To change the setting you must be logged into VisionVPM with the administrator password and then go to: Main menu > Maintenance module > Maintenance menu > Users Access. Select the Edit Client Payments check box.

If you do not use usernames and passwords you will be required to enter the daily password. Please contact the Provet IT Service Desk to obtain the daily password.

Please note, if you are using Data Transfer and you attempt to edit a payment created at another branch, VisionVPM will display the following message:

Reversing payments

You can reverse payments if, for example, you enter an incorrect payment amount or payment type and the banking has been completed.

If the banking has not been completed you can simply edit the payment transaction, as described above.

If you have entered a payment on the incorrect client, you can transfer the payment to the correct client. Please refer to the Transferring invoices and payments section in this user guide for further information.

If you are using the password system in VisionVPM, to allow users to reverse a client's payment, the Reverse Client Transactions check box must be selected in the User Access window.

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Go to: Main menu > Maintenance module > Maintenance menu > Users Access.

To reverse a client payment


1) From the Client Activity window, select the payment that you wish to credit, and then click Reverse.

� The following window will be displayed:

� If you are reversing a payment prior to the Debtors Closed Period, the Date of Reversal will default to the current date. Otherwise, the Date of Reversal will default to the original payment date.

� The User and Reason fields are compulsory fields and must be completed.

� Entering a User code for payment reversal is compulsory regardless of whether or not the Make the user field compulsory check box has been selected in Main menu > Maintenance module > Maintenance menu > System Defaults > System tab.

Optional:

� To print the credit note, select the Print the reversed transaction check box.

2) Click Save.

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Negative/Reversed Entry Audit report

The credit note will also appear on the Negative/Reversed Entry Audit report.

1) Go to: More Reports menu > Reversed Entries.

2) Select report destination.

3) Enter dates for the report.

4) Click Ok .

� A report, similar to the one below, will be displayed.

How to deal with a bounced cheque

Go to: Clients menu > Client Details > select client > Payment > Direct Credit.

1) Enter the amount of the unpresented cheque as a negative amount.

2) Enter the date as the date the cheque was returned from the bank.

3) Click Save.

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In the example above, there were no outstanding invoices to allocate this credit payment against, therefore, VisionVPM displays the message that the payment is currently unallocated.

VisionVPM will display the amount in the Outstanding column on the Client Activity window, until another payment is entered.

Result

This will debit the client's account again, but will not affect the Till Balance or the Bank Deposit Summary.

Client Refund Scenarios

Following are examples of how to deal with different credit situations.

Example 1

Client has previously bought three stock items on an invoice and now wants to return one of the stock items from the invoice. The stock item is going back onto the shelf to be resold and the client wants a refund in cash.

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You should reverse the invoice, clicking Clear Qty Returned and enter 1 in the Qty Returned and Qty added into stock fields.

Click Save, and then click Yes to the following prompt.

Then enter a negative Cash payment for the refund.

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Example 2

Client has bought three stock items and now wants to return one of the stock items from the invoice. The stock item cannot be resold as the bag was opened. The client wants to leave the credit on their account as they will be purchasing further stock in the future.

You should reverse the invoice, clicking Clear Qty Returned and enter 1 in the Qty Returned field and 0 in the Qty added into stock field.

Click Save, and then click No to the following prompt.

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Example 3

Client buys products and wants to return all products and all products are going back into stock and the client requires a cash refund.

You should reverse the entire invoice by clicking Save.

Then click Yes to the following prompt and enter a negative cash payment.

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Example 4

Client has overpaid their account. If reimbursed by cash, enter a negative cash payment on the client for the overpayment. If reimbursed by cheque or direct debit enter a negative direct credit payment on the client as per the following screenshot. This will go straight to the bank reconciliation without affecting the till. If you refund the client by cheque, enter the cheque details into the Notes section on the Client Details window.

As per the screenshot above, the amount of $34.20 was an overpayment and therefore unallocated.

VisionVPM automatically selects to use the unallocated amount, which you should not change.

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The direct credit payment of $-34.20 cancels out the overpayment of $34.20, leaving the Outstanding amount as $0.00 on the Client Activity window.

To clear the Outstanding column you should manually allocate the -$34.20.

To manually allocate -$34.20, from the Client Activity window, click Allocate.

VisionVPM will display the Unallocated Payments/Credits window.

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Click Auto, and then click Yes to the following prompt:

Click OK to the following message:

VisionVPM will automatically allocate the payment, and will display the following message:

Click OK.

The Outstanding column will now be clear.

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Billing Process

Inserting a Batch Invoice

The Batch Invoice window is an effective way of processing multiple invoices. This is particularly beneficial for Large Animal vets.

Go to: Clients menu > Batch Invoice.

1) From the Client Invoice List window, click Insert.

2) Select the client or animal to which the invoice relates.

Searching Options:

� To view the prescriptions for the selected client, click RVM Info.

� To edit the selected animal, click Animal.

� To search for only equine records, click Find Equine.

3) Enter the Vet, User and Dept codes to which the invoice relates.

4) In the Stock Code field, type the first few characters of the code, and press ENTER to choose from a short list.


� To edit or add to the stock description, click , and type a further stock description.

� To attach a vet to each individual invoice line, click the Vet arrow, and select the vet who sold the stock item.

� In the Qty field, type the quantity of the item that was sold.


5) When all invoice items have been entered, click Save.

6) To print the invoice, click Print.

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Other Actions:

� To create multiple invoices for the same client’s animal, select the Multiple invoices for this animal check box.

� To not decrease the RVM allocation for RVM stock items on the invoice, select the Do not reduce RVM allocations check box. If this box is unselected, the quantity of the RVM sold will be taken off the RVM allocation.

� To view the details of the client, click Client.

� To view the activity of the client, click Activity.

� To view the details of a selected stock item, click Stock.



� To mark this invoice as incomplete, click the Incomplete Inv check box.

� To copy the invoice to another animal, click Copy, and select the animals to whom you wish to copy the invoice. For further information please refer to the Copying Invoices section in this user guide.

� To print drug labels, click Drug, and then select the drugs for which you wish to print labels.

Delayed Charges on when batch invoicing


When you have selected to use the Delayed Charges system for clients, a Charge Date field will be displayed on the Batch Invoice window.

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Inserting a Clinical Record from a Batch Invoice

Go to: Clients menu > Batch Invoice > enter invoice details.

1) Click the Record tab.

2) In the Notes field, type a description of the animal's condition.

� Alternatively, click the Desc. List tab and select a standard clinical description. Clinical Descriptions are set up in Maintenance module > Maintenance menu > Lookup Lists > Clinical Related Lists > Clinical Descriptions.

� Click Add Item Desc to display the stock item description on the Batch Invoice.

3) Click back on the Invoice tab, and continue to enter any invoice details.

4) Click Save.

� The clinical record will now be displayed on the History tab of the Animal Details window.

Copying Invoices

In VisionVPM you can copy invoices from one animal to another and include a clinical record if required. You would use this procedure if, for example, you have completed pregnancy testing for a number of horses on the same day.



2) Enter the invoice details.

3) Enter the clinical record details.

4) Click Save.

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5) For each animal to whom you wish to copy the invoice:

1. Search for the animal.

2. Double-click the animal.

3. The animal will appear in the Copy the invoice to section of the window.

6) Once all animals have been selected, click Create Inv.

Results

� An invoice will be created for each animal in the list containing the same stock codes, date, user and vet as the original invoice.

� If the Create a clinical record check box is selected, a clinical record will be created for each animal.

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Restricted Veterinary Medicines (RVM) Process

This facility is primarily to help New Zealand veterinarians meet their legal obligations regarding prescriptions and authorisations for Restricted Veterinary Medicines (RVM).

Australian clients can use the RVM function to keep track of clients' repeat prescriptions.

This section describes how to use the RVM facility to provide authorised allocations of RVMs for clients whose animals have had these drugs prescribed.

Large Animal Application

When medication is dispensed as a result of a veterinary consultation, the product sale is recorded and linked to a veterinarian so there is usually no requirement for a physical RVM script to be created or for recording RVM authorisations in the computer system.

Following seasonal or annual consultations veterinarians may set up RVM authorisations for large animal clients. Having a RVM authorisation in place means that when a client comes in requesting RVM product, clinic staff can easily check whether a RVM authorisation is in place and if so, dispense the product.

Authorisations for RVMs should be entered into VisionVPM using the RVM button, on the Client Details window. The record should include:

� the date range within which the product must be dispensed and

� the maximum quantity the client is allowed to purchase during that period.

The legal requirement for linking a consultation to dispensing is achieved with a detailed clinical record and invoice. Some practices may prefer to record details on a specific authorisation form (not a script) which can be signed off by both the vet and the client.

Small Animal Application

When there is a veterinary consultation (which could be a phone call, a clinic visit or a home visit) and a drug is dispensed as a result, the product sale is recorded and linked to a clinical record and veterinarian, therefore, there is not usually a requirement for a physical prescription to be created. If however, the veterinarian authorises the repeated supply of a drug for an animal, the RVM authority can be useful. This means that if a client comes in requesting the repeat prescription for their animal, clinic staff are authorised to dispense it, simply by checking the RVM authorisation attached to that client.

For example: A dog owner comes in regularly for arthritis medication for their pet. If there is an authorisation in place, clinical staff can dispense further medication provided they are still within the limits (date and/or quantity) of the authorisation, without having to check with a veterinarian or rebook a consult.

If you have any questions regarding RVMs please contact the NZVA, Vet Council or ACVM.

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RVM default period

Go to: Maintenance menu > System Defaults > Client tab.

You can select to set the RVM default period to either 6 or 12 months in the Client Details area of the Client tab.

A 6-month default period would be more commonly used for authorisation of repeats of drugs in small animal practices.

A 12-month period would be more commonly used for authorisations and seasonality of products used in large animal practices.

To set up an RVM Authorisation

Go to: Clients menu > Client Details > select client > RVM.

1) From the RVM List window, click Insert

2) From the RVM Details window, click the Product Code arrow and select the product you are going to dispense.

3) Click the Animal Name arrow, and select the animal to whom you will be dispensing the product.

� This might be for a herd, or individual animal.

� For large animal clients it is advisable to name the animal or group of animals, for example, dairy herd or calves, that the product is being prescribed for.

4) In the Qty Allowed field, type the total amount approved for dispensing over the whole period.

5) In the Start date field, type the date this authority was put in place.

� VisionVPM will default the End Date to what has been set as default period, as described above. This will either be six months or 12 months.

� You can also select to change the End Date if necessary.

6) In the Vet Code field, enter the code for the prescribing vet.

� The vet code should always be entered.

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7) To display a message on the invoice whenever the stock item is sold, click the Message arrow, and select the invoice message.

� The Message list gives access to invoice and stock messages, for example, withholding periods or product information.

8) The Instructions field displays any warnings that have been entered in the Label Warning field on the Stock Details window.

9) In the Condition field, type any further information to be provided to facilitate and explain the need for the PAR.

10) If the RVM authority is to be effective immediately, ensure the Inactive check box is unselected.

11) Click Save.

Results

An RVM authorisation will be loaded on this client’s record linked to the appropriate animal. When the client comes in asking for a ‘repeat prescription’ or more medication, the information can be quickly and easily found from the client record and there is evidence that the veterinarian has already approved it. If the authorisation has expired, or if the full amount has already been dispensed, VisionVPM will prompt the staff member who can then contact the veterinarian about how to proceed.

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Once an RVM authorisation has been created for a product under any client, the product will require an RVM authorisation for all other clients. Any time the product is sold without being connected to a consultation (animal record) the following prompt will appear:

Medications can also be identified as RVM products on the Stock Details window.

Marking a stock item as requiring an RVM authorisation

Go to: Main menu > Stock module > Stock menu > Stock Details > select stock item.

1) From the Stock Details window, select the RVM check box.

2) Click Save.

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To print RVM authorisations

Go to: Clients menu > Client Details > select client > RVM > Print.

1) The RVM Usage List Reports displays the RVMs loaded for the selected client:

2) The RVM Allocation and Instruction Report displays additional information on the specific RVM products:

To print a prescription

In cases where the clinic does not stock a medication and the client has to purchase it elsewhere, for example, a pharmacy, a hard copy prescription will be required.

Note: These will not usually be RVM medications.

Large animal clients may want or need to purchase the medication elsewhere and will need a hard copy prescription for this.


1) To print a script, using an adhoc report, you must first have the medication loaded as an RVM for that client and animal.

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2) From the Client Details window, click RVM.

3) Select the required product and click Adhoc.

4) Select the report destination.

5) From the External Adhocs Report window, double-click the required prescription.

6) The veterinarian can then complete and sign the prescription.

� These scripts are based on the NZVA model.

The prescriptions are not saved within VisionVPM. The clinic must keep copies of these documents. Documents can be scanned and copied into the Document folder available from the RVM List window.

To print a Word prescription

Go to: Clients menu > Client Details > select client > RVM.

1) You must have at least one RVM allocation created for the client.

2) From the RVM List window, select the product to print a prescription and click New Doc.

3) Select the RVM template, and in the Name field, type a name for the prescription, for example, MASTALONE010108.

4) Click Save.

The merged prescription will be displayed, from where you can print the form.

Prescriptions generated from a Word template will be stored in the Documents folder once saved.

To edit the Word prescription templates

Go to: Main menu > Clients menu > Client Details > select client.

1) From the Client Details window, click RVM.

� You must have at least one RVM authority created for the client and animal.

2) From the RVM List window, select the RVM authority and click New Doc.

3) Double-click the RVM template.

4) Complete changes and save the file.

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To sell a RVM from an authorisation

Go to: Clients menu > Animal Details > select animal > Invoice > enter invoice and payment details.

1) Ensure the Do not reduce RVM check box is not selected.

2) To print the drug label, from the Client Invoice window, click Drugs.

3) In the Expiry Date field, type the date when the drug will expire.

4) Click the Label Code arrow, and double-click to select the appropriate dispensing instructions.

5) Click Save, and then click Print.

6) In the No of Copies field, enter the number of drug labels that you wish to print and click OK .

7) Select the report destination and click OK.

How to use the RVM system simply and efficiently

Create an RVM against the client as described above.

Invoice farming clients in the following manner:

Go to: Clients menu > Batch Invoicing.


2) Select the Do not reduce RVM allocations check box.

3) Click the Animal Code arrow, and double-click to select the required animal.

4) In the Vet and User fields, enter the vet code and the user code.

5) For each stock item, click the Stock arrow and select the required stock item, and then enter the quantity sold and the price.

6) Select each stock item, click the Record tab, and then click Add Item Desc to display each item sold on the clinical record.

7) Click Save, and then click Drugs.

8) Enter the required expiry dates and dispensing instructions for each stock item.

9) Click Save, and then click Print.

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10) Enter the number of drug label copies that you require, and click OK.

11) Select the report destination, and click OK.

Results

� Using this method will not reduce the RVM allocation against the farmer, but will enter a clinical record against the animal and bill the client.

� It will also print out the drug label for the product with all warning messages that you choose to have added.

� If you wish to automate this process further you can enter the drug label against the stock item itself. To do this:

Go to: Main menu > Stock module > Stock menu > Stock Details > select the stock item.

1) From the Stock Details window, in the Label Warning field, type the details of the label.

2) Click Save.

This will then automatically populate the label field whenever you sell the item.

There is an RVM report available from Clients module > Reports menu > RVM Report . This report displays the RVM allocations with an end date within a date range.

For example, the following report displays RVM allocations with an End Date between 1 August 2011 and 31 August 2011

This report is an excellent marketing tool as you can see which clients RVM allocations are coming up for expiry. You can then ring them to let them know that they need to purchase their allocated drugs before the RVM expires.

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Workflow Process

This section goes through the consultation process for small animal veterinarians. The following list describes the steps that should be followed:

� Make an appointment

� Arrive the appointment and enter weight

� Create clinical record

� Create clinical examinations

� Enter fees, services and products

� Create invoice

� Receipt payment.

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Insert an appointment



2) Right-click on the time slot, and select Client.

From the Client List window, in the Search by box, type the client’s name or code and click Go.

3) Double-click to select the correct client.

� Optional: To search for a client by other criteria, click the Search by arrow, and select alternate criteria.

4) From the Client Details window, right-click the Animal Name and select Make Appointment.

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6) Enter the details of the appointment in the Note field, and then click Save.


To mark an appointment as arrived

Marking clients as arrived enters an arrival time in their appointment time slot. This helps clinic staff and veterinarians to keep track of how many people are waiting, who arrived first and how long they have been waiting.

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Go to: Main menu >Appointment List .

1) From the Appointment List window, right-click the appointment for the animal that has arrived.

2) Select Arrival .

3) In the Weight field, enter the animal's weight.

4) If you scan the animal's microchip number and it is not the same as the number displayed, when you click Save, the following prompt will appear:

5) Clicking Yes will change the animal's microchip number to the new number.

Results

� The appointment will display the time the animal arrived. The client and how long they have been waiting will be displayed in the Waiting Room area of the display panel.

Vet in session

Vet in session allows a Current Vet, Current User and Current Dept to be set up as defaults for the workstation until changed. For example, if one vet is using the computer in Consult 1 all morning and another all afternoon, each can load themselves as the default veterinarian for the time they are in the room

Using defaults means that more fields are automatically populated, speeding up the data entry process.

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To enter Vet in Session

Go to: Clients menu > Vet in Session.

If the fields are left blank, a prompt for the Vet and Dept will be displayed each time a clinical record or invoice is opened.

Clinical records

Clinical records are where the animal's clinical history is stored. They are where the History from previous visits can be accessed and where Clinical notes about the current visit will be added.

Drugs can be prescribed from the Drugs tab. You can choose to not display the Drugs tab, therefore all drugs/products are entered directly onto the invoice. To hide the Drugs tab, go to Main menu > Maintenance module > Maintenance menu > System Defaults > Clients tab, select the Hide the clinical drugs tab check box.

Photos, Lab results and examination notes and diagrams related to this visit can be added from this window.

You can Admit the animal to hospital from this window.

You can create a Diary entry for this animal from this window.

Reports from the clinical records can be generated and the clinical record can be added to a clinical group through the Groups tab.

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To Insert a Clinical Record


1) Double-click the appointment time which contains the animal for which you wish to enter a clinical record.

2) From the Animal Details window, click Record.

� The Drugs/Products Added and Reminders list as shown above will only be displayed if the Hide drug and reminder lists on the clinical record main tab check field is not selected in Main menu > Maintenance module > Maintenance menu > System Defaults > Client tab.

� The Date field is automatically populated with today's date and the time.

� The Weight field is automatically populated with the animal weight if it was entered when the animal arrived.

3) In the Temp field, enter the animal's temperature.

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4) In the Body and Dental fields, enter the animal's body and dental scores.

� To default the Dental score to -1, select the Default dental score as -1 check box in Maintenance > System Defaults > Other Settings. If the Dental score defaults to 0, you will not be able to ascertain whether the animal has been assessed or not, as 0 is a legitimate dental grade.

� The Vet field is automatically populated with the default vet. If not, use the list menu or type the code of the vet.

� Notes from the appointment will come through on the Clinical tab. These can be added to or deleted when you type a description of the animal's condition.

� Alternatively, click the Desc List tab, and then double-click to select a clinical description.

� Clinical Descriptions are created by going to: Main menu > Maintenance module > Maintenance menu > Lookup Lists > Clinical Related Lists > Clinical Descriptions.

� To enter a note regarding the animal, click the Animal tab, and type any notes for the animal. This will also be displayed in the Notes field in the Animal Details window for that animal.

� To dispense drugs for the animal, click the Drugs tab, and enter the drugs to be dispensed.

� To view the animal's clinical history, click the History tab, select the history you wish to view and double-click to open.

� To attach a photo to the clinical record, click the Photo tab, click Browse, and then locate and select the photo.

� To attach an analysis group to the clinical record, click the Groups tab, and from the Available Groups list, select the analysis group.

5) Click Save.

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Clinical Templates

VisionVPM has functionality which allows you to insert clinical notes, add drugs/services, print drug labels, print adhoc reports, all in one easy step, called Clinical Templates.

To create a Clinical Template.

1) Go to: Main menu > Maintenance module > Maintenance menu > Lookup Lists > Clinical Related Lists > Clinical Templates.

2) From the Clinical Template List window, click Insert.

� A blank Clinical Template window will be displayed.

3) In the Clinical Template Name field, enter a description for the clinical template.

4) Click the Optional Species arrow and double-click to select a species.

� Please note, selecting a species is optional.

5) Click the Use Clinical Description arrow, and double-click to select an existing clinical description.

� Please note, selecting a clinical description is optional.

6) Select the Prompt for drug quantities/fee options check box.

� Please note, this is an optional feature which allows you to change the drug quantities and stock fees when selecting this template.

7) For each stock item to be entered:

� Click the Stock Code or Description arrow to select the required stock items to be invoiced.

� In the Qty field, enter the amount of the stock item to be dispensed.

� Click the Label Code arrow and double-click to select a label warning.

� Click Add.

� To remove a stock item, select the required stock item, and then click Remove Product.

8) Click the Clinical Groups arrow, double-click to select a clinical group and then click Add.

� To remove a clinical group, select the required group, and then click Remove Group.

9) Click the Reports/Forms to Print arrow to select a consent form to print, and then click Add.

� To remove a report/form, select the required group and then click Remove Report.

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10) Click Save.

To use a Clinical Template

1) Go to: Clients menu > Animal Details > select animal > Record.

� A Templates button has been added to the Clinical Record window:

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2) Ensure the cursor is positioned where you want VisionVPM to enter the template details in the Clinical tab.

3) Click Templates and then double-click the required template.

� The Clinical Template Drug Qty Adjustment window will be displayed.

� Please note, this window will only be displayed, if the Prompt for drug quantities/fee options check box has been selected on the template.

4) To change the stock fee, click the Stock Fee arrow and select the required fee.

� Please note, this option is only available if the stock item has a stock fee attached.

5) To change the quantity, enter the required quantity in the Qty field.

6) To add a label description, enter the required label details in the Label Desc field.

7) Click Continue.


� Please note, this message will only be displayed if you have selected a report/form on this template.

� When the report/form has printed, VisionVPM will display the clinical description details and the stock items.

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� Please note, the clinical description will only be displayed if you have selected a clinical description on the template.

9) You would then complete your notes.

� If you are using the Drugs tab, VisionVPM will automatically enter the stock items on the Drugs tab:

� If you are not using the Drugs tab, VisionVPM will automatically display the stock items on the client invoice.

10) Click Save and then click Invoice.

To insert a clinical examination record

1) Clinical Examination Records can only be inserted within clinical records.

2) Go to: Clients menu > Client Details > select client > select animal > Record > View/Edit Exams.

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3) There are 5 types of examination records available via the tabs on the Clinical Exam window:

� Neurological

� Physical

� Dermatological

� Ophthalmic

� Dental

To select the type of examination, click the corresponding tab, for example, Neuro:

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or Physical:

4) To enter examination results, type or select the appropriate examination results.

5) Click Load Template to load the picture templates available on the Derm, Ophthal and Dental tabs, where Microsoft paint opens, and the applicable picture template is displayed.

� The Dental examination will display the jaw of the selected animal species, that is, either feline or canine.

6) Edit the picture as necessary, and then click the File menu, and select Save.

7) To return to VisionVPM, click the File menu and select Exit.

8) From the Clinical Exam window, click Refresh.

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� The picture is then displayed in the Clinical Exam window.

9) To save the examination results, click Save, and then click OK to the message "The examination has been saved".

10) Click Close.

� The relevant Exam field on the History tab of the Animal Details window will be selected, indicating that examination results are attached to the clinical record:

Dispensing drugs

Drugs can be dispensed from the clinical record. This process adds the drug to the clinical record and invoice for the animal, and enables printing of labels for the dispensed drugs.

All fees, drugs used and dispensed during the consultation should be entered here so that they appear on the animal's clinical record. Drug labels can be printed for the drugs that are dispensed, but are not needed for the items administered during the consultation.

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To dispense a drug

Go to: Clients menu > Client Details > select client > select animal > Record > Drugs tab.

1) For each drug that you wish to dispense, click the Stock Code arrow, and then select the drug that you wish to dispense. Alternatively, use the Description list arrow to search for the drug you wish to dispense.

� The Description, Dose Rate, Unit of Sale, Stock Fee, Expiry Date and Stock Notes fields are populated automatically when a stock item is selected.

2) Type the quantity that you wish to dispense into the Quantity field.

� VisionVPM will automatically default the Quantity field to 1.

3) Click the Label Code arrow, and then double-click the instructions that you wish to display on the drug label.

� The drug's expiry date can be overtyped if required.

� You can manually enter the dispensing instructions in the Animal Treatment Only field, if required.

� To clear the details of the selected drug from the various fields, click Clear Drug.

4) Click Add Drug to add the drug to the invoice list.

� To remove a drug from the list of dispensed drugs, select the drug and click Delete Drug.

� To print drug labels, select the drugs requiring labels from the list of dispensed drugs, and click Print .

� To select multiple drugs, hold CTRL as you click on each drug.

5) When all drugs have been entered, click Save.

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Results

� The dispensed drugs will automatically be displayed on the Client Invoice/Activity window when you create an invoice from the clinical record.

� The drugs that are attached to a clinical record can be viewed from the Animal Details window by clicking the History tab, selecting a clinical record, and then clicking the Drugs tab.

To print drug labels

1) From the Clinical Record window, from the list of dispensed drugs, select the drugs for which you wish to print labels, and click Print .

2) Select a report destination, and click OK.

� The drug labels will print to the selected destination.

Dispensing drugs without the Drugs tab on the Clinical Record

Go to: Clients menu > Animal Details > select animal > Record.

The Drug tab on the Clinical Record window is an optional feature. To not display the Drugs tab, select the Hide the clinical drug tab check box in Maintenance menu > System Defaults > Clients tab > Other Settings.

When this option is selected:

The Drugs tab will not be displayed on the clinical record window.

Screen shot of the Clinical Record window below with no Drugs tab.

You will write up the clinical record and then proceed to the Invoice to add all drugs/charges/products.

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When you Save the invoice you can then print labels from the Drugs button.

All label details added on the invoice will be saved and displayed on the Animal Details > History tab list.

VisionVPM will default to displaying the Invoice tab if you are not using the Drugs tab on the Clinical Record window.

Invoicing from the clinical record when using the Drugs tab

This section describes how to how to insert an invoice from a clinical record. This should be done after the clinical record is complete and drugs have been dispensed. If the clinical record is not complete it can be marked as incomplete and completed later:

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To insert an invoice from a Clinical Record

Go to: Clients menu > Animal Details > select animal > Record > Invoice.

1) The Client Invoice window displays the drugs that have been dispensed to the animal during the visit.

� To enter any additional items onto the invoice, click the Stock arrow and select the required stock item.


� To edit or add to the stock description, click , and type the stock description.

� To attach a vet to each individual invoice line, click the Vet list arrow, and select the vet's name. If no vet is selected, the invoice line item will default to the vet code at the top of the invoice.

� Type the quantity of the item that was sold in the Qty field.


2) To enter a message onto the invoice, in the Message field, type the message that you wish to be displayed on the client invoice. Alternatively, click Message and double-click to select an invoice message.

� Invoice messages are set up by going to Main menu > Maintenance module > Maintenance menu > Lookup Lists > Client Related Lists > Invoice Messages.



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� To repeat a line on the invoice, select the invoice line and click Repeat.

� To enter a payment for the invoice, click Payment, then select the method by which the client is paying you money.

� To mark the invoice as incomplete, select the Incomplete check box. If further items are likely to be added to an invoice later in the visit before payment, then you should select Incomplete rather than Save. VisionVPM marks the invoice as incomplete and makes it easy to find, for example, on the Navigator bar. If you save the invoice without checking Incomplete, the assumption is that it is complete.

3) Click Save.

4) Click Print to print the invoice.

Results

� The invoice will be displayed on the client's activity.

� The Balance Due field on the Client Details window will display the total of any outstanding invoices on the client's account.

Receipting payment from an invoice

Once the vet has saved and closed the invoice, at Reception you will be able to open the invoice, add any further items that the client wishes to purchase and then receipt payment.

1) From the Appointment List window, double-click the appointment to receipt payment.

2) From the Client Invoice window, click Payment.

3) Select the Payment Type.


5) Click Save.

� Optional: To print the invoice and receipt click Print .

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Hospitalisation Process

Animals can be admitted to the hospital from the following areas in VisionVPM:

� Clinical Record window.

� Animal Details window.

� Appointment List window.

� Client Details window (right-click the animal's name and select Admit Patient).

The following list describes the steps that should be followed when admitting an animal from a consultation.

� Make an appointment.

� Arrive the appointment and enter weight.

� Edit the appointment to enter vet code.

� Create clinical record.

� Create clinical examinations.

� Enter fees, services and products.

� Create incomplete invoice.

� Admit animal.

� Print consent forms.

� Add to the clinical record and invoice.

� Discharge animal.

� Receipt.

How to admit an animal

You can admit an animal from any of the following areas in VisionVPM:

� Clinical Record window.

� Animal Details window.

� Appointment List window.

� Client Details window > right-click animal's name.

1) Go to one of the above areas and click Admit .

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� The following window will be displayed.

2) VisionVPM will automatically populate the Hospital field with the default hospital.

� If the correct hospital is not automatically displayed, click the Hospital arrow and select the hospital to which the animal is being admitted.

3) Any clinical notes will be inserted automatically from the clinical record or appointment, if one has been created.

� You can also type any additional notes regarding the animal's admission in the Clinical Notes field.

4) Type any notes about the client in the Client Notes field.

� This is useful, for example, when the client is on a different phone number for the day or wants to pick up the animal at a certain time.

5) Click Save.

Print a consent form, cage label and cage form.

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To print a consent form, click Consent, then select a report destination and double-click to select the consent form you wish to print.

To print an animal label, click Label.

To print a cage sheet, click Form.

Result

The animal will be displayed on the Admission List window, which can be accessed by either pressing F11 while in the Clients module or going to Clients menu > Admission List.

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All appointments for admitted animals are marked with a red cross, designating the animal is in hospital.

Creating initial hospitalised clinical record

When you create the first clinical record for an admitted animal you need to select one of two pathways in VisionVPM. The path you take will be decided upon whether the animal was admitted via the appointment book or not. When an animal is admitted from an appointment, and a subsequent clinical record and invoice are created, VisionVPM will automatically display an icon, designating that there is an invoice linked to this appointment.

If you do not wish to see the invoice icon, or the animal does not have an appointment (for example, emergency case), you can select Option 1 below.

Option 1: Creating clinical record without appointme nt loaded

Use the path below if the animal has not come through the appointment book. For example, emergency case.

Go to: Clients menu > Admission List > select animal > Record.

Option 2: Creating clinical record via appointment b ook

Use the procedure below when the animal has had an appointment made for elective surgery.

Go to: Main menu > Appointment List > double-click appointment > Record.

Follow the instructions above in the Clinical records section above to create a clinical record.

Adding to a hospitalised clinical record

Once the clinical record has been created, use the pathway below when you wish to add further information into the clinical record.

Go to: Clients menu > Admission List > select animal > Record.

VisionVPM will display the clinical record that was created when the animal was admitted.

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Using the hospitalised invoice

A hospitalised invoice is available in VisionVPM. This provides an option to group all charges for a hospitalised animal onto a single invoice. This should make it easy for the client (fewer pieces of paper) and easy for the clinic to ensure everything has been charged.

� After the animal has been admitted to hospital, the first invoice created becomes the Hospitalised Invoice. Subsequent additions to the invoice from the clinical record will generate the following prompt to add to the Hospitalised invoice:

From the Invoice Options window, you can choose to start a new invoice

OR

If the current clinical record invoice link is different to the Hospitalised invoice, you can link to the current clinical invoice.

OR

When an animal is already in hospital and the Hospitalised Invoice has been created, you can choose to start a new clinical record for each day the animal is in hospital, but still add any charges to the original Hospitalised Invoice.

In the case where the animal is still hospitalised in VisionVPM but has been physically discharged and the animal has another consult, you would want to select Start a new invoice, but do not select Set as the Hospitalised invoice. In this example, the new invoice will not become part of the hospitalised invoice, as it is unrelated.

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To enable the option Add to current clinical record , the following sequence has to happen:

� The animal has been admitted to hospital and an initial clinical record and invoice created – this would be the Hospitalised Invoice by default.

� A second clinical record would have been created for the same animal and the option 'start a new invoice' would have been selected.

� You have further items to add to an invoice and at this point the system does not know whether you want to add these drugs to the original hospital invoice or the second invoice created.

The prompt will now be displayed and the option Add to current clinical record will be enabled. This means that you will be able to select which invoice these drugs are to be added to: the Hospitalised invoice (on the first clinical record) or the current clinical record.

You can choose to add to the Hospitalised Invoice from the Admission List.

Hospitalised Invoices may be generated over several days and the invoice added to on a daily basis. To assist with presentation of the invoice, you can create a stock record called DATE. When entered on the invoice, this will automatically drop the line down and display the date.

� This stock item should be set up with a stock code of DATE. The stock description should contain the field [#D] and this will be automatically populated with today's date.

� This stock item will display on the invoice as shown below:

� During the animal's stay in hospital, the date and time of the hospitalised invoice are shown

in red on the animal's history.

When an animal is discharged from Hospital, a prompt is given as to whether you want to view/print the hospital invoice.

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Please note: all hospitalised invoices will be marked as Incomplete by default.

How to discharge an animal

This section describes how to discharge a hospitalised animal and finalise an invoice.

Go to: Clients menu > Admission List > select animal > Discharge.

1) To finalise the invoice, click Yes to the prompt: This client still has an incomplete invoice in the system. Do you want to view this invoice?

� The Client Invoice window displays the drugs that have been dispensed to the animal to date.

� To enter any additional items onto the invoice, type the first few characters of the code in the Stock Code field, click the list arrow, then double-click to select the stock item. Tab

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through the fields to automatically populate the associated GL A/c code, Description, and Unit.

2) Clear the Incomplete check field if there are no further items to be added to this invoice.

� To enter a payment for the invoice, click Payment, then select the method by which the client is paying you money.

� You can choose to leave the invoice marked as Incomplete if there are further items to be added to this invoice. If this is the case, when you click Payment VisionVPM will display the following prompt. You should click Yes to this prompt and also advise the client that further charges may apply.

3) Click Save.

4) To print the invoice, click Print.

Results

� The animal is no longer displayed on the Admission List window.

� The bill for the animal's hospitalisation has been generated

� Any further sales or clinical information has been added to the animal's clinical record.

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Banking Process

The banking process is a step by step procedure which helps you to check that everything is in place for the banking and saves you time by automatically preparing cheque deposit summaries.

As the banking procedures are linked to the general ledger, bank statements can be reconciled through VisionVPM helping you to keep track of your bank accounts.

Go to: Clients menu > Daily Banking.

The five steps in the banking procedure are:

1) Print Client Audit (optional)

2) Save Eftpos Deposit (required)

3) Print Till Audit (optional)

4) Save Till Balance (required)

5) Save Bank Deposit (required)

Print Client Audit

The Client Audit report is a summary of all client transactions (invoices, payments, adjustments) for the selected date range. This can be a useful place to check transactions for the day if there have been some mix-ups, for example, a payment loaded to the wrong client of the same name. It also provides a total for the banking as it displays all receipts and the different payment types.

Printing the client audit is an optional part of the banking process.

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Go to: Clients menu > Daily Banking > Step 1: Print Client Audit.


2) From the Set Current Report Date window, in the From Date and To Date fields, type a date range for the report.

� To display only receipts in this report, select Display payments only using the above dates.

� To display only payments that have been entered since the banking was completed, select Display payments since the last banking (ignore above dates).

� To display only the transactions entered within the specified date range, select Use the date the transaction was entered. This displays any transactions that were entered within the selected date range, allowing you to check for incorrect dates.

� To print only Eftpos payments, select Eftpos Audit Only.

� To print this report for a selected department, select Selected Dept(s), then double-click to select a department.

3) Click OK .

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Result

The Client Audit report will print to the selection destination.

Save Eftpos Deposit

Saving the Eftpos Deposit moves clients' Eftpos payments from the Eftpos Holding account where they were placed by VisionVPM at the time of payment. They are moved to the bank account and then are available for reconciliation on the bank statement.

1) Go to: Clients menu > Daily Banking.

� VisionVPM will automatically display the default Card Type.

2) Click the Card Type arrow and select which card type payments you wish to save.

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3) In the Eftpos Deposit window, the individual Eftpos transactions and the total value are displayed.

� Note: The Eftpos Deposit should be saved in conjunction with settling your Eftpos terminal.

� You can clear Eftpos transactions from the Eftpos Deposit and wait until the appropriate date to process them in a deposit, simplifying the bank reconciliation process. For further information regarding this function, please refer to the Clear Eftpos Lines section below.

4) Click Save.


6) The Eftpos Deposit Summary will print to the selected destination.

7) Check the Eftpos Deposit Summary, and if it is correct, click Yes.

� Click No if the summary has not printed correctly or transactions are incorrect. Make the required corrections and then run the procedure again.

Result

The Total Transactions amount from the Eftpos Deposit window will be displayed on the Unreconciled side of the Bank Reconciliation window.

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Clear Eftpos Lines

You can clear Eftpos transactions from the Eftpos Deposit and wait until the appropriate date to process them in a deposit, simplifying the bank reconciliation process.

In the following example the user did not save the Eftpos Deposit on 7 November. It is now 8 November and they want to only save the payments made on 7 November. They can clear Zang Ltd's payment of 8 November from this window leaving just the payments for 7 November.

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After Zang Ltd's payment is cleared:

Once the above deposit is saved, this will leave Zang Ltd's payment to be saved at a later date:

Another example: If you are in the habit of saving the Eftpos Deposit at lunchtime or when there is a staff change and you are interrupted during the banking process and more payments are taken, then these payments can be cleared to leave your original list.

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Print Till Audit

Printing the Till Audit report displays all cash, cheque and manual credit card transactions in and out of the Till Balance account for the dates entered and is a useful record of your banking.

Go to: Clients menu > Daily Banking > Step 3: Print Till Audit.


2) From the Date Selection window, in the Date fields, type a date range for the report.

� To display only transactions since the last banking, select Ignore dates and list transactions since the last banking.

� This is useful when you process your banking in the middle of the day and only want to view the transactions since the last time you saved the Till Balance.

3) Click OK .

Result

The Till Audit report will print to the selected destination.

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Save Till Balance

In VisionVPM, the Till Balance contains the following payment types:

� Cash

� Cheque

� Manual Credit Card receipts.

The Till Balance does not contain EFTPOS or Direct Credit payments.

Saving the Till Balance is a required part of the banking process. There is provision in VisionVPM to change the amount you are banking.

When you save the Till Balance, VisionVPM moves the amount from the Till Balance account to the Safe Balance account. This action can be compared to removing your cash, cheque and manual credit card receipts from your cash draw to your safe.

Banking Procedure

Each time the till is balanced you should:

1) Remove the float.

� The float should be a set amount and not included in your client payments.

� For further information on setting up the float please refer to the General Ledger User Guide.

2) Count the cash and cheques.

3) Remove the cash and cheque from the till.

4) Replace the float in the till.

Go to: Clients menu > Daily Banking > Step 4: Save Till Balance.

� The Calculated Balance in Till and Actual Balance in Till amounts include all cash, cheque, and manual credit card receipts that have not yet been banked.

1) Type the total amount of cash, cheque, and manual credit card receipts that you will bank in the Total Taken for Banking field.

� This should be the same amount as displayed in the Calculated Balance in Till field.

� If you do not type the same amount as what is displayed in Calculated Balance in Till, the difference will be displayed in the Till Balance window the next time you do your banking. For example, if you only wish to bank yesterday's takings and you are processing the banking after you have received payments for the current day.

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� If the amount in the Calculated Balance in Till field is incorrect, you should contact the Provet IT Service Desk for assistance.

� If, after discussing the situation with the Provet IT Service Desk you decide to change the amount displayed in Actual Balance in Till to an amount different to the Calculated Balance in Till, please be aware of the following consequence:

� VisionVPM will move the discrepancy between the Calculated Balance in Till and the specified Actual Balance in Till to the Unders and Overs account.

2) Click OK .

Results

� The Total Taken for Banking amount will be transferred to the Safe Balance account.

� The cash component of the Total Taken for Banking amount will be displayed in the Cash field on the Bank Deposit Summary window.

� The cheque and manual credit card component of the Total Taken for Banking amount will be displayed in the Nett Cheque field on the Bank Deposit Summary window.

Save Bank Deposit

Saving the bank deposit is the final step of the banking. The Bank Deposit window gives the opportunity to adjust cheque totals and to add or remove cheques. If cheques are added or removed, the cash balance will be adjusted accordingly so that the banking total remains the same.

Ideally, you should save your till balance and complete your bank deposit at a similar time. Where clinics save their till balance at night and then complete the bank deposit the following day, they may find the till balance has changed because there have been additional payments (cheque or cash) since the till balance was saved.

Before you can save the bank deposit, you must have saved the Till Balance.

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Go to: Clients menu > Daily Banking > Step 5: Save Bank Deposit.

� The Bank Deposit window displays a list of unbanked cheques, and the total cash and cheque amounts that have not yet been deposited to the bank.

1) Ensure the Total, Cash and Nett Cheque match the amounts you will physically bank.

� Cheques can be added to or deleted from the Bank Deposit. In either case the Cash will be adjusted accordingly so that the Total banking remains the same.

� Click Insert to insert cheques – amount will be deducted from cash total so that the banking total remains the same.

� To delete a cheque, double-click the cheque so that it is displayed in the header area. Delete the contents of each field, then press ENTER.

� If you remove cheques from the bank deposit in error, the cheques details have to be reinserted manually using Insert.

� Note: If you change the Total amount using the Adjust Total button, the difference will be entered back into your Till Balance.

2) Click Save to save the bank deposit and print the Bank Deposit Summary report.


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� Two copies of the bank deposit summary will print to the selected location.

1) Click Yes to the following prompt only if you can verify that the cheque and cash totals are correct and two copies of the Bank Deposit Summary report have printed correctly.

� Click No to cancel the bank deposit from being saved. Then make the required corrections and go through the procedure again, including saving the Till Balance if necessary.

Result

� The Total amount from the Bank Deposit window will be displayed on the Unreconciled side of the Bank Reconciliation window.

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Procedures

How to check if a client has paid

This procedure can be used where clients are querying an unpaid amount or overdue account.


� The Client Activity window displays a list of every invoice and payment entered against the selected client for the date range displayed on the right side of the window. These dates can be overtyped if required.

The Client Balances are the Opening balance for the client, Activity for the period selected and Closing balance for the client in VisionVPM.

1) To only View Payments, clear the View Invoices check box, and click Rebuild.

� Only the client payments will be displayed and you may find the disputed payment on this window.

To view all items again, select View Invoices and View Payments and click Rebuild.

1) You can print an Audit report by clicking Audit. This will produce a copy of what is on the Client Activity window for review with the client if required.

2) You can access invoice details on this window by selecting View Items. This splits the window into two parts. The top part shows the activity and the bottom part shows the contents of the highlighted invoice including any discount amounts for each individual item in an invoice.

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3) You can open an invoice by double-clicking the required invoice, or by selecting the invoice and using Edit.

� If the invoice has been previously printed the following message will be displayed:

� If the invoice is dated prior to the Debtors Closing Date the following message will be displayed:

� Payments cannot be viewed or edited.

� Click Print to access print options for selected invoice(s).

� To print multiple invoices, highlight the invoices you wish to print, and then click Print.

Bad Debtors

Clients can be marked as bad debtors, payments can be written off and the information retained. The amounts collected by and paid to a debt collection agency can be managed through these procedures.

Very small amounts of money owing may simply be written off.

From the Client Details window, click Write Off.

The Balance of the client’s account will be transferred to the GL Bad Debtors account, and the client’s account balance will be zero.

In the Client Activity window, the description of the transaction will be Write Off.

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An entry will be added to the Notes field stating the amount written off and the date it was written off.

At this stage you should mark the client as a Bad Debtor in Client Details > Settings tab.

The client will be marked with a Visual icon and a Visual Note: Special Payment Details Apply.

Any time the client is invoiced a prompt about the bad debtor status and current amount owing will be displayed.

Any time you search for an animal of the client and the animal has a visual icon loaded, the bad debtor icon will be displayed on the right-hand side of the visual icon bar on the Animal Details window. Also, the client's Visual Note will be displayed under the animal's Visual Note.

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This allows you to easily identify bad debtor clients when searching by animal.

Bad Debts and Collection Agency Charges

With larger bad debt amounts, debt collection agencies are likely to be involved.

The example below refers to the following charges:

� Client debt: $400

� Debt collection charges:

� Loading fee $25

� Commission $100

� Total $525

In VisionVPM, the best way to manage the loading fee and commission charged by a debt collection agency is to:

1) Insert a new Bad Debts Collection Fee general ledger account, if you do not already have one.

� To do this go to Main menu > General Ledger module > General Ledger menu > Chart Of Accounts > Insert.

� In the Account Code field, type the code number for the account.

� Press TAB and enter the description (for example Debt Collection Charges).

� Select Expense.

� Click Save.

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2) Invoice the client for the loading fee and commission using this GL expense code (if known, for example, set fee).

� Click into the GL A/c field and type the Debt Collection Charges code.

� In the Price field, type 125.00 ($25 loading fee and $100 commission) and press Enter.

� Click Save.

� This will add $125 to the clients balance due.

Payment and non payment procedures

There are 3 possible payment outcomes:

1) The client pays nothing.

2) The client pays the clinic directly.

3) The payment comes through the Debt Collection agency.

The client pays nothing

Write the money off.

� Note: in general money should only be written off at the end of the financial year. Please get your accountants advice on this.

� You need to write off the amount that they originally owed, in this example $400, and reverse the commission and loading fee of $125.

1) Go to Client Details > select client > Invoice.

2) Click in the GL A/c field and enter the code for the Bad Debts account.

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3) In the Qty field, type -1.

4) In the Price field, type -400.

5) Press ENTER.

6) Click in the GL A/c field enter the code for the Debt Collection Charges account.

7) In the Qty field, type -1.

8) In the Price field, type -$125.

9) Press ENTER.

10) Click Save.

� This will reduce the client balance by the amount of this invoice.

The client pays the clinic directly

If the client pays the full amount, that is, the original amount + loading + commission fee = $525.00

1) Process the Payment for $525.00 in the usual way from the Client Details window.

If client pays only the original debt they owed, for example, $400.00:

1) Process the Payment for $400 in the usual way from the Client Details window.

2) Create a negative invoice for the remaining $125.00 using the GL A/c code for the Debt Collection Charges.

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The payment comes through the debt collection agency

Payments from debt collection agencies are often for more than one client.

There are two possible scenarios, that is, the client pays the full debt of $525.00 or the client only pays the original debt of $400.00

If the client pays the full amount, that is, the original amount + loading + commission fee = $525.00

1) Process the Payment for $525.00 in the usual way from the Client Details window.

If client pays only the original debt they owed, for example, $400.00:

1) Process the Payment for $400 in the usual way from the Client Details window.

2) Create a negative invoice for the remaining $125.00 using the GL A/c code for the Debt Collection Charges.

To Print an Invoice List

The Invoice List can be used as a quick reference for invoices produced to date and amounts charged.

Go to: Clients menu > Invoice List.

1) The invoice list can be modified to display any number of invoices. To do this click Alter No and enter the number of lines you wish VisionVPM to display.

2) Click OK to proceed.

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� A list of the client names, invoice numbers, amounts invoiced and money receipted is displayed.

� The list can be sorted by clicking on any of the column headers.

� You can choose to print the list, or simply view on screen by clicking Print . The Audit report of this screen also includes the vet code so you can see which vet created the invoice.

� Double-click on a selected invoice to display the Client Invoice window.

� Invoices that have been printed and can no longer be edited are marked as Printed/Locked.

To Print a list of Incomplete Invoices

1) From the Invoice/Receipt List window, select Show Incomplete Invoices Only.

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To Print a list of Invoices marked as On Hold

1) From the Invoice/Receipt List window, select On Hold Invoices.

To Print a list of Delayed Charge Invoices

1) From the Invoice/Receipt List window, select Delayed Charges.

Estimates

VisionVPM creates an estimate in a customised letter when supplied with appropriate information. Estimates may be one-off, but more commonly are for regularly required procedures. For your regular procedures you can add estimate templates to VisionVPM which can then be accessed from Client Details.

Estimate templates can be set up by going to Main menu > Maintenance module > Maintenance menu > Lookup Lists > Client Related Lists > Estimates Types. For further information regarding setting up estimates please refer to the Maintenance User Guide.

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How to insert a client estimate using an existing estimate template.

Go to: Clients menu > Client Details > select clients > Estimate > Insert.

1) Click the Type arrow and double-click to select an existing estimate template.

� The estimate details will be displayed.

2) Click the Animal arrow and double-click to select the required animal.

3) Click Save.

� To email the estimate, click Email.

� To print the estimate, click Print.

Result

The estimate is linked to the client. If the procedure goes ahead, the estimate can be turned into an invoice.

How to turn an existing client estimate into an invo ice

Go to: Clients menu > Client Details > select clients > Estimate

OR

From the clinical record, click Invoice then click Estimate.

1) Double-click to select the estimate that you wish to turn into an invoice.

2) Click Invoice, and then click Save.

� When Estimate is selected from the clinical record, the invoice will be linked to the animal history.

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Using visual reminders

How to enter a Visual reminder for a client


1) From the Client Details window, click the Settings tab.

2) Click Select.

� There are two sets of icons.

3) Click the selection button to view each set.

4) Double-click to select an icon.

5) Enter any notes required in the Reminder Text field.

6) Click Save.

Result

� The text will be displayed in the Visual Note field on the Settings window.

� Both the Visual Reminder and the text will be displayed at the bottom of the Main tab on the Client Details window.

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How to enter a Visual reminder for an animal


1) Click Visual.

� There are two sets of icons.

2) Click the selection button to view each set.

3) Double-click to select an icon.

4) In the Reminder Text field, enter any notes if required.

5) Click Save.

Result

� The Visual Reminder and text will be displayed at the bottom of the Main tab on the Animal Details window.

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How to print a consent form without admitting an animal


1) From the Animal Details window, click the Reports tab.

2) Select the required consent form, and click Print Report .

3) Select the report destination, and click OK.

How to search for an item sold in Client Activity

Go to: Clients menu > Client Details > select client > Activity > Search.

1) In the Search for field, type the stock code or description to be searched upon.

2) Select In Stock Code or In Description option.

3) To display all occurrence of the item, clear the Find Most Recent Occurrence check box.

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� If you choose to display all invoices, VisionVPM will highlight the first invoice, and all other invoice dates containing the search criteria will be displayed in red.

How to search for incomplete clinical records

Go to: Clients menu > Clinical Record List.

The Clinical Record List window displays both incomplete and complete clinical records depending on the search criteria you have entered. By default, all incomplete clinical records will be displayed when the window is opened.

The list can be filtered by the following options:

� Date range

� Vet code

� Lab reference code

� Specific text contained in the clinical record.

� For a selected record you can choose to open the following windows:

� Client Details

� Animal Details

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You can view animal or client details by selecting a line and then clicking the corresponding button.

When you click Print the following prompt will be displayed:

If you click Yes, all animals' clinical notes will be displayed, as shown below:

If you click No, only the first line of animals' clinical records will be displayed, as shown below:

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How to search for uninvoiced drugs

Go to: Clients menu > Clinical Record List.

Sometimes drugs dispensed during a consultation are not processed directly to invoice by the operator. You can search clinical records for stock items that have not been invoiced through the Clinical Record.

1) Select the status of All.

2) In the From and To fields, enter the date range to search upon.

3) Select the Has uninvoiced drugs check box, and then click Rebuild.

� VisionVPM will display a list of clinical records where drugs have not been invoiced.

Page 262

Using BPay in VisionVPM

The BPay System is a single bill payment service adopted across the banking sector, currently available only in Australia.

VisionVPM can accommodate BPay by calculating a unique BPay reference number for each client and printing these numbers on invoice/statements and statements.

To set up VisionVPM to use BPay

Go to: Main menu > Maintenance module > Maintenance menu > System Defaults > System tab.

1) In the BPay Clinic Reference field, enter your clinic's BPay reference number.

Click Save.

� The following message will be displayed.

� If your clinic has not used BPay before, you need to contact the Provet IT Service Desk for assistance with setup of your invoice/statement format to accommodate the BPay client number.

1) Click OK to continue and the following prompt will be displayed.

2) Click Yes to continue.

Page 263

� A BPay number will be loaded for each client on the Settings tab of the Client Details window.

BPay for clinics using Data Transfer

Clinics using data transfer will need to run the calculation of BPay reference numbers at each clinic.

Index

A

Activity tab • 34 Adding or changing a note on an

appointment • 96 Adding to a hospitalised clinical record •

230 Adjusting the GST portion • 172 Animal Analysis Groups • 64 Animal Details • 28 Animal Details button descriptions • 31 Animal Details window • 30 Appointment Book Navigation • 77 Appointment Book Settings • 79 Appointment Book Setup and Configuration

• 78 Appointment Books • 81 Appointment Button Descriptions • 77 Appointment Reports • 107 Appointment Searches • 105 Appointment Sets • 82 Appointments • 74

B

Bad Debtors • 247 Balances tab • 12 Banking Process • 235 Billing • 127 Billing Process • 196 Blocking multiple timeslots in the multi-

appointment book: • 92 Blocking multiple timeslots in the tab-

appointment book: • 94 Boarding Scheduler • 120 Boarding Scheduler Setup • 121

C

Clear Eftpos Lines • 239 Client Activity Button Descriptions • 129 Client Activity sidebar • 130 Client button descriptions • 9 Client Details • 4 Client Details window • 7 Client Module • 4 Client Refund Scenarios • 189 Clients Details sidebar • 10 Clinical records • 212 Clinical Templates • 215

Copying Invoices • 198 Copyright Notice • 4 Creating a Client record • 14 Creating and editing an Animal Record • 37 Creating and editing an Equine Record • 39 Creating initial hospitalised clinical record •

230 Credits • 180

D

Daily Reminders from the Appointment List • 100

Dealing with duplicated animal records • 69 Dealing with duplicated client records • 22 Default Books • 81 Delayed Charges • 147 Delayed Charges on when batch invoicing •

197 Delayed Charges when batch receipting •

179 Delayed Charges with split payments • 153 Deleting Appointments • 92 Diary • 110 Diary button descriptions • 111 Discounts on Invoices • 130 Dispensing drugs • 221 Dispensing drugs without the Drugs tab on

the Clinical Record • 223

E

Editing and Moving Appointments • 92 Editing payments • 185 Entering vet code on appointment • 96 Estimates • 254

F

Finishing a diary note • 113 Finishing a large animal appointment • 97 From the Animal Details window • 90 From the Appointment List window via

Animal • 87 From the Appointment List window via

Client • 85 From the Client Details window • 89

H

History tab • 32 Hospitalisation Process • 227 How to admit an animal • 227 How to check if a client has paid • 246 How to deal with a bounced cheque • 188 How to discharge an animal • 233

How to freeze a client's account when credit limit exceeded • 135

How to handle large volumes of client payments • 176

How to mark an animal as deceased • 47 How to mark an animal as inactive • 49 How to print a consent form without

admitting an animal • 258 How to print a statement for the client • 23 How to print an address label for a client •

24 How to reactivate an inactive animal • 50 How to receipt cheque payments received by

mail • 175 How to receipt direct credit payments from

your bank statement • 176 How to record equipment on loan • 24 How to search for an item sold in Client

Activity • 258 How to search for incomplete clinical

records • 259 How to search for uninvoiced drugs • 261 How to use the RVM system simply and

efficiently • 206

I

Importing and exporting clinical records • 61 Insert an appointment • 209 Inserting a Batch Invoice • 196 Inserting a Clinical Record from a Batch

Invoice • 198 Inserting a diary note • 112 Inserting a Location Code • 41 Inserting a single payment type at time of

invoicing • 174 Inserting a Sire Code • 41 Inserting a Write Off • 20 Inserting animal reminders • 51 Inserting multiple payment types • 174 Invoice a Client • 132, 147 Invoicing from the clinical record when

using the Drugs tab • 224

L

Lab Results • 114 Linking lab results • 58 Lost and Found Register • 98 Loyalty Schemes • 131

M

Main tab • 32 Main tab sidebar • 32

Making Appointments • 85 Marking a stock item as requiring an RVM

authorisation • 203 Moving Appointments • 92

O

One-off client payment • 169 Open Item Accounting • 159 Optional extras on invoices • 138

P

Payment Allocation • 165 Payments - things you should know • 159 Payments and Receipting • 159 Photo tab • 35 Pregnancy Summary documents • 43 Print Client Audit • 235 Print Till Audit • 241 Printing a drug label from an invoice • 134 Procedures • 246

R

Raise a Cash Invoice • 147 Receipting payment from an invoice • 226 Referral Vets • 71 Reports tab • 13, 37 Reprint an existing invoice or payment • 156 Rescheduling an appointment • 97 Restricted Veterinary Medicines (RVM)

Process • 200 Reversing invoices • 180 Reversing partial invoice • 182 Reversing payments • 186 RVM default period • 201

S

Sales Process • 128 Save Bank Deposit • 243 Save Eftpos Deposit • 237 Save Till Balance • 242 Search for Animal • 28 Search for Client • 4 Sending Emails and SMS messages from the

Diary • 114 Settings tab • 11 SMS Texting from the Appointment List •

102

T

Tab Appointment Book • 76 The Multi Appointment Book • 74

To edit the Word prescription templates • 205

To insert a clinical examination record • 218 To mark an appointment as arrived • 210 To print a prescription • 204 To print a Word prescription • 205 To Print an Invoice List • 252 To print RVM authorisations • 204 To sell a RVM from an authorisation • 206 To set up an RVM Authorisation • 201 To view client's appointment information •

97 Transferring an animal • 67 Transferring Animal Activity • 66 Transferring invoices and payments • 156 Transferring lab results • 59

U

Unblocking multiple timeslots in the multi-appointment book: • 93

Using BPay in VisionVPM • 262 Using the Boarding Scheduler • 125 Using the hospitalised invoice • 231 Using visual reminders • 256

V

Vet in session • 211

W

Workflow Process • 208 Working with lab results • 52 Working with Syndicates • 16

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