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The VAT book is used to itemise the work done, daily/monthly figures and VAT figures for the current period.
The main Vatbook menu has three options:
As work is entered on client's records a separate copy is made, this copy can be analysed by the 'vatbook'. This 'vatbook' should be run periodically to summarise the work done and transfer the totals to the Monthly/Yearly Summary for later analysis.
The vatbook refers to 'periods', these can be:
In addition, if there have been any corrections to work out-with the current period these will be included before the Itemised Work Done report when a period is reset.
The Turnover, User breakdown, Payment breakdown
and analysis code summaries will be exported to a
csv file to use
with a spreadsheet. This procedure is automatic and the resulting
file will be vatbook.csv in the text sub-directory.
The .csv files are not kept permanently, only the last three period
resets are saved. These files will include ALL analysis codes even
if the figures are zero.
Session resets can be run on a per surgery basis to allow cashing up to take place at different times of the day. In addition, session resets will NOT lock any records as all the session does is take a 'snap shot' of the work done to date.
If you have a branch surgery connected via Leased Line/ISDN/Dial-up you can run session resets at these locations independently of the main site.
To do this, add the option Separate_Vatbooks = yes to params.txt.
When separate vatbooks are switched on the following applies:
Access to the vatbook is controlled by Access Permissions the one controlling it are:
1.. Itemised work done Yes 2.. Summary Yes 3.. Analysis breakdown Yes 4.. Payment breakdown Yes 5.. Seen but not paid Yes 6.. PDSA transactions Yes 7.. Period reset No 9.. Session reset No 8.. Month being reset N/A 10. Show full period's work Yes 11. Print/Display or Spool Spooled 14. Sage Line 50 Account VBOOK 12. Types processed All 15. Nominal Account 4000/1200 13. Vet's processed All 16. Updated Last 12-09-2001
Options 1 to 6 are either Yes (include the report) or No (exclude the report) and are explained below. The system will remember the settings used and offer them as a starting point next time the report is run.
Note: The VAT book period reset MUST be run while no other users are entering work or examining historical information. The VAT book will lock the system while being reset after checking that none of the appropriate files are being used. This means while the period is being reset you may not:
You can automate the End of Day so that it runs at midnight when there is less chance of other users on the system.
If, when the VAT book period is being reset, other screens are involved in any of the above options a message will be displayed advising you that the files are in use. If this is the case make sure all screens have returned to the main menu or are logged out of the system.
When you enter the vatbook the system will check to see if there are any records currently in use. If so the message Records Locked will appear towards the top right of the screen. This can serve as a reminder when period resets are being done.
In the event of the VAT book having been exited incorrectly e.g. power cut, data error etc. then the system will be locked when you try to rerun the option. Use the Clear Record Locks option to unlock the vatbook or clear a user lock.
Note: Only use this option in the above circumstances, using it while others are genuinely using the system will result in corrupted or missing figures.
If for some reason during the resetting of the VAT book an error occurs, the figures may not have been updated and the files will have been cleared down ready for new work. Should this happen the files may be restored by entering an '!' at the VAT book menu prompt. This must be done before any new work is added. The VAT book can then be rerun.
BRENNAN MR 9 Exploratory laparotomy .00 Z
17.01.92 Exploratory laparotomy 22.56 ZS
JONES MRS 26 AMFIPEN CAPS.250mg .06 TS
MELVIN TOM MR 25 AMPICLOX LC 12 SYRINGES 12.51 TS
20.01.92 ACETADE 1 L 5.31 TS
Amputation digit 25.07 TS
ROBERTSON, MR ED 10 Amputation digit 25.07 TS
SMITH & SONS. 1 AUTOWORM BOLUS 7.60 Z?
17.01.92 Amputation digit 2.30 ZS
Amputation digit 23.00 ZS
ACETADE 1 ML .00 Z
Amputation digit 25.07 ZS
ACETADE 1 L 5.31 ZS
Amputation digit .00 Z
Notes:
Vet Fees Drugs Other T.Work Payment Seen ATV
T .00 94.00 .00 94.00 .00 2 47.00
Z 63.42 15.75 1.12 80.29 .00 12 6.69
Number of clients seen: 14
Vet Small Farm Equine
| Fees Drugs Other | Fees Drugs Other | Fees Drugs Other |
T .00 .00 .00 .00 .00 .00 .00 94.08 .00
Z 50.00 10.00 1.12 13.42 5.75 .00 .00 .00 .00
Tot 50.00 10.00 1.12 13.42 5.75 94.08
Notes:
Total 1
Total Fees : 100.00 100.00
Total Drugs : 94.08 94.08
Total Shop :
Special :
Total Work : 194.08 194.08
Payments : 100.00 100.00
Shop :
Donations :
Total Paid : 100.00 100.00
Loyalty/Trans:
VAT Work done: 16.46 16.46
VAT Shop :
VAT Special :
VAT Total : 16.46 16.46
The columns on the printout refer to total work (inc. corrections) and then surgeries 1 - 9. The surgery work does not include corrections.
Cash 100.00 Cheque .00 Access .00 B/Card .00 P.Order .00Donations .00 Tax Breakdown Rate Work Done Tax on work Payments Tax on Payments A 0.00 100.00 B 17.50 94.08 16.46 C D E Corrections - Fees : .00 Drugs : .00 VAT : .00 Paid : .00
Details of the corrections (if any) are given at the start of the 'Itemised work done' report.
Note: If there are more than five surgeries in use then the report will only show the first five if displayed on the screen, but the full nine if printed.
200 Manual notes 1 .00 249 AP items 12 107.02 254 Stock items 15 31.30
The VAT book selection will be retained for future runs. When selected the available options will be displayed on the screen enabling you to select by the option number. This means that the system manager can set-up the day-to-day criteria making it easier for lay staff to run. When it is necessary to run a different report, the settings can be changed, the report can be run and then changed back again.
Note: The corrections report is included with itemised work. If you try to reset the end of period without selecting the summary then this will automatically be switched on.
VAT book problems
The only problems which you may come across in the operation of the standard VAT book are:
VAT appears not to work out at standard rate.
Net 10p VAT 2p
10 Transactions at 10p = 1 + 20p VAT (Not 17.5%)
When examining the VAT book bear this in mind as 17.5% of the net total may not always come to the VAT figure. Also, of course, zero rated transactions (like surcharges) need to be taken into account, and discount VAT (if applicable).
Analysis codes appear to be wrong
Totals appear to be wrong
The totals column in VAT book summary page is different from the total for individual surgeries columns to its right. Also, the totals for different payment types in the payment summary do not add up to the total payments.
The discrepancy is due to corrections to the standard VAT book. This refers to amendments which have been made to transactions which are not in the current VAT period. If you reset the VAT book daily, this means amendments to transactions on previous days. No further details are available on the system of which transactions are involved. Such amendments ought to be rare events necessitating explicit manual documentation in your records.
The vatbook can be run automatically by the system via an entry in cron (or at/batch).
Add into cron for vet an entry similar to:
58 23 * * * /usr/local/bin/vet -p vatbook
The vatbook will be run at 23:58 every night, the period will be reset and the results sent to the spooler. All reports will be selected along with all Vets and client types.
The Itemised work done will be stored in a separate spooler file to the rest of the report.
Tip: When being reset the system will assume if run between midnight and 3am then it is being run for the previous day. This make it very easy to run on the last day of the month - just run it at 1am on the 1st.
(See the FAQ Run a one off validation for details on setting up cron/at.)
You can import the work done figures into Sage Line 50. This is done using the 'Import' option within Sage, work will imported to a specific customer record. The import/export file will be updated automatically whenever a period reset is done.
There are three options on the Vatbook menu that control this function:
14. Sage Line 50 Account
15. Nominal Account
16. Updated last
The system will export:
| Work Done | Broken down by VAT categories |
| Payments | These will be itemised by the payment type. |
When the system is processing the totals, if
The VAT categories used will taken from the Premvet Vat Table as follows
| Sage Code | Premvet Band |
|---|---|
| T0 | A |
| T1 | B |
| T2 | C |
| T3 | D |
| T4 | E |
| T5 | F |
You should ensure that both systems agree.
The vatbook will update the file sage.csv.
This guide assumes you have the Windows Link up and running and drive P: is mapped to the vet system.
On Sage you would:
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