Month and Year Figures

When the VAT book is run and reset it will transfer the figures to this option. Using this option figures can be examined on a monthly/yearly basis. This will not show the detailed itemised work for the figures, rather it just shows the main monthly totals.

When this option is selected a sub-menu will be displayed with the following options:

The reports will normally be printed, however you may find that when a report is selected you will be asked:

<P>rint, <T>ext or <C>SV format [P] .

• The 'T'ext option will store the report in a file without any of the printer control or formatting codes e.g. condensed printing.

• CSV - .csv files (Coma Separated Values) are special files that allow data to be transferred between different programs. An option on the 'Text Utilities' menu will list the available CSV files and allow you to edit with an Microsoft Windows application (defaults to Excel) the contents. If you do not have a supported Terminal Emulator the system will default to the Unix viewer 'Less'.

  The menu option 'CSV Files' has two 'generic' slots which you can use to save having to specify specific filenames. These are year.csv and data.csv.

Note: When you print the report, figures will be rounded to the nearest pound. The limit for individual figures is 999 million pounds. Figures will be rounded to the nearest whole pound e.g.

1.23   will round to 1
1.67   will round to 2
1.50   will round to 2

Reports Available

Vet turnover/breakdown

Gives a report for summary figures for each Vet. The report may be generated for all surgeons or limited to up to 5. Following the main figures a report on the Average Transaction value per user will be generated.

Analysis codes

Lists all analysis codes used for each month. You will be given the option to list numerically (the number of times used) or financially (the financial amount for each code) and you can restrict the listing to a range of codes.

Turnover summary

The turnover figures for each month.

Branch figures

The summary figures e.g. fees, drugs, VAT and payments with the figures based on the actual work entered at the appropriate surgery. You will have an option 'Actual' which will base the figures on where the work was done rather than 'General' which is based on where the animal was registered.

End of year

This restores the entire set of figures to zero so that they can be used to start the next year afresh. Note no reports are printed with this option, you must print out what is required before this option is run.

The password which you will be asked for is 'SQUID56F' (in capitals - use the 'Caps Lock' key, not 'Shift' otherwise it will think you mean 'SQUID%^F').

You will then be asked for the year you are resetting, and you should enter accordingly. If the year already exists you will be asked to confirm your selection.

You can automate this option via vet -p eoy.

VAT/TAX breakdown

A breakdown by the 5 TAX rates showing Gross, Nett and Tax amounts.

Edit figures

This option enables you to amend the figures for Vet breakdown and turnover. You will be presented with a sub-menu enabling you to select the options you wish to change.

Selecting any of these options you will be asked for the month to edit. The system will then display the different categories on the screen with the year to date figures and the month in question. Select the number of the option you wish to edit and you will be prompted for the new amount. Continue until all figures have been amended and press return, this will return you to the menu.

WARNING: THESE FIGURES WILL BE USED TO DETERMINE FINANCIAL FIGURES AT THE END OF THE YEAR. IT IS NOT ADVISABLE TO EDIT THEM UNLESS YOU ARE SURE YOU NEED TO.

Look at a previous year

If you have previous year's information stored on the system and you wish to print it out you must select this option first. You will be asked for the year to examine e.g. 88 for 1988 etc. If the file exists the menu will be redisplayed with reflecting your selection. From now on all the work done in this section will relate to the selected year. To revert to the current year select this option again and press return at the year prompt.

Analysis breakdown by vet

The VAT book, while compiling the normal work, also compiles a breakdown by veterinary surgeon of all analysis codes used each month. These figures are not printed out in the normal manner because:

• Most practices will not require this much detail.
• There are problems in printing 255 columns by 90 rows in a simple understandable manner.

However, to obtain this printout you can use this option, and when it is selected a sub-menu will appear e.g.

Specific Vet for a Specific month
CSV format
Vet comparison (Up to 5)
Analysis code comparison (Up to 7)
Analysis code by month (Up to 7)
Analysis code by Vet and month
Switch settings

Switch settings
The system stores the numeric (the number of times a code was used) as well as financial (the financial amounts generated from the code). This option is used to select which set of figures to use. Additionally other details can also be changed. If you have selected Switch settings a window is displayed:

Numerical or Financial     :  Numeric
Include zero figures       :  No
Print or Display           :  Display
File to use                :  Current

This has the prompt line:

Change <N>umeric, <Z>ero, <P>rint, <F>ile or <Q>uit [Q] .

Numeric or financial

Selects the required figures.

Inc. Zero figures

If no work was entered for a particular code then that code will not be displayed, whilst if set to 'No' the fact that there were zero figures will be printed.

Print or display

Whether the report is to be printed or displayed.

File to use

If you were examining a previous year you would enter the year here e.g. 92 for 1992, 93 for 1993 etc.

Once these switches have been set they will remain in force until the menu option is exited. They will then reset back to the default setting above.

Available reports

1. Specific vet for a specific month
   You are asked to enter the vet's reference required and the specific month. A report will be produced with all the analysis codes for the month requested, also displaying yearly figures and the percentage amount.

2. Vet comparison (Up to 5)
   You will be asked for up to 5 Vet's references and the required month. All codes for those vets will be stored.

3. Analysis code comparison (Up to 7)
   You will be asked for up to 7 analysis codes and the required month.

4. Analysis code by month (Up to 7)
   You will be asked for up to 7 analysis codes for a specific vet. The report will list all months.

5. Analysis code by vet and month
   Data will be filed for all months for up to 7 vets for one specific code.

6. CSV formats
   As the possible combinations that may be requested are very large, the system can generate a Comma Separated Value file containing the required information. .csv files (Coma Separated Values) are special files that allow data to be transferred between different programs. An option on the 'Text Utilities' menu will list the available CSV files and allow you to edit with an Microsoft Windows application (defaults to Excel) the contents. If you do not have a supported Terminal Emulator the system will default to the Unix viewer 'Less'.

   When selected a sub-menu will be displayed e.g.

   All data
   Vet comparison by codes
   Vet comparison by month
   Return to previous menu
   

   All data
   All figures for the year for all vets. As the number of figures this report generates (79,560) is very large it is unlikely that this will fit in most spreadsheets' memory. We would recommend that a word processor should be used to extract/delete data first.

   Vet comparison by codes
   You will be asked to enter a specific month the file will contain all vets for all codes used that month.

   Vet comparison by month
   You will be asked to enter an analysis code. The file will contain all vets for all months for that code.

Graphs

Some of the financial figures can be represented graphically. When one of the options is used you will be presented with a graphical representation of the data. This will be displayed as a bar graph comparing each month side by side over a three year period. There is a prompt line along the bottom of the screen giving you the option to look at the raw data, that is the actual figures that were used to make up the graph and the current figures. The other option is 'Current figures'. This will redraw the graph with larger bars and will only include the current year's figures.

TIP: If you cannot find the figures you are looking for in the main reports you may be able to use this option. e.g. You may want to work out the total amount of income related to small animal drugs over the last year. While you could get this by adding up all the relevant figures from each vet for each month you could use a graph option and then look at the raw data. It saves time and brain power.

When the graph option is selected the following options are available:

Turnover

This is then sub-divided: Fees - The fees per month over the last three years
Drugs - As fees except relates to drugs.
Total - Both fees & drugs.
Compare - This compares the CURRENT fees and drugs side by side.

Vet breakdown

This will show various breakdowns based on the surgeon who carried out the work. You can compare either ALL surgeons or break it down by up to six. There is a sub-menu displayed when selected and you have the four options above along with the following: Seen - The number of clients seen
Breakdown - This brings up yet another sub-menu allowing you to look in detail at small animal work, equine work and farm work. There is also a comparison option to enable you to compare current work either by client type or by fees & drugs.

Analysis codes

This will show a breakdown based on analysis code. You can select either all codes or a range, which can then be broken down numerically (how many) or financially (how much). The system will handle negative figures (up to -9999.00) in calculating the work done. You should make a manual check to preserve backwards compatibility as there may be erroneous negative figures in the previous year's figures.

Note: Unix users may find that there is an invisible option 'P' on each of the graph screens. This option will print the graph onto the default printer. This feature is ONLY available under Unix and will need the utility disk to be installed.