Billing: From Management and Clinical

There are options on the management, clinical and tree view screens to generate bills for the client. While these bills will not have an invoice number or have any forms of discount/surcharges applied, they will have a Document Number which is recorded and can be reported on. These are intended to be used as a simple note of what is outstanding.

If you bill a client from the 'Tree View' then ALL animals with a balance outstanding will be included, bill from the Management or Clinical prompt lines will only related the specific animal.

The available bill type are:

• Feenote
  From the management record you can generate a simple fee-note by pressing 'B'ill. The layout is preset shows basic information and will be printed on the default document printer. If the client has related animals, then this will be a summary and include all animals.
  Sample Feenote

• Itemised
  This will generate an itemised bill breaking the work done into categories based on analysis codes. The analysis codes are grouped into categories and printed on the default document printer. Loyalty Points and Euro equivalent will be shown.
  Sample Itemised Bill

• Docket
  This is a more detailed bill showing the actual work that was carried out. It will list ALL the transactions done after a specified date. The docket will be printed on the default document printer and show the Euro equivalent. If the docket is generated from the Clinical Prompt line with 'Suppress Figures' (Z option) in force, then the docket will NOT show prices. Payments are determined by looking at the 1st four characters of the clinical line for the word PAID.
  Sample Docket

• POS - Point Of Sale
  The POS bill type is identical to the itemised option above except it will be printed on the default Point Of Sale printer.
  Sample POS Bill

• Today
  The Today bill type is identical to the docket option above except it will be printed on the default Point Of Sale printer. The time spent with the client will be shown in brackets beside the time. Loyalty Points will be shown. If generated from the shop card then only the current transactions will be shown.
  Sample Today Bill

  As there is a restriction on the width of paper in the POS till roll printers only the first 31 characters of the clinical line will be printed.

Customising Bills

Bill prompt line default

If you find you are always using one specific bill type you can by altering the setting:

'G'eneral -> 'P'arameters -> 'M'isc -> 24

adjust the default option offered.

Show User and Doc Ref

All the bill types can include which member of staff issued the bill and the Document Number. e.g.

Ref  : Millie
Time: 14:27 ( 0: 6)
User : PVS : 0004786

You can switch this off and on via the option:

'G'eneral Apps - 'P'arams - 'F'ields - 'O'ptions - 'M'ore - '1'

POS and Itemised Bill

Show Zero Priced Categories
You can have up to 128 categories on these bills (most practices have about 20) and you may want to show the client the full range of services you offer. The option:


'G'eneral Apps - 'P'arams - 'F'ields - 'O'ptions - '10'

Can be used to switch off/on categories with no work. Look at the examples:
Show ALL categories (inc Zero)
Show only priced categories

POS and Itemised Bills

The layout of the top of the POS bill can be changed by creating a definition file called 'pos.def'. If this file does not exist the default heading will be used.

The definition file pos.bot (POS) or item.bot (Itemised) will be included at the foot of the bill, if present. The additional reserved words that may be used (pos.def only) are:

&ANIMALS  The animal names.
&DREF  The Document Number

Today Bills

The following definition files will be used, if present, to add/alter the layout:

today.top	Used at the top of the bill to replace the default practice name and address
today.bot	Included at the bottom of the bill to add any messages.

You can include different messages on this bill type based on the balance of the account. This is done by creating a definition file in the text editor, the files are:

today.nil	Zero Balance
today.crd	Credit Balance
today.bal	A Balance

Note: If today.bot is being used then these will be printed AFTER it and the width of POS till roll paper is 40 characters.

Reserved words for today bills
The following reserved word can be used:

&INVOICE - The document reference number

You can suppress/show the VAT number on today bills by setting the following option:

'G'eneral Apps - 'P'arams - 'F'ields - 'O'ptions - 'M'ore - '6'

Show Analysis Code 232 on Today Bills

If you are suppressing zero priced lines (see below) but still want clinical comment lines (analysis code 232) to appear, then set the option:

'G'eneral Apps - 'P'arams - 'F'ields - 'O'ptions - '1'

Include Zero priced lines, Today & Dockets

If you want to see all the text lines e.g. All work, then switch the Inc. Zero priced work option on.

'G'eneral Apps - 'P'arams - 'F'ields - 'O'ptions - '14'

If you have use the '$' AP metacharacter to indicate the item is free of charge (F.O.C.) then this will still be included irrespective of the above setting.

Include Balance Forward on Today & Dockets

The switch:

'G'eneral Apps - 'P'arams - 'F'ields - 'O'ptions - '15'

is used to dermine if you want the 'Balance Forward' line shown on Today and Dockets.

A document number can be printed on each bill. These should not be confused with invoice numbers, as these bills are NOT invoices. However, a list of documents issued and their associated charges can be obtained from an option within Invoice Production.