Reports
Vet-One is able to generate a wide range of useful management information (MI) via comprehensive and easy to use reports. Whether you want to know how many dogs you saw in March, see which of your clients generates the most revenue or find out what stock will expire soon, Vet-One can tell you.
Animal Reports
Animals by date of birth
This report will display all animals whose date of birth falls within a range specified by the user. It is possible to run the report on all species or a specific species, e.g. Dog.
Example of report use
A user might wish to contact all owners who had dogs aged between 4 weeks and 6 months to notify them of a series of free puppy parties. By setting the "Species" drop-down to "Dog", the "Date of birth after" field to 6 months before present day and the "Date of birth before" field to 4 weeks before present day, the user would see all puppies within the age bracket described.
Animal birthdays
This report will display all animals who have a birthday in between two specified dates. Results can be filtered by branch and whether the animal is on (any or) a specific discount plan.
Example of report use
A practice might wish to send birthday cards to their clients' animals and by using this report it would be possible to see which animals were due to have a birthday within a set future period, e.g. within the next month.
Animals deceased
This report will display all animals who have passed away in between two specified dates. Results can be filtered by branch.
As of this report includes an additional column that details what Discount Practice Plan a patient was on (if applicable) when they passed away. This means that animals can be removed from such plans.
Example of report use
A practice might wish to send sympathies cards to their clients following the loss of a pet and by using this report it would be possible to see which animals had passed away within a period, e.g. within the last week.
Animal registrations
A good indicator of practice performance, animal registrations can tell a practice a lot about their business is growing and whether marketing campaigns are successful.
Example of report use
Following an offer of 10% discount if an owner has more than one animal registered a user might run this report to see if the campaign had caused an up-turn in registrations.
Animal microchip registration
In order for a microchip to be effective it must be registered. This report will allow a user to check how many microchip registrations took place between two dates.
Example of report use
To ensure that all chips had been registered, a user might run this report and check the list against microchip sales. If there were more sales than registrations, then it indicates that some chips have not been registered.
Animals without a microchip
As of 6th April 2016, all dogs in England and Scotland must be microchipped. This report displays all animals with no microchip registered in their details; results can be filtered by branch, species (e.g. "Dog") and animal status. Animal statuses are user-generated (those users with appropriate permissions can create new animal statuses), vary by practice and are not standardised within Vet-One. All animals without a status selected ("unspecified") will display, followed by the other selections.
Step 1
Select the branch and species for which you wish to run the report. Both drop-down menus default to "All Branches" and "All Species" and users should be aware that a report based on these parameters may take several minutes to be compiled (and may wish to consider doing so outside of usual business hours in order to minimise the impact on other users). In the example below the report is being set to display dogs.
Click "Generate Report".
Step 2
Select the animal statuses for which you wish to run the report (if you wish to add new statuses then click here). The top check-box (alongside "Animal Status") will select or de-select all options, check the boxes for the statuses you wish to see on the report and click "Generate Report".
Please note: The top, "Animal Status" check-box acts only as a shortcut to add or remove all statuses (it will not override the de-selection of boxes below), e.g. Leaving it checked and unchecking "Normal" will remove "Normal" from the report. 
Report
Please note: Animals of unspecified status are always included at the top of this report in addition to the selected statuses:
Example of report use
With a change in dog microchip legislation imminent, this report allows a user to identify which animal's owners need contacting about having their pet microchipped.
Animal Reminders
Animals Without Reminders
This report will display animals (either any species or a specific species) that do not have a reminder recorded against them (either any reminder or a specific reminder, such as a dog booster).
Example of report use
If a practice wanted to see which dogs hadn't received a booster then they could run this report against dogs and dog boosters, the displayed animals could then be contacted as part of a vaccination campaign. This assumes that a product event has been set so that a reminder is created when a vaccine or booster is sold, read more about reminders here.
Clinical Evidence Data (VetXML)
This report will generate an XML file containing all clinical entries together with animal details between two dates. This report can generate a lot of data so could take a few minutes to complete.
Example of report use
This report might be used if a practice wished to share clinical data with another practice or organisation in XML format.
Appointment Reports
Visit Schedule
The visit schedule report will display all scheduled appointments (either past or future) in a format that can be easily printed.
Appointments by Species
The "Appointments by Species" report will display the total number of a specific species treated by each branch in a given time frame.
Example of report use
If a practice wanted to see roughly what percentage of visiting dogs had been sold a dose of flea treatment in the past month, then they would set the start and end date to reflect the month they wish to see and from the report take down the number of dogs that had been seen. They could then divide the number of flea treatments sold by the number of dogs seen to obtain an indicative percentage:
Appointment Statistics
Navigate to the Appointment Statistics report via the reports section of the Appointments module:
The appointment statistics report will provide information on the number of appointments made (either online [if your practice uses Vetstoria] or by other methods, e.g. telephone etc.), how many were attended and that same figure displayed as a percentage.
Set the report up:
- Select the branch for which you wish to run the report (or choose "All Branches")
- Choose the date from which you would like the report to run
- Choose the date to which you would like the report to run
- Select the consultant for whom you wish to run the report (or choose "all Consultants"
- Click "Generate Statistics"
The report will be generated as follows (with numbers in place of the text explanations):
Client Reports
Client Activity
This report can take several minutes to run depending on the criteria selected. Whilst it is running it can affect other users. Consider running the report at quiet times or outside normal practice hours.
The "Client Activity Report" will allow you to view all clients that have been active (or inactive) within a set period. Vet-One's definition of an active client (for the purpose of this report) is detailed below:
- Client is not deleted
- Client's animal is not deleted
- Client has at least one animal registered for which some sort of clinical history entry has been made between the two selected dates (this includes automatic entries as a result of invoices, estimates, statements and credit notes
- The client is not required to have been seen with their animal for an appointment between the selected dates in order to be considered "active"
Client Registration
The "Client Registration" report will detail how many clients have registered in a given period at any branch (or all branches). Client registrations are an excellent indication of how a practice is performing, showing whether the business' client-base is growing or not.
Example of report use
A practice might use client registrations as a Key Performance Indicator (KPI), an indicator of business health. E.g. Comparing the client registrations for one quarter against another could be a good indicator of business growth.
Top Clients by Revenue
This report will display a number (determined by the user but defaulting to 25) of clients who have generated the most revenue between two dates. Bear in mind that total generated may not have been settled and the report displays the amount invoiced (a) and the amount paid (b):
Client Report Exclusions
Client report exclusions allow certain clients (e.g. staff) to be excluded from some of the standard financial reports. The two reports you can exclude clients from are:
- Invoice run
- Statement run
The client may be excluded permanently so they never appear in either or both reports or may be excluded until a certain date.
If the exclusion end date is set but has passed, then the client will be included in the invoice run or statement run.
Accountancy Reports
IMPORTANT - In order for a user to see accountancy reports they must have permission to access either (or both) the Finance or Reports menus. Furthermore, the user must have permission to run the Accountancy Bridging Software reports:
Making Tax Digital
VAT-registered businesses with a taxable turnover above the VAT threshold are required to use the Making Tax Digital service to keep records digitally and use software to submit their VAT returns from 1 April 2019.
- HM Revenue & Customs (HMRC)
The requirement to submit VAT returns digitally doesn't mean that Vet-One must communicate with HMRC directly, but that the bookkeeping software used by a business (e.g. QuickBooks, Xero, Sage etc.) does. Many of these bookkeeping services use "Bridging Software" to import specific figures from a spreadsheet, where the user has defined which cell(s) contain the data of interest. See the below example from QuickBooks:
To generate a spreadsheet in Vet-One that returns the required figures in a compatible format, navigate to Accountancy Reports, via Vet-One's "Financial" or "Reports" module:
Once in the Accountancy Reports menu, you must choose the Bridging Figures report appropriate for your accounting basis (if you are unsure, your accountant will be able to tell you which to select):
Bridging Figures for Standard (Traditional) Accounting
Traditional accounting may also be referred to as accrual or accrual basis accounting. This type of accounting requires you to record income and expenses you invoiced or were billed, regardless of whether you have been paid or not.
Bridging Figures for Cash Accounting
Cash basis accounting is generally more suitable for small businesses with a turnover of £83,000 (figure correct as of March 2019) or less.The main difference between cash basis and traditional accounting is that with cash basis accounting, you only need to record income or expenses when you receive or pay a bill.
Running the Report
Once the correct report has been selected, set the start date and end date (inclusive) of the period you wish to interrogate and click "Generate Report" (the example below refers to the 2017-18 tax year but the dates will default to "today" minus three months):
The report will download as an XLS file, which should be opened in Microsoft Excel or an equivalent spreadsheet application (e.g. Open Office Calc). Do not be alarmed and click "Yes" if you receive the following warning, it is caused by a Windows file extension issue:
The resultant report will provide the only figures required from Vet-One and can be used in conjunction with your bookkeeping provider's bridging software:
Financial Reports
Age of Debt
The age of debt report will display all clients with outstanding debt at four different "ages":
- 0 - 30 days
- 31 - 60 days
- 61 - 90 days
- 91 days or more
In addition to the above, it will also show:
- Client unused payments (on the date specified)
- Total client debt (on the date specified)
To run the report:
- Select the branch you wish to run the report for (clients registered at this branch will be displayed in the results)
- Specify the date you wish to see the age of debt report "as of"
- Choose your output
- Click Generate Report and wait for Vet-One to generate the report in your chosen format (please be patient)
Example of report use
The "Age of Debt" report might be used if a practice were chasing debt and needed to know what sanctions to impose on its clients based on amount of time they have been in debt and amount they owe.
All Invoices Report
The "All Invoices" report will display Total (ex VAT), Total (inc VAT), the amount paid and the amount owing on all invoices generated between two specific (inclusive) dates. Options include:
| Start Date | The date from which you would like the report to run |
|---|---|
| End Date | The date to which you would like the report to run |
| Branch | The specific branch for which you would like to view the invoices (or select "All Branches") |
| Show details | Yes = Every invoice will be itemised, showing a breakdown of date, invoice number and client No = Only Total (ex VAT), Total (inc VAT), the amount paid and the amount owing will be displayed |
| Only closed invoices | Whether the report should consider only invoices that have been closed or include those that are still open |
Client Balance
This report will display client balances based on your chosen parameters, including:
| Client Balances | Select whether you wish to view client balances equal to, greater than or less than a specific amount |
|---|---|
| Branch | The specific branch for which you would like to view the invoices (or select "All Branches") |
| Client Type | The type of client you wish to run the report for, e.g. "OAP" (or select "All") |
| Client Status | The status of client you wish to run the report for, e.g. "Standard" (or select "All") |
| Sort order | Whether report results should be ordered alphabetically by "Client name" or numerically by "Balance" (largest to smallest) |
Debtor List
Invoice Items by User
This report will display the Total (ex VAT) and Total (inc VAT) for all items added to client invoices, organised by user. Options include:
| Start Date | The date from which you would like the report to run |
|---|---|
| End Date | The date to which you would like the report to run |
| Branch | The specific branch for which you would like to view the invoices (or select "All Branches") |
| Show details | Yes = Every sale will be itemised, showing the date, invoice number, client and product No = Only the Total (ex VAT) and Total (inc VAT) for all items will be displayed |
Invoice Payments
This report will display all payments made against invoices between two (inclusive) dates, organised by payment type (e.g. Cash, Credit Card, Unused payments) and display the invoice amount, the payment amount, the amount paid and the outstanding invoice amount.
| Start Date | The date from which you would like the report to run |
|---|---|
| End Date | The date to which you would like the report to run |
| Branch | The specific branch for which you would like to view the invoices (or select "All Branches") |
Invoice Payments - cash accounting
This report will display all cash payments made against invoices between two (inclusive) dates and display the Invoice number, Invoice date, Client, Invoice value (inc Tax), the value of any cash payment and its Tax component.
| Start Date | The date from which you would like the report to run |
|---|---|
| End Date | The date to which you would like the report to run |
| Branch | The specific branch for which you would like to view the invoices (or select "All Branches") |
| Just show payment methods that reconcile | Yes = Only show cash payments that are reconciled with an invoice No = Show all cash payments, regardless of reconciliation |
Invoice Run
This report will generate all invoices between two (inclusive) dates and display them consecutively.
Example of report use
A practice may wish to generate and print all unpaid invoices in order to send them to clients and obtain payment.
| Start Date | The date from which you would like the report to run |
|---|---|
| End Date | The date to which you would like the report to run |
| Branch | The specific branch for which you would like to view the invoices (or select "All Branches") |
| Only unpaid invoices | Yes = Only display invoices that include outstanding debt No = Show all invoices |
Open Invoices/Credit Notes
This report will display a list of any invoice or credit note listed as open and created before a (user-defined) date. Other user-set parameters include which branch to run the report for and whether to sort the results by client name or date (ascending or descending).
Example of report use
A practice administrator may want to see open invoices and credit notes from a prior financial period, e.g. last month. They would therefore run the report for invoices and credit notes started before the first of the current month.
Revenue Reports
Booked Revenue Report
This report shows the booked revenue for invoices and credit notes closed between the Start date to the End date (inclusive). Headings are as follows:
The term "booked revenue" tends to relate to money a company has received or expects to receive, based on its provision of products and services.
Actual Revenue Report
"Actual revenue" relates to the income of the company based on transactions as opposed to forecast income (which has been predicted) and is the aggregate of sales to customers for goods and services rendered. This report shows actual revenue between two dates (inclusive) and allows the user to decide whether they wish to only show payments that reconcile (transactions that can be tied to specific sales etc.):
| Start Date | Date from which to run the report (inclusive) |
|---|---|
| End Date | Date to which to run the report (inclusive) |
| Branch | Defaults to "All Branches" or choose a specific branch |
| Just show payment methods that reconcile | Yes / No (only show payments that can be matched to transactions) |
Branch Payments Report
This report shows invoice payments made between the Start date to the End date inclusive. It additionally shows the original branch the invoice was raised at and which branch the payment was taken at.
Please note: If you select to see invoices raised at "Site 1" and paid at "Site 2" then the system will only report payments that match exactly that criteria (i.e. it will not show all invoices raised at Site 1 and all invoices paid at Site 2).
| Start Date | Date from which to run the report (inclusive) |
|---|---|
| End Date | Date to which to run the report (inclusive) |
| Invoiced at Branch | Display where the invoices were raised |
| Paid at Branch | Display where the invoices were paid |
| Output format | MS Word, HTML, PDF etc. |
Example of report use
If a practice had a small, satellite surgery that did not take payments but wanted to see how much revenue that site had generated (not collected), then they could use this report.
Revenue by Client Branch
Gives revenue report for each branch based on the client home branch between two inclusive dates regardless of which branch the invoice is allocated to. Tax is included.
| Start Date | Date from which to run the report (inclusive) |
|---|---|
| End Date | Date to which to run the report (inclusive) |
| Output format | MS Word, HTML, PDF etc. |
Example of report use
To see how much revenue is generated by a branch based on its registered clients, as opposed to its booked revenue.
Reconciliations Report
This report shows all reconciliations that have taken place between two (inclusive) dates, including the branch and total of payments:
Reference | Start Date | End Date | Branch | Total of Payments (£) | Total of Excluded (£) |
Statement Run
Generates a list of client statements based on user-set criteria.
Screen 1
| Start Date | Date from which to run the report (inclusive) |
|---|---|
| End Date | Date to which to run the report (inclusive) |
| Branch | All Branches or Choose branch |
| Client balances | Equal to / Greater than / Less than £ |
Screen 2
Select the client statuses for which you wish to run the report, e.g. "Moved away"
Example of report use
Practices often run this report on a monthly basis (especially those working in the large / farm animal sectors) in order to send statements to their clients for accounting purposes.
Small animal practices might run the report in order to chase clients with outstanding debt (Client balances field set to "Greater than £0.00), the statement being a useful document to send with any letters requesting payment.
Top Clients by Revenue
This report identifies the clients who generate the most revenue for the practice:
| Display top | Number of clients you wish to see listed (defaults to 25) |
| Start Date | Date from which to run the report (inclusive) |
| End Date | Date to which to run the report (inclusive) |
| Branch | All Branches or Choose Branch |
Example of report use
A practice may wish to see who their highest-spending clients are in order to identify those eligible for rewards etc.
Unpaid invoices / Un-refunded credit notes
Generates a list of invoices that are yet to be paid and credit notes that are yet to be refunded to a client's unused payments. The report then subtracts the total of un-refunded credit notes from the total of the unpaid invoices in order to calculate the total amount owed to the practice (or branch).
| Start Date | Date from which to run the report (inclusive) |
| End Date | Date to which to run the report (inclusive) |
| Consider payments on or before date | The date to which you wish Vet-One to consider payments (see note below regarding write-offs) |
| Branch | All Branches or Choose Branch |
Please note: Vet-One includes any debts that have been written-off as a type of payment. If the Consider payments on or before date field doesn't go far enough to take the write-off action into account, then the system will still show an unpaid invoice. To avoid this and obtain up-to-date figures (reflecting genuinely unpaid invoices), make sure that the Consider payments on or before date field is the date you are running the report on. That way, if a debt has been written-off between the End date and the date on which the report is run, Vet-One will discount it
Unused Funds
This will print a report based on those clients who have unused funds on their account.
Example of report use
Some clients may have unused funds on their account and outstanding balances. This report will provide a list detailing the client's name, address, balance and unused funds, allowing a practice administrator to easily clear some balances if funds are available to do so.
Large Animal Reports
Locations by Type
Contacts by Type
Product and Service Reports
Price List
This report will generate a full listing of all products and services sold by the practice (the default view is all branches but a specific branch's price list can be displayed by selecting it by name from the drop-down menu at the top of the report).
Displayed headings include:
| Product/Service name | Unit price | Unit price (inc VAT) | Mark-up | Minimum | Additional |
|---|---|---|---|---|---|
| Internal product name - Invoice product name | Price per unit (cost) | Price per unit (cost) +VAT | % mark-up | Minimum price the product can be sold at (ex VAT) | Additional selling price |
Sales Report by Product Category
This report will display sales of products by their product category (categories can be defined the Products and Services module setup), e.g. Diet, injectables etc.
| Branch | All Branches or Choose Branch |
|---|---|
| Start Date | Date from which to run the report (inclusive) |
| End Date | Date to which to run the report (inclusive) |
| Products/Services | Products / Services / Both |
| Both Product and Service Groups | Groups can be created to be placed under product categories (e.g. There might be a group named "Diet" under the category "Bulk Buys") |
| Both Product and Service Categories | Defaults to "All Categories" or choose one in particular |
| Product | Revenue | Cost | Max unit price | Min unit price | Mean unit price | % revenue | Qty |
|---|---|---|---|---|---|---|---|
| Product name | Ex VAT | Purchasing price | The highest price the product was sold for (per unit) | The lowest price the product was sold for (per unit) | The average price the product was sold for (per unit) | Percentage of overall revenue generated by the product | Number sold * |
*When the report has run, clicking on the quantity sold (listed in blue under the far right column titled "Qty") will display itemised sales of the product with a link to the relevant invoice.
Sales Report by Analysis Category
This report will display sales of products by their analysis category (categories can be defined the Products and Services module setup), e.g. Flea treatment etc.