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Invoice and Estimate Templates

An Invoice Template is a useful way to raise a pre-populated invoice for common products, services or packages, quickly and easily. You must start by building your Invoice Template.

1. From Vet One's Main Menu, click on the Financial icon and then from the Financial menu, click on the Invoice and Estimates Templates icon.
   
   
2. Now, click on the Create Invoice Template button (NB. Navigate to this same page to delete any Invoice Templates you no longer require):
   
   
   
   
   
3. You will arrive at the Create New Invoice Template screen, where you can add the name of your template and any remarks you wish to be associated with it. When you have finished, click on theCreate Invoice Template button beneath the remarks field.
   
   
   
   
   
   
   
   
   
   
4. Your new template has now been created and you can add products or services to your blank Invoice Template by clicking on the Add Product or Service button.
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
5. Enter the name of the product or service you wish to add into the search field (NB. You can also search by supplier code or unit price), remember that prefixing your search with an asterisk (*) allows a "fuzzy" search (e.g. searching *ca would return results for both castrate and cat food). When you have located the product or service you wish to add, click on the product name.
   
   
   
6. Decide how many units of the selected product you wish to add to the Invoice Template (the default value is 1.0). Also, add any details specific to the product or service (e.g. you might wish to add a note of guidance relating to product administration) but remember that any remarks will be visible to clients when their invoice is printed. Click the Save Changes button.
   
   
   
7. Vet One will return you to the Invoice Template Overview screen, where you can repeat the above step as many times necessary until you have added all of the products or service you wish to feature on the template. Items can be removed by clicking on the red cross to the left of their description () or moved up and down the template by clicking on the blue arrows that appear next to the listing description ().
   
   
   
   
   
   
   
   
   
   
   
   
   
   
   
8. There are a couple of ways that you can utilise your Invoice Templates; either by incorporating them into an existing invoice (which will simply add the contents to an invoice you have already created) or by raising the template in the first instance. 
   
   
   
   
   
   
   
   
   
   
9. If you choose to incorporate an Invoice Template into a pre-existing invoice then you will need to click on Add Template Items button at the foot of the invoice screen. Whether you take this route or choose to raise the template directly, you will be directed to the Invoice Templates page, where you will need to click on the template you wish to add.
   
   
   
10. If you wish to do so, you can add further products and services (e.g. a client may have come in for a dog booster and bought a collar at the counter on the way out, which can be added to the invoice) by clicking the Add Product or Service button, add more templates to the invoice by clicking the Add Template Items button.
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
11. Users can also remove or edit template invoice lines as necessary.  To edit an invoice line, click on the product name and then make the desired changes (e.g. quantity):
    Please note that a user must have permission to edit an invoice line
    (Vet-One System ¬ Permission Group Management ¬ Financial ¬ Invoice -> Edit invoice line)
    
    
    To remove an invoice line, click the red cross in the left hand column:
    
    
    
12. Close, Print or Close and Print the invoice as normal when you are finished.

Client Finance

Invoices

Creating an Invoice

1. From the Client Overview screen, select "Invoices" from the Client Details quick-menu on the left side of the screen:
   
   
   
2. Click on "Raise New Invoice" at the bottom of the Client Invoices page:
   
   
   
3. Add the desired products and / or services to the invoice, by clicking "Add Product or Service" at the bottom of the page.  If you need to change which animal the invoice relates to, then click "Edit Invoice Overview" and change the animal using the drop-down selector:
   
   
   
4. Search for the product or service you wish to add to the invoice (preceding your search criteria with an asterisk [*] will return all items that contain those characters) and then add items using the blue arrow to the right of the item description.  Quantities can be changed and again, the animal against which the item is being invoiced can be changed using the drop-down selector.  Added invoice items will appear on the right of the screen, repeat this process as many times as necessary before clicking "Back to Invoice" to return to the main invoice view:
   
   
   
5. When you have added everything you wish to the invoice, click "Close" or "Close and Print" to finalise.  You can then either take an invoice payment or email the client invoice:
   

Sending an invoice via email

It is possible to send invoices to customers via email, which helps to reduce overheads and saves time when taking payment.  Only closed invoices can be sent via email and these are easily identified by the padlock icon that appears in the left hand column:

1. Select and click on a closed invoice:

   

2. You will arrive at the Invoice Overview screen.  At the top left of the screen there will be an option to Email Invoice.
   
   
   
3. In order for the Email Invoice option to appear a user must have had permission to email invoices granted by a system administrator.  The permission is called "Email invoice" and can be found by navigating to: 
   
   System > Permission Group Management > Click on the group whose permissions you wish to edit e.g. "Nurses" > Financial
   
   If you do not have access to the permissions control panel, please contact your Vet-One administrator.  If you are an administrator and require guidance in relation to managing and creating Permission Groups, you can read more here.
   
   
4. Providing permission has been granted to email invoices, the system will redirect to the screen shown below. When any further messages/ covering notes have been added, click send.
   
   In addition to the typed cover note, a further message is included with all outgoing emails; the message reads:
   

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   Dear (Title)(First name)(Last name)

   Please find attached invoice (invoice prefix)(invoice number) which is now due for settlement.

   Best regards
   
   (Branch name)
   Tel: (Branch telephone)

   
   Bracketed text is automatically populated with the relevant information by Vet-One.  If you wish for this message to be changed, please email support@vet-one.co.uk with the text to be used.
   
   
5. The relevant customer will receive their invoice via email and can click on the attached file to obtain their invoices. Any replies will be sent to the practice email that has been set-up in Branch Management.  An example of how an email and the attached invoice will appear to a customer can be seen below:

Taking Payments

Taking a payment from a customer can be done either by taking an invoice payment (where the funds taken are allocated to pay off the invoice in question) or by taking an account payment (where the funds taken are used to pay off all outstanding invoices in reverse chronological order). In either case, any over payment will be placed in the clients Unused Funds, available either to be utilised at a later date or refunded from the client's account.

Making an Invoice Payment

Begin by navigating to the client invoice that you wish to settle.

1. Click on "Invoice Payment" at the top left of the invoice overview (note that this option is available on open and closed invoices but of executed when an invoice is open it will automatically be closed by Vet-One):
   
   
   
2. The Invoice Payment screen will load:
   1. Invoice total: The total value of the current invoice, including VAT
   2. Amount paid: Any (cumulative) payments that have been allocated to this invoice
   3. Amount outstanding: The invoice total minus any payments to date
   4. Date: The date that the payment should show (e.g. You might choose to backdate this if inputting a BACS payment received yesterday)
   5. Payment method: The means by which the payment is being made, e.g. Cash, card etc.
   6. Payment amount: The amount to be paid off the invoice
   7. Remarks: Any relevant comments that may be helpful, e.g. "No card receipt in till as roll ran out"
   8. Finally, create the payment
   
   
   
3. Vet-One will return to the invoice overview screen and any payment(s) that have been taken will display at the foot of the invoice in green:
   
   

Payments from Unused Funds

Payment with Loyalty Points

Credit Notes

Making a Refund from a Credit Note

Sending a credit note via email

It is possible to send credit notes to clients for their records and in order to save paper and printing costs.

Navigate to the credit note you wish to send and click "Email Credit Note", which can be found at the top left of the screen:

You will arrive at the "Email Credit Note" screen, where it is possible to include a message or covering note for inclusion in the email that will carry the attached credit note to the client.  When you are ready, click "Send":

The relevant customer will receive their credit note via email and can click on the attached file to obtain it. The email will originate from (and any replies sent by the customer will be sent to) the practice email address that has been set-up in Branch Management.

General Credit Notes

General Credit Notes are credit notes that that can be raised for any amount irrespective of whether and products or services have been previously sold to a client.

The ability to raise a general credit note is the subject of a permission in the financial section of group permissions.  Since crediting clients with money has serious implications, we suggest that only administrators or people with financial responsibility should have permission to generate this type of credit note.  General Credit Notes do not replace the existing way of raising a credit note.  Standard Credit notes allow the refund of dispensing fees to be calculated and allow the re-stock of items with General Credit Notes do not.  They also ensure that refunds are made only on items actually purchased by the client.

This is not an in depth explanation of financial accounting principles but an overview of General Credit Notes and their use in Vet-One.  For a better understanding of accountancy principles or if you are unsure about the use of General Credit Notes within your business you should consult your accountant.

Purpose of General Credit Notes

In some cases, rather than credit noting back unused products or services, the practice may wish to credit a specific amount not linked to the value of the goods or services actually invoiced.

The practice may also which to credit note something that was never sold using Vet-One and was invoiced using some other financial system.

When an invoice or group of invoices remain unpaid and it can been decided to write these off of accounting purposes a general credit note may be raised.

Standard Accounting and Cash Accounting systems

General Credit Notes have more relevance to Standard Accounting than Cash accounting but can be used with both. This is because VAT under Standard Accounting principles is calculated on the invoice values less credit note values. Formally when bad debts are written off these needed to be separately calculated and taken into account to recover the VAT paid in a previous quarter. The introduction of General Credit Notes helps in this regard.

Which accounting system you use for calculating your VAT will be determined by your accountant.

Writing off a bad debt when using Standard Accounting

Select the client whose outstanding balance, or part thereof, you wish to write off and go to credit notes in the lefthand menu.

If you have permission, you will see an option to raise a General Credit Note below the list of existing credit notes. If you do not see this button option, ask your system administrator to change your permissions.

The tax point date will probably be chosen as today and the credit note value will probably be the outstanding balance or whatever part you decide to write off.

The General Credit note will probably be raise for the current Standard VAT rate but any other VAT rate you use can be selected.

Select the appropriate refund/payment method.  In the case of writing off a bad debt you should choose the method “Write off” or similar.  When a General Credit Note is raised, the refund method used will show in the end of day reconciliations report.

Whether the refund method shows in the reconciliation as a payment or in the exclusion section is determined by the setup you have chosen in the financial module setup section of the payments methods control.

You may wish to add explanatory remarks which will show on the General Credit Note, the refund and the reconciliation.

Confirm with the Raise General Credit Note button.

A new credit note is created and the funds generated by the General Credit Note are shown in the client unused funds section and can be allocated to the appropriate outstanding invoice or invoices that are being written off.

In the case of specific single invoices being written off, select the invoice, do and invoice payment and use the unused funds generated by the General Credit Note to pay that invoice off.  Then select the next invoice you wish to write off and repeat the process.

In the case of writing off all outstanding amounts on all invoices then an Account Payment will pay off everything in one go.

Reversing a General Credit Note that has been raised in error

It is always important to keep a financial audit trail so the transactions can be accounted for and who did what and when can be followed when investigated.  In order for this to happen the General Credit Note can not be simple deleted from the financial records however it’s effect can be reversed while maintaining an audit trail.

1. Firstly note the ex VAT value of the General Credit Note.
2. Raise a new invoice and add a service such as “Unspecified Service” that allows you to edit the value of the invoice item.
3. In the invoice remarks, we suggest you make a note as to why this invoice is being raised.
4. Change the item value to be the ex Vat value of the General Credit Note. 

The value of the invoice including VAT should now be the same at the General Credit Note.

Estimates

A Client Estimate has no tax or accountancy implications.

Estimates can be raised and recorded whenever an accurate price for a set of products or services is required. Items are placed on an estimate in the same manner as items are added to an invoice.

Where discounts apply to the client and/or the animal and based on the product or service added to the estimate, these are calculated.

An estimate may be directly converted into an invoice by using the "Convert to Invoice" button. This preserves the prices as estimated. Should you wish to amend the price on an invoice item converted from an estimate you can do this by deleting the invoice transaction line and re-adding the item to the invoice which will use the current pricing for that product or service.

Estimates can include a standard message and can be different for each Branch. See System Management > Branch Management > Estimate Messages

Sending an estimate via email

It is possible to send an estimate via email to clients for consideration.

Navigate to the estimate you wish to send and click "Email Estimate", which can be found at the top left of the screen:

You will arrive at the "Email Estimate" screen, where it is possible to include a message or covering note for inclusion in the email that will carry the attached estimate to the client.  When you are ready, click "Send":

The relevant customer will receive their estimate via email and can click on the attached file to obtain it. The email will originate from (and any replies sent by the customer will be sent to) the practice email address that has been set-up in Branch Management.

Unused Funds

If a client becomes in credit for whatever reason then their excess funds are shown here.

Ways in which a client can be in credit include the refund of a credit note to their unused funds account, the client gives funds directly to the practice which are not immediately for the settlement of an invoice, the deposit of money against imminent work to be undertaken or the deposit of an insurance claim excess prior to the claim settlement.

Funds can be paid directly into and out of a client's Unused funds. Credit to their account pays money in and refund from this account pays it out and back to them.

Funds held in unused funds may also be used to pay existing outstanding invoices. If the Unused Funds account is in credit and an invoice payment is attempted then the offer to use the existing unused funds as payment or part payment is offered.

Statements

From the Client Overview a Client Statement can be selected from the left hand menu. This will show the financial transactions for that client together with a running balance and a final outstanding balance.

To generate a statement for viewing in-branch (NOT to send via email), follow the steps below and select "No" from the from the "Email to client" drop-down menu (step 4).

Financial transactions shown on the client statement include all invoices and credit notes together with all payments and refunds for the client.

The final balance should agree with the balance shown in the client overview. If it does not, and you have chosen today as the end date for the statement, you should report this to Vet-One support.

The client statement may be printed in letter form for sending, emailed or given to the client. The statement includes a general comment as set in the Invoice message for the Branch Overview information.

Sending a statement via email

1. To generate a statement navigate to the user interface and click on the "Clients" icon: 
   
   
   
2. Search for the client you wish to generate a statement for by either their surname, postcode or reference number:
   
   
   
3. Once the client has been located click click on their name, this will redirect you to the client overview. To generate a statement select "Client statement" from the "Client details" menu located on the left hand side of the screen:
   
   
   
4. After following all these stages you will then be redirected to the client statement screen.  Select the period for which you wish to generate a statement by inputting a start and end date and select "Yes" from the "Email to client" drop-down menu. When you are happy with your selection click "Generate Report":
   
   
   
5. You will arrive at the Email Statement screen.  Input any message and / or covering note you wish to include and click "Send" to dispatch the statement via email:
   
   
   
6. Below is an example of how an emailed statement will appear to a client:
   

Reconciliation Periods

Creating a Reconciliation Period

From the main Vet-One page, go to the Financial area, then Reconciliation Periods:

You will be presented with a list of Reconciliation Periods, and below, a Reconciliation Summary, which contains all payments made since the last Reconciliation Period was generated.

You can preview the new Reconciliation Period by clicking the "Trial Period" button, and change any discrepancies as described in the section below. When you're ready to create the next Reconciliation Period, click the "Reconcile Now" button. Your new Reconciliation Period will appear at the top of the list, ready to be viewed. It will reconcile all outstanding payments and refunds between now (the point at which the reconciliation period was created) and the end of the previous reconciliation period.

Additionally, if you have permission, you may see a "Reconcile to a date/time" button. This allows you to choose a date and time at which to end the next reconciliation period. The date and time chosen should be after the end of the last reconciliation period and before the current date/time. All payments and refunds made between the end of the last reconciliation period and end of this new reconciliation period will be included in the period.

Reconciliation periods are created on a per Branch basis. Reconciliation period numbers are unique within a company whereas a Branch will see just the reconciliation period numbers associated which that particular Branch.

Viewing a Reconciliation Period

There are three possible views of any reconciliation period.

Depending on the payment method used for the payment or refund will depend on whether the item is included or excluded. If included the item will show in the Payment view, if excluded it will not show in the Payment View but will show in the Exclusions view.

The purpose of these two views is to differentiate between funds that are real being paid into the business such as cash, credit cards etc. and virtual payments such as voucher payments. The former has implications for Tax/VAT when using cash accounting schemes whereas the latter does not. If you are unsure on these points you should discuss this aspect with your accountant. This section should be read and set up in conjunction with Payment Methods. You should set up the payment methods you require and specify which should and should not be excluded from the Payment View.

Payment View

This view shows all qualifying payments and refunds made for that reconciliation period.

It is broken down and sub totalled by the different payment methods used for the payments and refunds. This allows a separation of cash, cheques, credit cards etc. so that the financial transactions may be more easily validated for that reconciliation period. Credit card machine produce period totals and it is highly recommended that the Vet-One reconciliation periods should coincide with the card machine periods for checking and validation.

Only payment methods set to reconcile are included in this breakdown. Any financial transactions using a payment method that is set to be excluded from being reconciled will appear in the Exclusions View.

Invoice View

A more detailed view for the qualifying payments and refunds sometimes preferred by accountants.

Exclusions View

A view of those transactions that, by virtue of their payment method, are excluded from the Payment View. This will commonly include payments by voucher, payments to reduce an invoice as a goodwill gesture that are not real funds entering the business. It is important that the Payment Methods you wish to use are correctly set to either reconcile or should be excluded and listed in the Exclusions View.

Removing the Last Reconciliation Period

If you have permission you can Un-reconcile the last reconciliation period created should it have been created in error or is no longer required. Subsequent use of the Un-reconcile function will remove successive reconciliation periods. This function cannot be undone but reconciliation periods may be recreated by using the "Reconcile to a date/time" function.

Removing and Changing Payments

It is possible to remove or change the details of payment made in error but you must have permission to use these functions.

From the main Vet-One page, go to the Financial area, then Reconciliation Periods:

You will be presented with a list of Reconciliation Periods, and below, a Reconciliation Summary, which contains all payments made since the last Reconciliation Period was generated.

If a Reconciliation Period has been generated since the payment was made, click the "Payment View" for that Reconciliation. If a Reconciliation Period hasn't been generated since then, click the "Trial Balance" button at the bottom of the screen.

Find the payment you would like to remove from the displayed list, and click the amount taken for it in the "Payment" column to bring up the "Change Payment" screen. The Client's name will take you to their account, and the invoice number will open the invoice the payment was made to.

When happy with the changes you have made, click the "Update Payment Method/Reconcile Period" button.

OR

Click the "Remove/Delete this payment" button to remove the payment, returning the client's invoice and account to its previous balance.

Accountancy Reports

Click here to learn more about Vet-One's Accountancy reports.

Reports

Click here to learn more about Vet-One's financial reports.

Insurance Claims

Setting Up Insurance Companies

1. In order to create, delete and edit existing insurance companies that your practice deals with, navigate to the "Insurance Companies" screen via either the Finance or Animals module:
   
   
   
2. The "Insurance Companies" screen displays all of the companies that have been added to your Vet-One system, along with how many animals are insured with that company (click on the number to view a list of animals) and whether the company uses VetEnvoy.  New companies can be added by clicking  and existing companies can be removed by clicking in the circle to the left of their name and clicking on :
   
   
   
3. It is important to keep the list of insurance companies up to date as this allows users to keep animal records current, which in turn facilitates fast and efficient claims.  To edit an existing company, click on the company name (displayed in blue) and from the Company Overview screen you will have options to view insured animals or edit the company details (address etc.):
   

View Existing Claims

To access existing claims navigate to the Insurance Claims management screen via the Finance module:

Creating a New Insurance Claim

IMPORTANT - Before attempting to submit an insurance claim through Vet-One, please ensure your practice is registered with VetEnvoy and you have notified Vet-One Support.

1. Navigate to the Animal Overview for the patient you wish to raise a new claim for.  This can be done either by searching for the animal directly or by searching for the client and then selecting the relevant animal from the Client Overview (both options are available in Vet-One's main, easy-access menu):
   
   
   
2. Once within the Animal Overview, select "Insurance claims" from the left hand Animal Details menu:
   
   
   
3. Once at the Animal Insurance Claims screen, click on the "Raise New Insurance Claim" button at the foot of the table:
   
   

4. You will arrive at the Insurance Claim Overview where you will be presented with a table with fields as outlined below (*denotes system field and cannot be edited by user).  Click on "Edit Claim Overview" (beneath the table) to make changes:
   

   Insurance claim number *	Number assigned when closed	Client name *	Animal owner
   Claim raised *	Date claim raised	Client type *	As set in Client Overview (e.g. Standard, OAP, etc.)
   Claim status *	Stage of claim	Normal discount *	If applicable (based on client type)
   Raised by *	User who generated claim	Vet	Select relevant vet from drop-down list
   Claim start	Date that claim is to commence from	Claim end	Date that claim is to finish
   Continuation Claim	Yes / No / Don't know	Most recent other Vet *	If applicable
   Total *	Total value of products and services added to claim	Paid (Date)	Amount paid by client (£)
   Direct claim	Yes / No	Pre-authorised	Yes / No
   Pre-authorised date	The date the claim was pre-authorised (if applicable)	Pre-authorised number	From insurer
   Insurance company	This field will be pre-populated by the insurance company selected in the Animal Overview but the company can be changed here if necessary. Note: Changing the insurer here will change the animal's listed insurer in the Animal Overview.	Policy number	Animal insurance policy number
   Policy Expires *	Date of policy expiration (if known)	Policy notes	Any notes relating to the policy
   Excess	The excess amount applying to the animal's policy (£)	Excess paid	Yes / No
   Send Clinical History	Yes / No (sends copy of clinical history to insurer)
   Remarks	Any other remarks

5. When you have finished editing the Insurance Claim Overview you can proceed to add a / the condition.  Click on  at the foot of the page.  The system will now display a drop-down menu listing various conditions, injuries etc. that can be added:
    
   If the condition required is not listed then click on the "quick-add" icon () next to the drop-down and add it to the system: 
   
   
6. Once you have clicked  the system will proceed to the "Invoice Transactions" page.  This page lists all historic invoice items, which can be selected in order to attribute them to the claim in progress.  In the example below, all invoice items relating to Invoice No. P23246 have been added as these were to treat the bite wound for which the claim is being raised.  When you are happy with your selections, click  at the foot of the page:
   
   
7. You will arrive back at the "Insurance Claim Overview" page (where, if required, you can add further conditions to the claim).
    
   
   
8. From this screen you can:

• • Green = Close and print the insurance claim if you wish to send it by post (an address label can be printed by clicking on "Insurance Company Address Label" at the top left of the screen, providing the address has been input when the insurance company was set up).
  • Yellow = Preview how your claim will appear to the insurer (VetXML is the agreed language in which lab, insurance and microchip companies and PMS providers communicate)
  • Red = Close the claim and send it electronically via VetEnvoy

Once the claim has been closed the system will automatically update and assign it an insurance claim number.

Dispensing from an Invoice

Information Services

These are independent Information Service providers who may be able to give further information about the product being dispensed or the active ingredient within the product.

They include NOAH and VetFormulary.

Assuming the product has at least one Active Substance associated with it and the Information Service exists as a supplier of information services in the list of suppliers, a link is shown to their website or information service.

Clicking the link will cause a new window to open with information if such information is available from the service.

Vet-One (GemHadar Software Ltd) is not responsible for the availability or content of the Information Service. If you think the content is incorrect you should contact the Information Service directly.

Discount Practice Plans

The Discount Practice Plan menu can be reached via Vet-One's Financial module:

Manage Discount Practice Plans

Discount Plans, Practice Plans or Health Plans can all be managed from here. The plan can either be managed by the veterinary practice entirely or set up within the practice with the direct debits collected by an external company.  If a plan is to be managed by an external company, then that company must be added to the Discount Plan Company list (see below).

Please note: It is the animal that is placed on a Practice Discount Plan, not the client.

Creating a Discount Practice Plan

1. From the Discount Practice Plans screen, click "Create New Plan":
    
   
   

2. Vet-One will direct you to the Create Discount Practice Plan screen, where you should complete the available fields:

   Plan Name	The name of the discount plan	Description	To help identify what the plan offers / does
   Branch	The branch to which it relates / is available	Managed By	The Discount Plan Company that manages the plan If the plan is not managed by an external company, select "In-house"
   Plan Price	The amount the plan costs for the entire duration
   Price per Month	The cost of the plan per month	Revenue per Month	The monthly revenue generated by the discount plan
   Duration (days)	The duration that the plan will run before expiring	Default % Markdown	The percentage amount that the managing company takes from the plan price
   General Product % Discount	The standard product discount that animals will be eligible for	General Services % Discount	The standard service discount that animals will be eligible for
   Plan Needs Insurance	Animal must be insured for the plan to be valid (Yes / No)	Insurance must be valid / current	Insurance policy must be "active" for the plan to be valid (Yes / No)
   Plan Needs Current Vaccination	Animal mist be vaccinated for the plan to be valid (Yes / No)

3. Once the plan details have been input, click "Create Plan" and you will be returned to the Discount Practice Plans list.

Managing a Practice Discount Plan 

Once a plan has been created, it is possible to edit its features by clicking on the plan name in the Discount Practice Plans list:
 
Note: From this view it is also possible to see how many animals are currently on the plan and clicking on the number will show a list of animals.  Clicking on an animal name in that list will redirect to the animal overview screen for the animal in question.

Adding a Category Discount

1. It is possible to set a specific discount rate for products within certain analysis categories, e.g. "Flea Treatments".  To do so, click "Add Category":
    
   
   
2. From the drop-down menu, select the category you wish to discount, set a discount rate (%) and finally click "Add Analysis Category":
   
   
   
3. The category will now be displayed with the appropriate discount:
   
   
   
4. Repeat as necessary

Adding a Product or Service Discount

Specific products and / or services can be added to a discount plan.

1. To add a product or service, click "Add Product or Service":
   
   
   
2. Search for the product or service you wish to add by its internal product name.  When you have located it, click on it in the listing:
   
   
   
3. Vet-One will direct you to the Discount Plan Line Overview, which is very similar to the line overviews you may be familiar with from editing invoices and estimates:
   1. Enter the maximum sale limit.  This is the maximum quantity of the product or service that can be sold at the discount rate specified (b) during the duration of the plan.
   2. Set the discount price rules.  A product can either be sold at a fixed price or at a % markdown from its usual selling price.
   3. If required, add any additional value you want to include when the product is sold (to cover dispensing etc.)
   4. If required, add a minimum value that the product can not be sold for less than.
   5. Include any relevant remarks.
   6. Click "Save Changes".
      
4. The product or service will now be displayed and the maximum sale limit, normal price and plan price will all be visible:
   
   
   
5. Repeat as necessary.

How Vet-One Prioritises Plan Discounts

When identifying what discount an animal is eligible for, Vet-One analyses the discount plan first at a product level, then a category level and finally an overall level.

As above, a discount plan may have a 10% general products discount, a 20% discount on flea treatments and include 4 specific flea treatments (e.g. Stronghold) as part of the plan.  
E.g. If a client were buying a worming tablet, Vet-One will first check to see if any specific products or services matching the product being purchased are included on the animal's discount plan.  If not, it will then check to see if the product being purchased is listed in an analysis category for which a discount might be available.  Finally, if neither of the two previous criteria are met, Vet-One will check to see if the animal is eligible for a general discount on the product and in the example above, apply a 10% discount.

Vet-One will assess the discount to be awarded in that order (product, category, overall) and will apply (and prioritise) the value of a discounts in the order they are identified (even if 0%).  
E.g. A plan may offer a general product discount of 10% but the discount rate on the category "Injectables" could be set at 0%, meaning that no discount will be applied to that category.

Manually Adding or Removing an Animal from a Plan

Animals can be added to plans (or removed from them) at any time by a user with adequate system permissions.

Navigate to the overview screen for the animal in question and click "Edit Overview":
 

Click on the drop-down menu, beside "Practice Plan" and select the plan you wish to set the animal on (e.g. "Example") and the click "Save changes" at the foot of the screen:

The animal will now show as being on the chosen plan and an icon denoting their being on a plan will appear next to their name, for example: 

If you wish to take an animal off a plan, execute the steps above but select "None" from the list of available plans.

Discount Plan Companies

Creating a new Discount Plan Company

Click the "Create new company" button:

Vet-One will load the "Create discount plan company" screen, where details of the discount plan company must be input:

Editing an Existing Discount Plan Company

Existing Discount Plan Companies can be edited by clicking on their company name when viewing the Discount Plan Companies screen:
 

Once at the "View discount plan company" screen, click Edit Company to update or change the details:
 

Click "Save Company" to save the changes:

Deleting a Discount Plan Company

If a Discount Plan Company needs to be deleted, click the radio button to the left of its name to select it and then click "Delete Company":
 

Restoring a previously deleted Discount Plan Company

If a Discount Plan Company has previously been deleted and now needs to be used again, rather than creating a new company it can be restored.

Click the radio button to the left of its name to select it and the "Delete Company" button will change to read "Restore Company", click it:
  

Please note that it is the animal that is on the plan not the client

Discount Plan Reports

The "All animals on any Discount Plan" report displays a list of all animals currently listed against a discount plan (expired or not), regardless of which company the discount plan is with / managed by.

1. To generate the report, click on the report icon (displayed above).  From the resultant report it is possible to execute the following actions:
   1. Access a specific animal's overview
   2. Access a specific client's overview

   3. Change the animal specific (or "special pricing") for a discount plan
      It is also possible to see a number of other details, a full list of column headers is below:

      Animal Name

      Species

      Breed

      Plan Name

      Start Date

      End Date

      Last Payment

      Cost

      Revenue

      Client

      Address

      Client Balance

2. The results of this report can be sorted either by animal or client name by using the "Order by" drop-down at the top of the list:
   
   
3. You can also action plan payments from this screen by:
   1. Switching the "Process payments" drop-down to "Yes"
   2. Selecting the animal(s) to action payment for (use the checkbox at the top to de/select all animals)
   3. Clicking "Action monthly invoicing and payment"
      
4. Vet-One will then direct you to the list of generated (paid) invoices.

Payment Updates

The payment updates screen shows animals covered on all plans and allows you to select which animals you wish to action plan payments for (in the same way as is shown above in point 3c).

1. From the list, select the animals for which you wish to update / action payments. If an animal does not require updating deselect it by removing the tick (note: by default, all animals are selected).  When ready, click "Action monthly invoicing and payment":
   
   
   
2. Vet-One will then direct you to the list of generated (paid) invoices.

Special Pricing

Vet-One allows users to specifically edit cost and revenue values for each individual animal's health or discount plan.  This is often necessary when a discount plan company offers an incentive to customers to register more than one animal, e.g. by offering a £1 reduction for each additional animal registered.  Editing the plan price and revenue for a specific animal allows the practice to exactly reconcile the incoming payments.

Note:  If no "special pricing" has been set, the default plan pricing will apply.

Editing the animal-specific cost and revenue values can be done from a number of locations:

All of the above routes will lead you to the following screen where the price per month and revenue per month fields can be edited according to what has been agreed with the discount plan company:

Note: If the plan is managed in-house then the price and revenue fields will match.

1. 1. The amount the client pays for the animal's plan
   2. The amount the practice collects after discount plan company deductions and before costs
   3. Click to save edits to the price and revenue per month fields
   4. Click to restore a previously used special price (or click to remove a special price, if active)
   5. Click to cancel the action and return to the previous Vet-One screen

Animal Discount Plan History

Practice Benchmarking

Vet-One offers a Benchmarking service, whereby financial and animal data is sent to a third party company for comparative analysis between practices. Though there are a number of Benchmarking companies, Currently only PanelVet supports open systems, the method by which Vet-One sends relevant information.

While it is possible for you to send this information yourself, Vet-One currently performs a monthly data send for all practices using the PanelVet Benchmarking service, so please be in contact if you're interested in signing up for this service.

In order to generate Benchmarking data, please make sure you have the relevant permissions before proceeding.

To begin, access Benchmarking from the Financial section of Vet-One, and select Generate Benchmark Data. The following criteria must be specified:

When these criteria have been specified, click the Generate Data Report button. The next page will show the details of your Benchmark, and allow you to edit them. When you are satisfied with the Benchmark, click the Send Benchmark button. If you receive an error message, please consider generating Benchmarks for smaller periods, or contact Vet-One. When the Benchmark has sent successfully, the page will refresh with the status "Sent electronically (awaiting pick-up)".

From the Manage Benchmark Data page, you can view the status of previously sent Benchmarks, delete or restore Benchmarks using the radio buttons beside them, and access them for editing.

Delivery Notes

A Delivery Note has no financial or tax implication.

It is simply a covering note to attach to a product indicating the product(s) their quantity and other information such as batch numbers and expiry dates if included.

Permission to use delivery notes must be given by a system administrator.

Financial Module Setup

Tax Rates

Payment Methods

To view, edit and add existing payment methods navigate to:

To add a new payment, click "Create Payment Method" at the foot of the screen:

Set the parameters of the new payment method and click "Create Payment Method" when you are finished: 

Existing payment methods can be edited by clicking on the Payment Method name, deleted by selecting the radio button to the left of their name and clicking "Delete Payment Method" and restored by selecting the radio button to the left of a deleted payment method and clicking "Restore Payment Method".

Invoice Types

Move Invoice between Clients

Vet-One permits the transfer of an invoice from one client to another, a useful feature if an invoice is raised against the wrong client in error or if an animal's ownership is changed and the new owner will be covering any outstanding costs.

Before you begin, you will need to make a note of:

The number of the invoice number to be moved (note: only closed invoices can be moved between clients):
 

 The reference number for the client that the invoice is going to be moved to:
 

To transfer an invoice:

1. Navigate to the Move Invoice screen:
    
   
   
2. Input the number of the invoice you wish to move, excluding any prefix letters (e.g. in this example the invoice number is P23391 so the "P" will be removed and the number input will be 23391) and then input the reference number for the client that the invoice will be moved to:
   
   
   
3. Vet-One will now display the move to be executed, detailing the clients the invoice will be moved from and to (along with their respective balance).  If the information looks correct then click "Execute move", however if the information is incorrect then click "Cancel" to abort the action:
   
   
   
4. Vet-One will return you to the Financial Module Setup screen when the move is complete:
   
   

Edit Tax Point Date on Invoices

Vet-One's "Exit Invoice Tax Point Dates" feature allows a user to adjust the "close date" of an already closed invoice or to target invoices opened after a certain date, close them and set the "close date" to a specific date.

Loyalty Reward Schemes

Vet-One offers the option to reward customers for money spent at your practice.  It is important to note that points are awarded when the customer makes a payment, not when an item is added to a bill.

When redeemed, Loyalty Scheme points have a monetary value of £0.01.

If you wish to utilise the Loyalty Reward Scheme functionality then please contact Vet-One support so that it can be turned on for you.

Managing Loyalty Reward Schemes

Loyalty Reward Schemes can be managed via a menu in Vet-One's Financial module:
 

Here you will find a list of the "stock" schemes that come loaded as part of the module but you are free to delete and modify existing schemes and add your own:
 

1. Loyalty Scheme Type - The name of the Loyalty Scheme.  Stock schemes include Bronze, Silver and Gold and the group of "No Loyalty Scheme" cannot be edited or deleted (all clients belong to this group by default until they are set on an alternative).
2. Move - Change the order of the Loyalty Scheme Types in both this view and the drop-down selection menu that is used when setting a client on a scheme.
3. Points Multiplier - The amount by which full pounds are multiplied when a customer makes a payment.  E.g. A customer spending £10 on the Bronze plan would be awarded 10 loyalty points but another customer spending the same amount on the Gold plan would be awarded 30 loyalty points.
4. Last Edit Date - The date on which the Loyalty Scheme was last edited.
5. Last Edit By - The user who last edited the Loyalty Scheme.
6. Current Clients - The number of clients currently set on the scheme.

Schemes can be added by Clicking the "Create Loyalty Scheme Type" button.  A new scheme will require:

1. Loyalty Scheme Type - A name or identifier.
2. Point Multiplier - The number by which the customers spend (in main denomination units) should be multiplied by in order to calculate and award points.

Schemes can be deleted by selecting the radio button to the left of the Loyalty Scheme name and clicking "Delete Loyalty Scheme Type" at the foot of the list:
 

Deleted schemes can be reinstated by selecting the radio button to the left of the deleted Loyalty Scheme name and clicking "Restore Loyalty Type":
 

Setting a Client on a Loyalty Reward Scheme

In order to set a client on a specific Loyalty Reward Scheme navigate to the client overview.  The Loyalty Scheme on which the client is set will appear in the Client Management Overview table, followed by the client's current loyalty point balance.  In order to change the Loyalty Scheme, click on Edit Client Overview:

Choose the desired Loyalty Scheme from the drop-down menu and then click "Save Changes":

The change in Loyalty Scheme will now be reflected in the Client Management Overview Table:

The client's Loyalty Scheme transactions can be viewed by clicking on the Loyalty Scheme name:

Client Loyalty Transactions

Loyalty Points Credited via Client Payments

When an payment is taken from a client (via either the invoice payment or account payment path) then Loyalty Scheme points will be automatically awarded.

In the example below the first points transaction is the result of an invoice payment (and the relevant invoice can be accessed by clicking on the invoice number link) and the second points transaction is the result of an account payment:
 

Loyalty Points Debited via Invoice Payments

When an invoice payment is taken, Vet-One will flag if there are available points to be redeemed and pay part (or all) of the invoice value:

If you choose "No" then the message will disappear and a payment can be taken as normal but if you click "Yes" then the following screen will appear, allowing you to specify how many points should be redeemed before clicking "Make Payment from Loyalty Points":

Vet-One will then return you to the Invoice Payment screen, where you can select how the balance of the invoice will be paid:
 

Note: Points will not be credited for payments made from the client's Loyalty Points balance but will be credited for any remaining balance paid by normal means.

In the client's Loyalty Transactions screen you will see the points being debited as part of the invoice payment and the points being credited as a result of the balance paid by the client:

Loyalty Points Credited or Debited Manually

It is possible to manually credit or debit Loyalty Points from a client's account via the Loyalty Transactions screen by clicking the "Create Loyalty Scheme Transaction" button:

To create a manual points transaction:

1. Choose whether you wish to add or subtract points.
2. Choose the number of points you wish to credit or debit.
3. Optionally, record any relevant remarks, e.g. "500 points credited as part of complaint resolution".
4. Click "Save Changes" to credit or debit the points.

Deleting Client Loyalty Transactions

On occasion it might be necessary to delete a loyalty points transaction, most likely following a manual credit or debit.

Select the transaction you wish to delete by clicking on the radio button to its left and then click the "Delete Loyalty Scheme Transaction" button at the foot of the screen:

Restoring Deleted Client Loyalty Transactions

At the top of the Client Loyalty Transactions list there is a drop-down menu that allows deleted transactions to be filtered out.

To display deleted transactions flip this drop-down menu from its default "No" to "Yes".  Deleted transactions will appear in the list with a clear flag to show their status:

To restore a deleted loyalty transaction select it using the radio button to its left and then click the "Restore Loyalty Scheme Transaction" button:

The transaction will be restored and contribute to the client's points balance.