How to do a month-end procedure

The month-end procedure must be done on the FILE SERVER. It is very important that ALL the other workstations exit from Microvet, before starting.

Step 1: Make a month-end backup

Exit from Microvet on ALL the computers (including the file server)
Make a backup and label it month-end (and the date)
(This backup should be kept for twelve months, until you overwrite it with the following year's month-end backup for that particular month.)

Also see How to set up your backup procedure

Step 2: Do month-end before statements

This step will AGE THE ACCOUNTS and ADD INTEREST AND ADMINISTRATION fees to outstanding balances.

Payments done after the previous month-end are subtracted from the current balance and not the oldest outstanding balance. When aging the accounts, these payments will be posted to the oldest outstanding balance. The age account function uses the dates of the transaction line items and posts it to the correct age groups: 30 days, 60 days, 90 days and 120 days.

Each account can have its own interest rate. You can set the age group in your default settings for when interest should be added, e.g. 60 days. Each client has a check box where you can specify if administration fees should be added. You can specify the amount of the administration fee in your default settings. Interest and administration fees will print as line items on the statement.
Also see How to set up Microvet defaults
Also see How to add a client

Click on FILE on the main menu
Click on RE-INDEX (wait for the process to finish)
Click on FILE on the main menu
Click on MONTH-END (BEFORE STATEMENTS)

Step 3: Print your statements

You can choose which account age you want to print and between inactive or active clients. Clients checked as inactive will not receive statements, even if they have a balance.
Also see How to add a client

Statements can be printed in three statement styles:

·         Current month only
This style prints a balance brought forward from the previous month and a description of all the line items added after the last month-end procedure. This is the most popular choice if you print statements for small animal clients.

·         Fully detailed
This option prints ALL the line items ever added to the client's account. This can result in very lengthy statements and use a lot of paper.

·         Summarised
Choose this option if you want to print statements for clients who have many transactions

each month and require tax invoices. This option prints a summary of all the invoices. A balance brought forward from the previous month will be printed plus debit and credit totals of each invoice/transaction and their invoice number. You can then attach all the clients' batch invoices for the month to this statement.

Click on REPORTS
Click on STATEMENTS
Click on CLOSEST to print statements for all clients with an outstanding balance
Select the account age
Select active or inactive clients or both
Select the statement style: Current month only, Fully detailed or Summarised
Type in the minimum balance
Select batch invoice clients or non-batch invoice clients or both
Select the paper type

If you printed summarised statements and want to print the batch invoices to attach to this statements do the following:
(Remember: Only clients ticked to receive batch invoices will receive batch invoices.)
Also see How to add a client

Click on REPORTS on the main menu
Click on BATCH INVOICES
Set the dates and records
Tick the box if you do not want invoices already printed to be printed again

Step 4: Do Close items

Complete all your transactions and print your statements before you do close items. Close items will calculate a balance brought forward and move all the transactions to an old transaction file. The transactions can still be viewed and printed, but cannot be edited or deleted.  

Quotations (transaction type C) and hospital transactions (transaction type B), where the patient has not been discharged, will remain as transactions that can be edited and will not be converted to old transactions.

Click on FILE on main menu
Click on RE-INDEX (wait for the process to finish)
Click on FILE on the main menu
Click on CLOSE ITEMS (AFTER STATEMENTS)

To print an old transaction after this step, do the following:

Click on TRANSACTIONS on the main menu
Click on PRINT OLD INVOICE
Select the correct transaction