RELEASE NOTES VISIONVPM

Transcription

1 RELEASE NOTES VISIONVPM

2 CONTENTS Changes to VisionVPM Appointment Book.net ( )... 3 Client... 3 Stock... 4 Other... 5 Detailed Changes in VisionVPM v Analytic Reporting Tool... 6 Barcode Labels... 9 Clinical template for appointment reason Inactivate batch and expiry stock Locking formulations Import Bank Statement Issues Resolved in VisionVPM HENRY SCHEIN VETERINARY SOLUTIONS PO BOX 15076, TAURANGA, 3144 NEW ZEALAND

3 CHANGES TO VISIONVPM This section lists all changes to VisionVPM Details of these changes are in the following section. APPOINTMENT BOOK.NET ( ) Animal order Selecting an animal for an appointment will now list animals marked as deceased at the bottom of the list, after animals marked as inactive. Clinical Template for appointment reason A clinical template can now be automatically set per appointment reason. See the Detailed Changes section below for further information. Confirmed appointments from Rapport Appointments that have been confirmed by a text or reply to an appointment reminder sent from Rapport will now automatically be confirmed in the appointment book in VisionVPM with a Confirmation Note of Client confirmed via Rapport. (CloudServer ) Recurring appointment editing restrictions Recurring appointments can now be restricted for adding, editing or deleting by ticking the box in Setup to Protect Recurring Appointments. If protected then the daily password will be needed to add, edit or delete recurring appointments. Removing resources from groups Resources can now only be removed from a resource group if the resource is included in another resource group or there are no future appointments otherwise a prompt will be displayed showing this message and the number of future appointments to be removed. Restrict txt message from appointment type An option has been added to the Setup > Appointment Type window which when ticked will set the appointment to Default to no automated TXT messages. When an appointment is created for this appointment type it will default to not sending a txt message. CLIENT Animal Activity columns sort The columns in Animal > Activity can now be sorted by clicking on the required column header. This will be helpful in seeing an alphabetical list of products used. Client Activity check The transaction check through Client > Activity > Check will now list entries where the debtor or creditor control line total does not equal the entry total. Dairy window changes A field to enter the Daily Milking Frequency has been added to the Animal Details window for animals with an animal class of Dairy. This field will default to 1 daily milking for existing Dairy animals. A third option of Autumn is now available for Calving. P a g e 3

4 Farm Information report The Farm Information report accessed through Client > Reports > Farm Information will now show hazards and external numbers listed on the Farm Information window through Client Details > Farm Info. The in VisionVPM that have a large animal class ie. not companion animal. If there are no large animals listed for the client in VisionVPM it will bring through animal classes and their herd sizes from VHM. Inactive Contacts A contact that is associated with a client through Client > Contacts, can now be made inactive for the associated client. Marking an alternative contact as inactive will display the contact in blue text and remove them from any marketing or reminder search. An inactive contact will still be available to be added as an alternative contact for other clients. Invoice List The following changes have been made to the Clients > Invoice List. An Excel / VPMSpreadsheet button has been added that will export the listed invoices to a spreadsheet. ebuild before spreadsheet as it is the current list that is exported. A new marker selection option is available and a marker column has been added to the window. The Amount Outstanding column has been moved before the Access column The Invoice List window can now be resized and maximised. Multiple last names on invoices and statements Client names on invoices and statements will now combine multiple titles, first names, last names if two of example is for a client with first name Preferred clinic The preferred clinic specified for a client now is used as the clinic for merged client documents, animal documents and stock letters. Repeat scripts inactivated for deceased animals Repeat scripts will now be automatically inactivated when an animal is marked as deceased or inactivate. Sales vs Invoice Received report A Sales vs Invoice Rec report is now available under Reports > Client Sales Reporting which shows the invoice sales account total versus the total of all invoices and gives a breakdown of non-sales account invoice items that can explain part of any difference. Other differences may be seen in Maintenance > Database Maintenance > Check Transactions > Check Entries. Text/ multiple contacts One text message can be sent to multiple contacts for a client. Highlight the multiple contacts on the Client > Contact window then select the button on the contacts section with a mobile icon. A text reply from these contacts are seen on the associated client communications window. STOCK Active Ingredients An Active Ingredients field has been added to the stock details window that allows free text to be entered for multiple ingredients of the stock item and associated content and unit. This Active Ingredients information can then be merged to a report or document from Client details > RVM. If using adhocs the field to add is [ST_ACTIVE_INGREDIENTS]. P a g e 4

5 Barcode Labels Further stock information of Reorder Min, Max, Code, Desc, Price exc, Price Inc, Dispense Fee can now be added onto barcode labels. See the Detailed Changes section below for further information. Export scanned data to spreadsheet Scanned data that has been imported from a barcode scanner can now be exported to a spreadsheet, either Excel or VPMSpreadsheet. Inactivate batch and expiry items Batch and Expiry details for stock items can now be inactivated so the batch is no longer listed in the Batch and Expiry Products window after saving a client invoice. See the Detailed Changes section below for further information. Locking Formulations A stock item that is set up as a formulation can now be locked so the components cannot be edited. See the Detailed Changes section below for further information. Negative Stock Report A checkbox has been added to Reports > Stock > Stock Levels to select Negative Stock Only. If ticked the report shows only products where the Stock Quantity is less than 0. This checkbox is also available on Reports > Stock > Department Stock Levels report which breaks down the report into selected department(s). These reports can be saved and accessed through Reports > Saved Reports List. Stock fees in formulations Stock fees in formulations will be maintained against the header if the header is a component in the formulation or otherwise split amongst the formulation components. Stock take by location Multiple locations are now available for stocktakes. An option through Stock > Stock Taking is now available to print or edit by location so the previous option to Sort by Location has been removed. ( ) Stock with inactivity An option through Stock > Stock Selection List is now available to report stock with inactivity after the specified date. Stock with no barcodes An option to list stock that doesn't have a barcode recorded either on the main stock details window or on the supplier is now available through Stock > Stock Selection List. The items in the window can either be printed through a Report or send to a Spreadsheet. OTHER Analytic Reporting tool A new range of reports and reporting tool are available through Reports > Analytics. See the Detailed Changes section below for further information. Import bank statement A bank statement file can now be imported into VisionVPM with suggested items to reconcile. See the Detailed Changes section below for further information. User added to history table The user details when deleting items or editing clinical records in VisionVPM is now recorded and can be seen in the Modifier column of the History Database Records window through Maintenance > Database Maintenance > View History Records. These are in the format of computer name\windows log in user followed by the User in Session (UIS) if specified and then the VisionVPM User Logon eg Workstation1\Fred.Dagg UIS: FD US: Staff. P a g e 5

6 DETAILED CHANGES IN VISIONVPM V This section details some of the changes in VisionVPM that have been listed in the previous section. ANALYTIC REPORTING TOOL A new reporting tool is available to allow custom reports to be easily created for analysis and modified for displaying in graphs. To access VPM Analytics reports 1. Enable access for users through Maintenance > Users Access by selecting the module option so the user Can view/run Analytic reports. 2. A user with access to Analytic reports can go to Reports > Analytics to open the Full Report List for Analytics. a. Default reports are available for Client Analytics, General Ledger Analytics and Supplier Analytics. b. A star rating can be used as per the usual reports. c. To show the full description of the highlighted report select Show full description. 3. Create a new report by selecting New Analytics Report. 4. Select Delete Analytics Report to delete the highlighted report. 5. Double click an Analytics report to open the Analytics Details window for the selected report. a. Add or edit the Name, Description and date range. An option is available to Calculate the closing date to the end of the previous month by default. b. Select Run to open VPM Business Analytics. P a g e 6

7 To use VPM Analytics There are three main parts to the VPM Business Analytics window. 1. VPM Analytics opens showing the data in Grid View. Rows and columns that show totals are displayed with a yellow background and subtotals with a blue background. 2. Select Graph View to see the data as a bar graph. P a g e 7

8 a. To copy the graph to clipboard, select Copy to Clipboard b. To view the data as a line graph, select Line Graph. 3. Further data and display options can be selected from the panel to the right. a. Change the From Date and To date and select Rebuild Results to edit the date range for the data. b. Select fields to add to the report c. Drag a field to the Report Filter box then click the filter then select items to choose the data required in the report. d. Drag fields from Column Labels box to the Row Labels box or vice versa to change how the data is displayed. i. Select a column or row for futher options such as sorting or filtering out rows for particular data. e. Select a value to specify type of values including Sum, Count, Average P a g e 8

9 f. Drag a field to the Values box to add further totals for the data. g. Drag a field off the option panel to remove it from the data criteria. h. Select Save to save your changes to the options for this report. i. Select to save the options to a new report. i. The title is based on the name of the report. j. The data and chart can be exported by selecting the Export As type out of Excel, PDF, Word, HTML then selecting Export followed by whether to include the chart in the export. BARCODE LABELS A new adhoc report has been created for printing stock barcode labels that gives you the option to add further fields to the label. To print further details on your stock barcode label 4. Open the label adhoc report through Reports > Adhoc Reports > Open and select the StockBarcodes.ahr file from your adhocs folder. 5. Select the pencil icon to edit the label and view available fields Reorder Min, Max, Code, Description, Sales Price exc GST, Price Inc GST, Dispense Fee, Packsize, Sales Group code, Preferred supplier code, Last supplier code from below the End of report bar. c. The Reorder Level is used as the minimum stock level and the maximum level is the sum of the reorder level plus the reorder quantity. d. If using Reorder quantities VisionVPM will load the stock reorder levels from the Stock Details > Reorder Levels window if listed otherwise the Reorder Level and Reorder Qty on the Stock Details window will be used that corresponds to the default department for the computer and the current month. 6. Drag the required fields into the desired place in the Positioning section of the report and edit the font as desired. 7. Go to Reports > Stock > Print Stock Barcodes and select the Use Adhoc Report option to use the StockBarcodes.ahr file. Using this report will still follow the settings on the window if the fields deleted and recreated. 8. Save Settings 9. Print to print your barcode labels. 10. Edit and adjust the label sizes on the Print Barcodes window and the formatting and positioning through editing the adhoc report as per the steps above. P a g e 9

10 CLINICAL TEMPLATE FOR APPOINTMENT REASON A clinical template can now be associated with an appointment reason. As a user i want the clinical template associated with the Appointment Type > Reason to come through into Vision when an appt is turned into a clinical record. To set up clinical template for an appointment reason 1. On the appt type reason list at the bottom you can now add a clinical template for each reason. Vision will look for the clinical template on the Appt reason first and if it doesn't find one will default back to the Appointment clinical template. 2. Note: When adding an appt the reason description must be exact. ie If they select a reason from the list and then change it manually, the system is not going to find that reason to get the attached clinical template. INACTIVATE BATCH AND EXPIRY STOCK Batch and Expiry entries for stock items can now be inactivated which creates a stock adjustment and no longer lists these batches as available in the Batch and Expiry Products window after saving a client invoice. To inactivate expired stock 1. Go to Stock > Batch & Expiry list to see stock and their expiry date. An expiry date previous than! in the quantity available column. These stock items can potentially be written off or inactivated. 2. Highlight the stock items you want to inactivate then select Inactivate selected Batches to open the Batch and Stock Adjustment window listing the highlighted stock items and batches. a. Tick the associated box to Create a Stock Adjustment for the batch quantities being inactivated. 3. Select Save to inactivate the listed stock item batches which takes the batch off the batch and expiry list and no longer shows the batch as available for client invoices. a. Select Y allows you to create a stock adjustment and save the transaction in stock activity. b. Select N to inactivate the batch but not create a stock adjustment transaction. 4. To view batches that have been inactivated go to Stock > Batch & Expiry list and select 'Include Inactivated'. Inactivated batches are displayed in blue text. LOCKING FORMULATIONS To lock a stock formulation item 1. Go to Stock > Stock Selection > Formulations to see a list of your formulated stock items. A column on the far right indicates the stock items that are a Locked Formulation. 2. Highlight the stock items to be locked and select Bulk Update to open the Stock Bulk Update window. 3. Select the option to Lock the editing of formulations and Set to ON then Update Stock Items to update the formulation selected lines on the list setting the lock formulation option to ON. 4. Select Yes to lock the selected formulations. 5. Note: To unlock stock formulations use the above steps but choose Set to Off. P a g e 10

11 Using locked formulations 1. Stock > Stock Selection List will show an (L) in the Formulation column beside the Hidden/Displayed text if the formulated stock item is locked. 2. Stock > Stock Details will show the text (Locked for editing) under the Formulation information for users who do not have access to editing locked formulations. 3. When a formulation that is locked is added or edited on the client invoice, batch invoice and client estimate windows the Edit Formulation button will be disabled for users that do not have access to editing locked formulations and enabled for users that do have access. 4. By default, only someone logged in as Admin can edit a locked formulation. Access to other users can be added in Maintenance > User Access and through Module Action/Access for the user setup selecting the option Can edit locked formulations. IMPORT BANK STATEMENT A bank statement file of type.qic can now be imported into a bank reconciliation in VisionVPM. To import a bank statement 1. From your online banking choose to export a bank statement and specify type.qic 2. In VisionVPM open your bank reconciliation window, select the Bank Import button and browse to your file to import. 3. The Bank Transactions window will open to the right of the Bank Reconciliation window or between the Reconciled and Unreconciled lists if there is no room to the right. P a g e 11

12 4. All transactions in the file will be listed, automatically compared with unreconciled transactions in the bank reconciliation and the type of match found displayed in red for each transaction. The number of matches is displayed in brackets beside the type of match. a. Exact Match: The date, amount, and either a reference or number in the bank file matches the transaction in VisionVPM. The reference is checked against the client code or supplier code. For number the transaction entry code is compared. b. Probable Match: The date (or one day either side of the date), amount and number or reference matches. c. Possible Match: The date (or one day either side of the date), and amount match. If only one transaction on the unreconciled transactions match then the match is upgraded to a probable match. d. No Match: No transactions having a matching day (or one day either side) and amount. 5. Select a bank entry and any matching unreconciled transaction will be highlighted. 6. Double click an entry or transaction to reconcile the transaction and remove that item from the bank transactions window. a. If more than one items are possibly matched then the system will prompt to choose and reconcile the transaction on the unreconciled list. This will take the entry off the bank transactions list when reconciled as long as the amount is the same and the date on the transactions match or is within one day. 7. Right click the bank transaction to either Add Cashbook Deposit (or Payment) or Show All Possible Matches. 8. Select Options for further options. a. Delete Selected Lines b. Auto Reconcile Exact Matches c. Auto Reconcile Probably Matches if only 1 match is found for the transaction. 9. To change the department for entering cashbook deposits or payments choose Select. P a g e 12

13 ISSUES RESOLVED IN VISIONVPM This section lists all issues that have been resolved in VisionVPM Appointment Book.net A resource that has an associated vet that is inactive will no longer bring an inactive vet or a vet with no name into a clinical record. A single occurrence of a recurring appointment series that has been deleted will no longer reappear when the next occurrence in the same series is deleted. Further validation has been added to prevent an error in casting which caused the appointment book to close ( ). The client name again displays in the appointment detail window when making an appointment in the.net appointment book from the client or animal details windows. Appointment Book multi Printing an appointment detail list for uninvoiced appointments in the multi column appointment book for one book then another book will show correct appointment details for selected appointment book. Using the Enter key on the keypad after entering a date in the date field of the multi column appointment book will now refresh the appointment book to the entered date. Client A formulated item added to a saved invoice where the last item was also a formulated item will again have the correct components for the newly added formulation. A Full Check option has been added to the Open Item Balance Reconciliation window or for an individual client, from Client activity > Commands menu > Open Item menu > Full Check. This looks at allocations and checks for a duplicate EN_LINK and allocations linked to an entry that is not a payment or invoice. If items are reported please contact our Service Desk for support. Displayed sub formulations are now seen in the invoice consistent with the placing of the sub formulation as a component of the formulation. Further checks have been added when having multiple invoice windows open and swapping between these windows when an edited formulation is loaded to ensure correct components in formulations. Reports attached to clinical templates are again able to be printed from the clinical record. Client details again come through to an invoice from Client Details for omnis736 VisionVPM libraries. Stock A formulated stock item can no longer be added to a supplier invoice, goods receipt, goods on order or stock reorder. A quantity greater than 0 needs to be added on the Stock Reorder and the Goods on Order windows. Importing a scanned stock file through Stock > Stock Taking > Hand Held Scanner Options will now use the Dept Code on the Hand Held Scanner Options window if no department is specified in the file. Selecting a location through Reports > Stock > Stock Variance Report will successfully print the report or send the report to a spreadsheet ( ) The Qty Purchased column and Value Purchased column are no longer included in Department Stock Levels report when a department is selected as these columns detail information for all departments. The Stock > Stock Taking > Stock Taking Options > Print th stock report now gives a correct Total Value of Stock (exc negative quantities). Suppliers The option to include price when printing barcodes from a supplier invoice is no longer linked to the setting of printing stock barcodes through reports.