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How to add a transaction |
Transactions record the financial data of your
practice. Each transaction has a date, and is done for a particular client (debtor).
Therefore, you must enter the client BEFORE you can do a transaction for that
client. A transaction consists of a number of line items. If you think of a transaction as
a till slip from a supermarket: coffee, sugar, bread and milk are all line items on the
transaction. Each line item has a unit price, a quantity and an amount. You can also allocate lines to more
than one patient in one transaction. Each line item will reflect the patient you have
added the line to. Do a
transaction for a patient in the queue as follows: |
OR Click on the  icon on the toolbar |
| If
you did not queue the patient do the following: Click on TRANSACTION on the main menu Click on TRANSACTION Click on ADD TRANSACTION Select the client Select the patient |
OR
Click on the icon on the
toolbar |
The
invoice (transaction) number, client name and number, invoice date, user, location and
patient will be displayed at the top of the transaction. You can change the date, user,
location and patient while you are busy with a transaction. Date User Location Patient Status Transaction notes |
Click on the STOCK button on
the transaction window |
| The barcode scanner function is not part of
Microvet’s initial features and can be purchased from BdS as well as the barcode
scanner. Click on the CODE button on
the transaction window |
Click on the SERVICE button on
the transaction window |
Click on the METHOD button on
the transaction window |
| How
to add a payment to a transaction |
| Click on the NEW LINE button on
the transaction window Click on PAYMENT Description Pay
the entire transaction Pay
off account Type in the
payment amount Method of payment Cheque number Not a payment /
Not banked yet / Banked Post dated cheques |
Click on the CASH or CHEQUE or
CARD buttons on the transaction window Each
will automatically add a payment for the value of the TOTAL OUTSTANDING BALANCE of the
client and automatically specify the method of payment. |
| How
to add other types of line items to a transaction |
| Click
on NEW LINE Select one of the following lines: (A) Debit (E) Discount (F) Debit journal and (G)
Credit journal (H) Interest debit (I) Interest payment (J) Administration fee debit (K) Administration fee payment |
| How to change a transaction line
item |
Select the line item in a
transaction Remember: Only users with
level 3 / 4 access will be able to edit a PAYMENT line. |
Select the line item in a
transaction Remember: Only users with
level 4 access will be able to edit a PAYMENT line. |
| Description The description of all the line items can be changed or something could be added to the description e.g. ‘PAYMENT - Thank you’. You can also click on the MESSAGE button to replace the description with a pre-typed message. Also see How to add messages to invoices and statements Date Rates 1 / 2 / 3 /
4 Pet health
discount Type amount Quantity Patient Amount Discount Apply discount
message Add TAX Deduct TAX Recoverable Print on
statements User Location |
How to view previous transaction lines while busy with
a transaction |
Click on the PREV. LINES button
on the transaction window You can also view previous
transactions lines without being in a transaction. Click on TRANSACTIONS
on the main menu |
Select the stock line item (The label will only print
if Microvet is set up to do so.) |
How to admit a patient to hospital while busy with a
transaction |
This function converts a normal
transaction to a hospital transaction. The patient, will remain in hospital until the
patient is discharged. Hospital transactions for patients still in hospital will not be
converted to old transactions during the month-end procedure. You will still be able to
edit them. Click on the ADMIT TO
HOSPITAL button on the transaction window |
How to view category line items while busy with a
transaction |
This function will show you all
the line items that you have added for a specific patient for a specific category. Use
this to view the vaccination or deworming history. Click on the ADD
CLINICAL button on the transaction window |
Sometimes when the client has a
balance amount for more than 30 days and a payment is made, the remittance advice of the
invoice will print a credit amount as the current balance. To correct this, the balance
can be aged before an invoice is printed. Click on the AGEING
button on the transaction window |
How to print a laboratory
request while busy with a transaction |
Click on the LAB button in the
transaction window |
How to add a clinical record
for a patient while busy with a transaction |
Click on the ADD CLINICAL
button on the transaction window Also see How to add a clinical record You can also edit the last
clinical record added for a patient while busy with a transaction. Click on the EDIT CLIN
button on the transaction window |
How to edit the last clinical record for a patient
while busy with a transaction |
Click on the EDIT CLIN button
in the transaction window |
How to view clinical history of
a patient while busy with a transaction |
The
history can be displayed on the screen, printed or copied to a text file. Click
on the HISTORY button on the transaction window |
How
to edit client information while busy with a transaction |
Click
on the CLIENT button on the transaction window |
How to edit patient information while busy with a
transaction |
Click
on the PATIENT button on the transaction window A patient's details as well as the
next vaccination date, phone back date, etc. can be accessed while you are busy with a
transaction. Tip:
If you are busy with a transaction and want to add a new patient, click on the CLIENT
button on the transaction window and then click on ADD PATIENT. Enter the detail of the
new patient. Click on the PATIENT button in the top right hand corner on the transaction
window and select the newly added patient and add the next line items. |
Click
on the BALANCE button on the transaction window The
outstanding balance, break down of the balance, discount rendered at month-end, balance
after discount is subtracted, whether the client is a bad debtor and the client notes,
will be displayed on this window. |
This
is also a summary of the diagnosis made. Click
on the IMAGES button on the transaction window Also
see How to add a clinical record: How to setup Microvet to link images to clinical records |
Click
on the INVOICE button on the transaction window When
you print an invoice for the first time, it will print TAX INVOICE at the top of the page.
When you print the same invoice a second time, it will print (DUPLICATE) TAX INVOICE. |
Click
on the STATEMENT button on the transaction window A
statement will only print if there is an outstanding balance on an account. |
| Click on TRANSACTIONS on the
main menu Click on TRANSACTION Click on EDIT TRANSACTION Select the client |
OR Click on the |
| A transaction can be edited to correct a
mistake made in that transaction. However, as soon as the month-end procedure is done and
the transactions become old transactions, they can no longer be changed. |
Click on TRANSACTIONS on the
main menu Remember: Only
users with a level 4 access to the program will be allowed to delete a transaction. If a
person with a lower access level tries to delete a transaction, access will be denied. |
| To use this quick sale function you first have to create a cash account and then link this account to your cash register icon. When you click on the cash register icon a transaction is added immediately and the stock list will appear. |
Click on the icon
on the toolbar |
Select the stock item If
the cash account does not exist, follow these steps to add the account and link it with
your cash sale icon: Click on CLIENTS on
the main menu Over
time this cash account can become very slow because of the amount of transactions added to
it. You can then archive this account or open a second cash account e.g. ‘CASH
2’ and then link this account to your cash register icon. |
Click
on TRANSACTIONS on the main menu To
remove the pending transactions from the list: Click
on COMPLETE or COMPLETE ALL |
Use this option if you want to
look up the patient name instead of the client name when adding a transaction. This option
uses the full name of the patient. (This will mainly be used in equine practices.) Click on TRANSACTIONS
on the main menu |
Use this option
when you want to select a method and do a number of transactions for different patients
using the same method and the full name of the patient. (This will mainly be used in
equine practices.) Click on TRANSACTIONS
on the main menu |
The condensed format will summarise
transactions according to the categories to which each line item belongs. The detail will
not appear on the invoice but only the name of the category and the total of all the items
in that category. This is NOT transparent invoicing. If you would treat a patient with
Clamoxyl for R20, Prednisolone for R10 and Vit BCo for R5, the condensed invoice will
print a single line named DRUGS with a total of R35. This saves paper and printing time
but does not reveal the detail to the client. The previous lines and the transaction
listing report are not altered and will show the detail of each line. |
