Handle Charity Vouchers in PremVet
You may often have clients who bring their animals in to be neutered and have been given a charity voucher to help with the cost, (e.g. Cat Protection League vouchers). This guide explains how you can use PremVet to deal with these vouchers.
Firstly, if you havent already, register the charity as a new client e.g. Clients name would be Cat Protection League etc. For this example we will assume a cat spey is 40.00 and the voucher 20.00.
Setting up the Automatic Pricing codes:
In Automatic Pricing set up separate codes for the different procedures i.e. a normal cat spey charged at 40.00, a CPL cat spey at 20.00 and a CPL voucher at 20.00. You can set up as many charity procedures as required e.g. for castrations and dog neutering and codes for other charities e.g. RSPCA.
From the main menu:
- Automatic Pricing-> New Item(add) {Classic Menus}
- Fee and Stock Management-> Automatic Pricing->New Item(add). {New Style}
+------------------------------------------------------------------------+
| PremierVet Support - Play Area Automatic pricing maintenance (kirsten) |
+----------------------------------------------------------------------+
Description : Cat Spey CPL Keyword : CSC 114
--------------------------------------------------------------------------
Analysis : 21 - Neutering VAT Rate : 17.50
Vacc. Int. : No change Price method : 1
Other Recall: M. Factor : Displayed
Interval : Sex field : FN
Diary : Unavailable Status field :
--------------------------------------------------------------------------
STOCK ITEMS | PRICE BANDS
Stk No. Sub Qu. Description | Band Fees Drugs
------------------------------------------------+-------------------------
| 0+ 17.02
|
|
|
|
|
Extras :
--------------------------------------------------------------------------
Next Back Edit Kill Financial Test Goto Quit
Return the procedure menu
It should be noted when adding the fees if you put /20 (i.e. 20 including VAT), the system will work out the fee excluding VAT, automatically.
Now add your CPL voucher:
+------------------------------------------------------------------------+
| PremierVet Support - Play Area Automatic pricing maintenance (kirsten) |
+------------------------------------------------------------------------+
Description : CPL Voucher Keyword : CPLV 138
--------------------------------------------------------------------------
Analysis : 23 - Charity Voucher VAT Rate : 17.50
Vacc. Int. : No change Price method : 1
Other Recall: M. Factor : Displayed
Interval : Sex field :
Diary : Unavailable Status field :
--------------------------------------------------------------------------
STOCK ITEMS | PRICE BANDS
Stk No. Sub Qu. Description | Band Fees Drugs
------------------------------------------------+-------------------------
| 0+ 17.02
|
|
|
|
|
Extras : ^14=
--------------------------------------------------------------------------
Next Back Edit Kill Financial Test Goto Quit
Return the procedure menu
Note the extras line above. When the voucher is added to the Cat Protection League card, it will prompt you :
Please enter reference number .........................
You can then enter either the client and animal name here and/or the voucher reference number.
Using the codes:
- Mrs Bloggs brings Joe in for speying with a CPL 20 voucher.
- Go to Joes clinical card and add the automatic pricing code (in our example CSC) to the Auto line for pricing. This will charge 20 to the client for a cat spey procedure and mark the sex field on the management record as FN.
- Go to the Cat Protection League card and add the automatic pricing code for the CPL voucher,(in our example CPLV) to the Auto line. When prompted for the reference number, add the details as required.
When invoices are sent out, the invoice for the Cat Protection League account will show all the voucher lines and charges. When the bill is paid, log off the payments as normal on their card.
NB If you have CPL vouchers for several different amounts, rather than add a different Automatic pricing code for each one, use the [ key after the AP code to change the amount. i.e. If you were given a voucher for 15, on Auto pricing line enter:
Item(s) cplv [ 12.77
Note the amount after the [ key has to be the Net amount, i.e. before VAT.
BUT ....
We often find that we don't know it's a 'charity' spey/castrate etc until AFTER we've done the op.....when the client picks up his animal brandishing a voucher.
So we do it a little differently.
Book out your spay at the normal price.
Then set up a VOUCHER DISCOUNT ap card with a NEGATIVE figure in the fees part - if you use - 0.851 ie 1.00 pound less VAT then on the parameters line if the voucher is for say 15 pounds it will deduct 15 pounds (inc VAT) from the normally priced spay.
You then also need a similar VOUCHER BOOKED TO CHARITY ap card with a positive 0.851 to book it out to the appropriate charity card.