How do I use Premvet to help my credit control?
How Do I get Premvet to help me keep track of debtors and tighten up my credit control?
Who owes you money?
Run a control debtor list on a regular basis. Premvet has a scheduler that can run jobs automatically for you overnight. See Control Debtor list on page 2 for details. (Also see Automation Manager FAQ.)
Use the Vatbook
When you run your Vatbook, there is an option to produce a list of people that have been Seen but Not paid. Use this list on a daily basis to catch up with people who didn't pay that day. Check through all the names on the list and see why they owe money. If the pet is in your hospital or has a direct insurance claim outstanding they may be 'allowed' to owe the money. If the amount is for a booster and the client is not a bona fide account client, don't wait till the month end, send them an invoice now! Make an entry on the client record card every time you do some credit control and use the Debtor list to track these changes.
The most effective way to enter your actions is via an AP code.
AP codes for credit control
Firstly, add an analysis code for credit control; we tend to use code 160 if it is available.
To add an analysis code:
From the main menu:
Fee and Stock management >
Utilities >
Analysis codes >
Edit Analysis codes
You will now see all your existing analysis codes, find a spare one (look for 160) and call it Credit Control. When you are prompted for Event, just press Enter unless you are familiar with colour events. Again, when asked for loyalty points, just press Enter. You will now have an analysis code for Credit Control. This analysis code should be allocated to any clinical line that relates to debt tracking or action. Now make an entry in params.txt telling Premvet that this is your code for Credit Control.
To add a params.txt entry:
From the main menu:
System >
Setup >
Parameters >
Text Files >
params.txt
The file is now on the screen, use the down arrow to go to the bottom of the screen (or an empty line) and type in the lines
#Analysis code allocated to identify credit control lines. Credit_Control_Ana = 160
The line starting with the # sign is just an information line; it helps you remember which lines do what in this file. Use two lines, as shown above, to make your entries. If you don't use analysis code 160 then enter the apropriate code.
By default, the control debt report (only when run automatically) will always default to the last day of the previous month. If you want to default to the day it is run then add another entry:
#Automated debtor report default to date it's run Debtor_Default_Today = Yes
Now, make some AP codes up for entering debt control information. Allocate the correct analysis code (160) to all of these individual AP items.
Here are some examples:
Invoice sent {.date?.}- Asks when invoice actually postedStatement sent {.date?.}- Asks when invoice actually postedTried to tel. re debt -no reply &$- Time stamps entrySpoke to re debt - will pay in {How many days.?}Spoke to owner re debt- Use the extras line to ask a question like 'Who did you speak to' and record their full namePost dated cheques agreed- Use the extras line to record when the cheques will be sent or datedAgreed instalment termsUse the extras line to record what the terms arePost dated cheques received {dates?}Credit letter sent- use the extras line to record WHICH credit control letter was sent, 1st 2nd etcFinal 7 day notice givenRecord locked by admin- Use the extras line to actually lock the card so no items can be sold!Sent to debt collector- Use the extras line to record which debt collecting agency has been used
All the information on creating AP codes and use of the extras lines, questions and answers etc can be found in the How Do I Automatic Pricing Guide available from Vetsolutions Ltd
Using the credit control codes to track progress
Every time you use one of these AP codes on a client's card, it will show a clinical line with the credit control analysis code. When the control debtor list runs, it scans all the clinical records, working out how much work is unpaid for. It will also look for lines that have this particular analysis code and work out which of these lines was the latest added to the record. It then adds this line to the control debt list printout. This means you can see, at a glance, the status of a clients debt without having to access every client individually. If you see a line that says Invoice sent with a date of more than 2 weeks ago, then it's time for a statement!!
In addition to the report a 'CSV' file debtors.csv
(accessible via reports -> Windows Export Files) will
be created, this will have the following information :
| Number - Record number |
| Name, Address and Postcode |
| Marked as Bad Debt? |
| 30, 60, 90, 120 and older breakdown |
| Total |
| Clinical Line , User ID and transaction date. |
| Surgery registered at |
| Telephone Number |
| E-Mail Address |
This can be sorted in Excel or used to send mail merge letters etc.
Setting the control debt list to run automatically
From the main menu:
System >
Automation Manager >
List Current Jobs >
Summary
- Is the Aged Debt listed there? If it is then it is already running and you just need to print it (see below)
- If it isn't, just press any key and you will be taken to a menu that gives you the option to add a new entry
- Select Add a new job > use the arrow keys to highlight
Aged debt and select that.
The next screen asks you to enter dates and times that you want the report run. We would suggest sometime overnight (NOT clashing with backup times) around about the first few days of the month. So time = 00:30 day = 2 By default, the debt list will give you your debts as at midnight last day of the previous month