APPOINTMENT REPORTS APPOINTMENT TYPE REPORT LAST MONTH S ACTIVITY LAST MONTH S APPOINTMENT TOTALS... 44

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1 Report Book

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3 TABLE OF CONTENTS SUMMARY OF REPORTS ACCOUNTING... 1 APPOINTMENT REPORTS... 1 BOARDING REPORTS... 2 CLIENT REPORTS... 2 COMPLIANCE REPORTS... 2 INVENTORY REPORTS... 2 PATIENT REPORTS... 3 PRODUCTIVITY REPORTS... 4 SPLIT INVOICING REPORTS... 5 UTILITY REPORTS... 5 ACCOUNTING REPORTS ACCOUNTS RECEIVABLE REPORT... 6 ACCOUNTS RECEIVABLE BY DOCTORS REPORT... 8 CREDIT ADJUSTMENT REPORT DEBIT ADJUSTMENT REPORT DISCOUNTS REPORT END OF DAY SERVICES REPORT END OF DAY TRANSACTIONS REPORT LIST OF CLIENTS WITH CREDIT BALANCES MANAGEMENT CONTROL REPORT MERCHANT SERVICE AUDIT REPORT PAST DUE ACCOUNTS-WITH NO PAYMENT SINCE PAYMENT DISTRIBUTION REPORT FOR DOCTORS SALES TAX REPORT SERVICES-PAYMENTS COMPARISON FOR DOCTORS TRANSACTION ANALYSIS REPORT TRANSACTION TOTALS REPORT APPOINTMENT REPORTS APPOINTMENT TYPE REPORT LAST MONTH S ACTIVITY LAST MONTH S APPOINTMENT TOTALS BOARDING REPORTS BOARDING ARRIVALS REPORTS BOARDING LIST BOARDING PATIENTS BOARDING PRODUCTIVITY DEPARTURES NO SHOWS SCHEDULED ACTIVITIES CLIENT REPORTS CLIENT LISTS CLIENT REFERRAL REPORT CLIENT VISIT REPORT CLIENTS BY REVENUE CLIENTS WITH MISSING DATA CLIENTS WITH NO ACTIVITY SINCE COMPLIANCE REPORTS RECOMMENDATION COMPLIANCE REPORT REMINDER COMPLIANCE REPORT REMINDER COMPLIANCE BY RECALL REMINDER PRODUCTIVITY REPORT INVENTORY REPORTS CONTROLLED ITEMS REPORT INVENTORY AUDIT REPORT INVENTORY BY OPEN INVOICE INVENTORY DETAILS REPORT INVENTORY IN-HOUSE USAGE REPORT INVENTORY LOTS EXPIRATION REPORT INVENTORY ON-HAND REPORT... 72

4 TABLE OF CONTENTS INVENTORY RE-ORDER REPORT INVENTORY TRANSFER REPORT PURCHASE HISTORY REPORT PURCHASE ORDER (BROWSE BY ITEM) REPORT PURCHASE HISTORY (BROWSE BY VENDOR) PURCHASE ORDER REPORT PURCHASE ORDER HISTORY REPORT YEAR-TO-DATE INVENTORY TOTALS REPORT PATIENT REPORTS BATCH PRINT RABIES CERTIFICATES DIAGNOSIS REPORT ESTIMATES LIST PATIENTS WITH MISSING DATA PATIENTS WITH NO ACTIVITY SINCE PATIENTS WITH NO REMINDERS RABIES VACCINATION LIST TAG ID LIST VACCINATION LIST VIEW REFERRAL LETTER VISIT SERVICES LIST PRODUCTIVITY REPORTS CLIENT AND PATIENT STATISTICS CLIENT RETENTION BY DOCTOR CLINIC SUMMARY REPORT DEPARTMENTAL FEE EXCEPTION REPORT DEPARTMENTAL PRODUCTIVITY REPORT DOCTOR S FEE EXCEPTION REPORT DOCTOR S PRODUCTIVITY REPORT DOCTOR S PRODUCTIVITY ANALYSIS REPORT DOCTOR S PRODUCTIVITY BY REFERRALS HOT ITEMS REPORT MONTHLY PRODUCTIVITY (COMPARISON FOR LAST 3 YEARS) MONTHLY PRODUCTIVITY (SPECIES SELECTIVE) NEW CLIENTS AND PATIENTS BY DOCTORS PRODUCTIVITY BY CLIENT REPORT REFERRING CLINICS REPORT REFERRING DOCTORS REPORT RETURNS BY DEPARTMENT REPORT RETURNS BY DOCTOR REPORT ZIP CODE ANALYSIS REPORT SPLIT INVOICE REPORTS INVOICE SPLITTING DETAILS (BY DATE) INVOICE SPLITTING DETAILS (BY INVOICE) PARTNERSHIP SETUP BY PARTNER PARTNERSHIP SETUP BY PATIENT UTILITY REPORTS ARCHIVED PATIENT DATA DELETIONS LIST ESTIMATE TEMPLATES LIST PERIOD SUMMARY REPORT

5 SUMMARY OF REPORTS ACCOUNTING Accounts Receivable: This report shows clients who have an outstanding balance. Accounts Receivable by Doctors: This report shows Accounts Receivable broken down by doctor. Credit Adjustment: A list of all of credit adjustments that are entered on client s accounts. Debit Adjustment: This report shows a list of all of the debit adjustments that are manually done through transactions of the client. Discounts: This report shows percent discounts given for clients or on codes within a selected period. End of Day Services: This report lists the services for each invoice that was permanently saved during the date range specified. End of Day Transactions: This report is used to balance receipts at end of day. List of Clients with Credit Balances: This report shows all clients with a credit balance. Management Control: This report will calculate, review and track activity of the Accounts Receivable Report within the specified date range and compare it to year-to-date totals. This report compares current and previous years as well as year-to-date totals for the specified period. Merchant Service Audit: This report shows a list clients and credit transactions. Past Due Accounts with No Payment Since: This report shows Accounts Receivable with no payments since a specified date. Payment Distribution for Doctors: This report shows the doctors individual payments within a selected date range. Sales Tax: This report lists total sales, exempt sales, net taxable sales and the tax collected for date range specified. Services Payments Comparison for Doctors: This report calculates the paid portion of services provided for each doctor in the system on a monthly basis starting with the month of the beginning date. Transactions Analysis: This report shows all clients who have charges, payments, and/or adjustments during a specified period. Transaction Totals: This report is often used as a month end/quarterly report. APPOINTMENT REPORTS Appointment Type: Statistics of appointments per day by doctor from the first day of last month to the last day. Last Month s Activity: This report lists the last month s appointment average. Last Month s Appointment Totals: This report lists the statistics of appointments per day by doctor from the first day of last month to the last day. 1 P a g e

6 BOARDING REPORTS SUMMARY OF REPORTS Boarding Arrivals: This report prints a list of pets due to check in during a specified date range. Boarding List: This report shows a list of boarding pets for a specific day (including those checking in/out and current boarders). Boarding Patients: This report lists the checked in (not checked out) pets as of a given date. Boarding Productivity: This report provides an overall analysis of boarding revenues and usage. Departures: This report lists who is checking out within a specified date range. No Shows: This report lists clients that did not check in for their scheduled reservation. Scheduled Activities: This report creates a to do list of scheduled activities in account order. CLIENT REPORTS Client Lists: This report prints a list of clients in alphabetical or account number. Client Referral: This report shows revenue generated by client referrals, brochures, yellow pages, etc. Client Visit: This report shows how many clients have visited the office, including repeat visits. Clients by Revenue: This report shows the top clients (up to 9999) in spending. Clients with Missing Data: This maintenance report helps to find client files that are missing profile information (name, address, zip code, etc.). Clients with No Activity Since: This report displays clients with no activity (invoicing) since a specified date. COMPLIANCE REPORTS Recommendation Compliance: This report runs over a date range in history and finds the codes that were given in that period that satisfy a note regarding verbal recommendations to have a service or buy a product. Reminder Compliance: This report displays a list of reminders due within a date range broken down by the number of each reminder due, the number satisfied at this point in time as well as by percentage of those compliances. Reminder Compliance by Recall: This report displays a list of reminders given within a date range, the number given for each, as well as how many were satisfied. Reminder Productivity: This report displays departments with codes that can clear reminders, within a date range, the number that did clear as well as revenue for each. INVENTORY REPORTS Controlled Items: This report prints a list of Controlled Drugs dispensed within a specific period. Inventory Audit: This report displays all possible transactions, both inventory and financial, from a beginning date for one specific item and shows exactly how that item s quantity has been affected. Inventory by Open Invoice: This report displays all outstanding inventory items that are currently on a temporarily saved invoice. 2 P a g e

7 SUMMARY OF REPORTS Inventory Details: This report is used to analyze inventory by date range. It also corrects discrepancies between Builds 272 and 290 due to modifications in report calculation format. Inventory In-House Usage: This report displays all inventory entries made through in-house usage. Inventory Lots Expiration: This report lists items set to expire based on date range searched. Inventory On-Hand: This report shows an overview of inventory items, each displayed with setup details once found in Code Setup. Inventory Re-Order: This report shows inventory below re-order level and/or all items regardless of stock level. Inventory Transfer: This report shows an audit trail of the transfer of goods between warehouses. Purchase History: This report displays total purchases last year and total inventory amount (quantity on hand X current item cost). Purchase History (Browse by Item): This report displays a list of past inventory management entries by Item in chronological order within the same vendor. Purchase History (Browse by Vendor): This report displays a list of past inventory management entries by Vendor in chronological order of each item. Purchase Order: This report prints a list of pending Purchase Orders. Purchase Order History: This report prints a list of past Purchase Orders. Year-To-Date Inventory Totals: This report displays total purchases last year and total inventory amount (quantity on hand X current item cost). PATIENT REPORTS Batch Print Rabies: This report allows you to reprint all Rabies Certificates at once from a specific time frame ONLY if the original certificate was printed at the time of invoicing. Diagnosis Report: List of all patients that were given a diagnosis code in a specified date range. Estimate List: This report lists all clients and patients with estimates on file. Patients with Missing Data: This report finds all patient files that have no information in profile fields (species, sex, breed, etc.). Patients with No Activity Since: This report lists all clients and the patients that have not been in for a visit (invoice) since a certain date. Patients with No Reminders: List of all clients and their patients with no reminder history of any sort. Rabies Vaccination List: This report lists all client and patient information for those animals that were vaccinated in a date range ONLY if the original certificate was printed at the time of invoicing. Tag ID List: This report lists tag numbers found on the Patient Profiles in the Tag ID field. Vaccination List: This report lists client and patient information for those animals that were vaccinated within a specified date range. View Referral Letter: This report shows a list of saved referral letters. Visit Services List: This report lists all items still outstanding in Visit Services. These are usually charges not yet loaded to an invoice when transferred from Rx Label History Script fills, Boarding Check Outs, Lab Results, or SOAP Plans. 3 P a g e

8 SUMMARY OF REPORTS PRODUCTIVITY REPORTS Client and Patient Statistics: This report shows the number of clients and patients in the system at present time with a breakdown of number and percentage of total active animal population in table form and in pie chart form. Client Retention by Doctor: The purpose of the Client Retention by Doctor Report is to see how many repeat visits each doctor is getting. This report can also be used to get an idea of the retention rate of the clinic as a whole. Clinic Summary: Provides an overview of key productivity statistics for a given period on a single report. Departmental Fee Exception: List of items sold with prices changed or overwritten during invoicing by department with an option to itemize. Departmental Productivity: This report is often run monthly to monitor services and products sold during the period. It can be used for business forecasting of future sales and ordering. Doctor s Fee Exception: Per doctor report that shows items sold with prices changed or overwritten during invoicing. Option to itemize within each department. Doctor s Productivity Analysis: This report shows the number of patients seen by each doctor in the chosen period and the percentage of the total seen, the revenue generated by the invoices and the percentage of the revenue, along with the average revenue per invoice. Doctor s Productivity Referrals: This report will allow a clinic or hospital to track the revenue generated by doctors at the practice from the doctors that refer work to them. The page will display a breakdown of what referring doctors have sent to the clinic by each doctor. Hot Items: This report shows a list of most frequently invoiced codes based on selected parameters. Monthly Productivity (Comparison for Last 3 Years): This real time report shows monthly production compared to the previous two years with increases and decreases noted month to month. Monthly Productivity (Species Selective): This report shows monthly productivity of all or specific species, how many were seen, dollar amount of services and the monthly percentage for the whole year. New Client and Patients by Doctor: This report calculates the total number of new clients and the total number of new patients by Doctor. Productivity by Client: This report shows a list of clients who have been invoiced for selected codes within a selected date range. Referring Clinics: This report details referral business and the revenue generated by a referring clinic. Referring Doctors: This report details referral business and the revenue generated by a referring doctor. Returns by Department: This report tracks all product returns within the specified date range, and will display results for a single Department Code or for all departments depending upon which option is chosen. Returns by Doctor: This report tracks all product returns by Doctor Code within the specified date range, and will display results for a single department code or for all departments depending upon which option is chosen. You must select a doctor in order to run this report. Zip Code Analysis: This report lists top zip codes ranking them in order by number of clients. 4 P a g e

9 SUMMARY OF REPORTS SPLIT INVOICING REPORTS Invoice Splitting Details by Date: This report lists details for all transaction entries, clients and values of all split invoices in a specified date range. Invoice Splitting Details by Invoice: This report shows transaction entries, client and value details for a specific split invoice. Partnership Setup by Partner: This report lists all the patients one client owns, percentage of ownership, and the client file ( caregiver or trainer) that holds the medical history. Partnership Setup by Patient: List of partners/owners for selected patients in a caretaker account and the percentage that each owns. UTILITY REPORTS Archived Patient Data: This report lists deleted patients that have been saved to the inactive file. Deletions List: This report lists basic record information on deleted clients, patients, invoices, transactions and aborted invoices. No other details are available. Estimate Template List: This report shows a list of estimate templates. Period Summary Report: This report reprints all locked period summaries that happened within a date range. Period locking coincides with importing these figures to Quick Books. PRINT BATCH REPORTS: To batch print reports, first fill in your report parameters and then select Print Later instead of Display or Print. Reports will be batched for later printing. 1. Select Print Batch Reports from the Reports pull down menu. The Batch Reports that you have saved will be listed. 2. The parameters that you have selected for the highlighted report will show at the bottom of the screen. Double click the reports to print. "Print" will appear in the status column. 3. Click Print to print the selected reports. 5 P a g e

10 ACCOUNTING REPORTS ACCOUNTS RECEIVABLE REPORT This report shows clients who have an outstanding balance. As of (ending) date Print one line for each client in detail Print in Alphabetical Order (or Account number order) Include or Exclude Specific or All Classifications Date selected Client List based on Classifications Included or Excluded Account Number Client name Phone numbers Current, 30 Days, 60 Days, 90 Days Total amount due Year to Date Paid Definitions Current: Total of client s balance that is under the limit set by their terms. 30 Days: Total of client s balance that is 30 to 59 days old from today s calculation. 6 P a g e

11 ACCOUNTING REPORTS 60 Days: Total of client s balance that is days old from today s calculation. 90 Days: Total of client s balance that is 90 days and older from today s calculation. Total: (Current) + (30 Days) + (60 Days) + (90 Days) YTD: Year to date total of spending by that client for the current year regardless of the As of date used. Totals Page Total 30 / 60 / 90 days past due and Overall Total past due Total current balances and over the counter sales balance (#1 Account) Total balances due Credit balances Total Net Receivables Definitions Total 30 days past due: Sum of all client portions of that category. Total 60 days past due: Sum of all client portions of that category. Total 90 days past due: Sum of all client portions of that category. Total past due: (Total 30 days past due) + (Total 60 days past due) + (Total 90 days past due). Total current balances: Sum of all client portions not overdue. AC#1 (OCS) balance: The balance, if any, found on account #1 for Over-the-Counter Sales. This is separated because the account represents a non-human entity. Total Balance Due: (Total Past Due) + (Total Current Balances) + (Acc#1 Balance). Credit Balances: The total of all credits on client accounts. A list of these clients can be generated in the Clients with Credit Balance. Total Net Receivables: (Total Balance Due) (Credit Balances) Notes Totals page reflects total aged accounts receivable for clients chosen, what is or would be itemized with client detail. Can print one line for each client to break down each client s balance. Option to include/exclude specific classifications to better reflect balances being paid. Shows year to date services for each client Closing out end of year will zero out the year to date services. 7 P a g e

12 ACCOUNTS RECEIVABLE BY DOCTORS REPORT This report shows Accounts Receivable broken down by doctor. As of (ending) date Summary or Detailed Report List by Client or Doctor New page for each doctor ACCOUNTING REPORTS For Summary option Doctor Current, 30 Days, 60 Days, 90 Days, Total balance Total Distributed Receivables Total Undistributed Receivables Total Balance Due 8 P a g e

13 ACCOUNTING REPORTS Definitions Current: The sum of all client portions not overdue. 30 Days Past Due: The sum of all client portions of that category. 60 Days Past Due: The sum of all client portions of that category. 90 Days Past Due: The sum of all client portions of that category. Total Distributed Receivables: Total of all balances that are assigned a doctor code calculated to the As of date. Total Undistributed Receivables: Total of all undistributed balances not associated with invoices saved through IntraVet (i.e. credits/debits/billing fees/interest/conversion data from old billing.) Total Balance Due: (Total Distributed Receivables) + (Total Undistributed Receivables) For Detailed by Doctor Option Doctor Account Number and Client Current, 30 days, 60 days, 90 days, Total balance Notes Can be displayed by doctor or by client. Usually run by doctor. Valuable tool if you are paying doctors based on the monies they collect. Undistributed shows totals not associated with invoice saved through IntraVet (ie. Credits, debits, billing fees, interest, conversion data from old billing). Balance is the amount still owed by client for services performed by that doctor as of a certain date. New page for each doctor provides confidentiality when distributing printouts to associate doctors. 9 P a g e

14 CREDIT ADJUSTMENT REPORT ACCOUNTING REPORTS This report shows a list of all of the credit adjustments that are manually done through transactions of the client. Date range Branch selection (if applicable) Sort by Date or by Client Name Specific Credit Type or All Client Name and Account Number Description Credit Type Date Credit Amount Operator ID Credit Types Number of Transactions Dollar Amount totals Average per Transaction 10 P a g e

15 ACCOUNTING REPORTS Definitions Description: The explanation typed into the Desc field of the credit adjustment box inside of transactions. Credit Type: The Type that is chosen inside of the credit adjustment box inside of transactions. An example would be NO TRANSACTION TYPE. Date: The date that the credit was saved. (Remember that the date can be backdated or changed to a future date when making a credit adjustment.) Credit Amt: The value of the transaction. OpID: The designation of the person at the clinic who saved the credit on the account Notes A date range must be entered in order to display or print this report There is a choice to sort by date or client name order The Credit Types titles are determined from Setup/Program/Debit and Credit Transaction Types. The list of Credit Types provides a choice of either including or excluding the individual types. Double click on the type you want to include or exclude and the word Yes appears. Check the box below to either include or exclude those lines with Yes. At the bottom of the report is a list of Credit Types. For each credit type, there is a total number of transactions that have occurred, along with a dollar mount and the average amount per transaction. The last line is the grand total of all credit transactions. 11 P a g e

16 ACCOUNTING REPORTS DEBIT ADJUSTMENT REPORT This report shows a list of all of the debit adjustments that are manually done through transactions of the client. Date Range Branch selection (if applicable) Sort by Date or by Client Name Specific Credit Type or All Client name Account number Description Credit type Date Debit amount Operator ID Debit Types Number of Transactions Dollar Amount totals Average per Transaction 12 P a g e

17 ACCOUNTING REPORTS Definitions Description: The explanation typed into the Desc field of the credit adjustment box inside of transactions. Debit Type: The Type that is chosen inside of the debit adjustment box inside of transactions. An example would be Returned Ck Fee. Date: The date that the debit was saved. (Remember that the date can be backdated or changed to a future date when making a debit adjustment.) Debit Amt: Value of the transaction. OpID: The designation of the person at the clinic who saved the debit on the account Notes A date range must be entered in order to display or print this report. There is a choice to sort by date or client name order. The Debit Types titles are determined from Setup/Program/Debit and Credit Transaction Types. The list of Debit Types provides a choice of either including or excluding the individual types. Double click on the type you want to include or exclude and the word Yes appears. Check the box below to either include or exclude those lines with Yes. At the bottom of the report is a list of Debit Types. For each debit type, there is a total number of transactions that have occurred, along with a dollar mount and the average amount per transaction. The last line is the grand total of all debit transactions. 13 P a g e

18 DISCOUNTS REPORT ACCOUNTING REPORTS This report shows percent discounts given for clients or on codes within a selected period. Date range Branch selection (if applicable) Code Details o Code or Description Order o Hi to Low Amount o Group by Department Client Details o Account Number or Last Name Order o Hi to Low Amount o Hi to Low Percentage With Code Detail or Client Detail NOT checked Total Amount of Discounts this period Total Number of Discounted Invoices this period Average Discount Amount per Invoice 14 P a g e

19 ACCOUNTING REPORTS With Client Details checked Account number Client name Percentage currently set on client profile Discount dollar amount Percentage of all discounts for Period Note When a client has no saved percentage discount but shows a discount dollar amount (or vice versa), it is because the default percentage has been changed on the invoice at the time of sale. 15 P a g e

20 ACCOUNTING REPORTS with Code Details checked Code Description Discount amount Percentage for Period Definitions Discount Amt: Dollar amounts of discounts applied to each code. Total Amount of Discounts This Period: Sum of discount dollar amounts appearing in invoices. Notes Codes setup as not eligible for discounts may show on this report if the check box apply discount to all items is turned on for the whole invoice. Report can be run without code or client details or with just code, just client, or with both. Does not include discounts applied by using a negative amount on an invoice or applying a pre-set discount code. The totals of the Discount Amount column and the total at the bottom of the page may not match if codes have been deleted or there are invoices not saved properly. 16 P a g e

21 ACCOUNTING REPORTS END OF DAY SERVICES REPORT This report lists the services for each invoice that was permanently saved during the date range specified. Date Range Branch selection (if applicable) Print by Doctors Select specific doctor or select all doctors Doctor Date Invoice number Account number Client name Patient name Code Description Dr Code Quantity Price Amount 17 P a g e

22 ACCOUNTING REPORTS Definitions Price: Selling price of procedure or inventory. Amount: (Quantity) x (Price). Total for (Doctor s Name): All values of productivity based on the date range selected. Notes Sales tax, percentage discounts and payments not listed on this report. An audit trail listing details of each invoice for the day. Good for re-entering lost data or use as permanent copy of invoices day by day. Helpful for reviewing what was charged out to doctors. 18 P a g e

23 END OF DAY TRANSACTIONS REPORT ACCOUNTING REPORTS This report is used to balance receipts at end of day. Date Range Time Range Branch selection (if applicable) List transactions Print totals page Page break for Listings List Check Payments and Refunds List Card Payments and Refunds List Cash Payments and Refunds List Invoices List Tax List Discounts Account Number Client Name Patient/Description Date Invoice number Operator ID Branch Charge Payment 19 P a g e

24 Transactions Page: ACCOUNTING REPORTS Totals Page: Definitions Total Invoices: Total billable amount for the time frame. Total Discount: All amounts auto calculated from the percentage discounts. 20 P a g e

25 ACCOUNTING REPORTS Total Tax: All amounts calculated from tax rate & setup on each code. Total Net Invoices: (Total invoices) (Total Discounts) + (Total Tax). Total Returns: Returns performed in the time frame (can be a mix of free form and invoice returns). Total Returned Tax: Tax figure associated with returned items based on tax rate & code setup. Total Credit Adj: All credit adjustment entries performed in the time frame. Total Debit Adj: All debit adjustment entries performed in the time frame. Total Net Services: (Total Net Invoices) (Total Returns) (Total Returned Tax) (Total Credit Adj) + (Total Debit Adj) This figure is not money collection, but reflects value of all invoices including tax and other financial adjustments less the discounts. The number generated subtracts all returns. Total Cash: All cash activities. Total Cash Change: Amount of change figures given back and posted within the time frame. Total Cash Refund: money paid out to clients in the form of cash. Total Net Cash: (Total Cash) (Total Cash Change) (Total Cash Refund) This figure reflects the new money collected in the drawer for the time period. Total Check: All checks collected in the time frame. Total Card: All credit cards collected in the time frame. Total Payment: (Total Net Cash) + (Total Check Refund) + (Total Card). Total Check Refund: Money paid out to clients in the form of checks. (Can include bad checks not posted.) Total Card Refund: Money paid out to clients in the form of credit cards. Total Net Payments: (Total Payment) (Total Check Refund) (Total Card Refund). Amount of actual money brought in for that time frame. Debit Transactions (Adjustments) Total: The sum of each category listed above it. This figure is used as Total Debit Adjustments above. Credit Transactions (Adjustments) Total: The sum of each category listed above it. This figure is used as Total Credit Adjustments above. Total Number of Transactions: Refers to the number of debit and credit adjustments, check, credit card, cash transactions and returns. Total Number of Invoices: Refers to each animal s permanently saved invoice. This number can also reflect how many animals visited in the time frame accurately if only one invoice was done per animal. Total Visiting Clients: Counts each client within the time frame once regardless of number of animals and/or invoices run. May not equal total invoices, because clients are only counted once even if they bring in multiple pets. 21 P a g e

26 ACCOUNTING REPORTS Money Collected Pages: Notes Transactions show in the order they were saved. Running reports will not close the period. Invoices show client & patient w/ invoice. Considers tax & discounts. Subtotals show breakdown including debit/credit. The report can also be run at any time of the day to get a snapshot off the day's accounts or to close the day out for different shifts, or for any number of days at a time, up to and including a year. 22 P a g e

27 ACCOUNTING REPORTS This report shows all clients with a credit balance. List of Clients with Credit Balances Branch selection (if applicable) Print in Alphabetical or Account Number Order Account Number Client name Phone numbers 90+, 90-60, 60-30, 30-0 days credit balance Total Definitions 90+: Total of client s credit that is 90 days and older from today s calculation date Days: Total of client s credit that is days old from today s calculation date Days: Total of client s credit that is days old fro today s calculation date Days: Total of client s balance that is 0-29 days old from today s calculation date. Total: (90+) + (90-60 Days) + (60-30 Days) + (30-0 Days) Notes Credit balances usually consist of returns, deposits or overpayments. 23 P a g e

28 MANAGEMENT CONTROL REPORT ACCOUNTING REPORTS This report calculates, reviews and tracks activity of the Accounts Receivable Report within the specified date range and compares it to year-to-date totals. This report compares current and previous years as well as year-to-date totals for the specified period. Date range Calculate Average Invoice and Visit Beginning A/R (+) (Current Period, Current YTD, Last Year Same Period, Last Year YTD) Services (+) (Current Period, Current YTD, Last Year Same Period, Last Year YTD) Payments (-) (Current Period, Current YTD, Last Year Same Period, Last Year YTD) Ending A/R (Current Period, Current YTD, Last Year Same Period, Last Year YTD) When Calculate Average Invoice and Visit is checked, displays Number of visits (Current Period, Current YTD, Last Year Same Period, Last Year YTD) Average visit ($)(Current Period, Current YTD, Last Year Same Period, Last Year YTD) Number of Invoices (Current Period, Current YTD, Last Year Same Period, Last Year YTD) 24 P a g e

29 ACCOUNTING REPORTS Definitions BEGINNING BALANCES: Total of transferred balances from a conversion of another software. These figures never change. Total Debits less Total Credits of this type only. SERVICES/PAYMENTS: Total of all Debits and Credits from the start of using IntraVet until the beginning date range for each column. This is the net of all other debits and services less all other credits and payments prior to the current period. BEGINNING A/R [+]: (Beginning Balances) (Services/Payments) BEGINNING BALANCES: The total of beginning balances that have been marked with the description of beginning balance through the debit or credit adjustments. SERVICES: Work provided on client accounts during time frame. It also includes any debit or credit adjustments. Remember that credits will make the services less than what is reported and debits more than what is reported on other reports. SERVICES [+]: (Beginning Balances) + (Services) PAYMENTS [-]: Money and credits collected during that period. ENDING A/R: (Beginning A/R) + (Services) (Payments) NUMBER OF VISITS: Each client is counted once per day, regardless of patient invoices. AVERAGE VISIT [$]: (Services) (Number of Visits) including over-the-counter sales - This is average service value rendered per client not money collected. NUMBER OF INVOICES: Total number of invoices, no matter how many visits a patient has during the day(s). AVERAGE INVOICE [$]: (Services) (Number of Invoices). This is average service value rendered per invoice not money collected. 25 P a g e

30 MERCHANT SERVICE AUDIT REPORT ACCOUNTING REPORTS This report shows a list of clients and credit transactions. Date range Branch selection (if applicable) Account Number Last Name Transaction Type Card Type Receipt ID Process Date Operator ID Account Number Client name Amount Date Transaction Card Type Receipt ID Voided Op ID Payment Totals Refund Totals Void Payment Totals Void Refund Totals Totals 26 P a g e

31 ACCOUNTING REPORTS Notes The totals on this report are based on the dates these transactions were processed through Merchant Services, not the dates they were saved in IntraVet, and should be treated very carefully when comparing the totals from any other reports in IntraVet. 27 P a g e

32 Past Due Accounts-With No Payment Since This report shows Accounts Receivable with optional no payments since a specified date. Date Branch selection (if applicable) All past due accounts More than 30, 60 or 90 days past due 30, 60 or 90 days past due only Classification Print in Alphabetical or Account Number Order Print Client Addresses ACCOUNTING REPORTS Account Number Client name Phone number Current, 30 days, 60 days, 90 days balance Total balance due Last Payment Date of Last Payment 28 P a g e

33 ACCOUNTING REPORTS Definitions Current: Portion of client s balance that is under 30 days old from today s calculation date. 30 Days: Portion of client s balance that is days old from today s calculation date. 60 Days: Portion of client s balance that is days old from today s calculation date. 90 Days: Portion of client s balance that is 90 days and older from today s calculation date. Total: (Current) + (30 Days) + (60 Days) + (90 Days) Last Pmt: The value of each client s last payment amount. Date: Date of last payment. Total Current Balances: The sum of all qualifying client portions not overdue. Total 30 Days Past Due: The sum of all qualifying client portions of that category. Total 60 Days Past Due: The sum of all qualifying client portions of that category. Total 90 Days Past Due: The sum of all qualifying client portions of that category. Total Past Due: (Total 30 Days Past Due) + (Total 60 Days Past Due) + (Total 90 Days Past Due) Total Balance Due: (Total Past Due) + (Total Current Balances) Notes This report has options to include or exclude certain clients, so this totals page is only representing the clients who qualify and not necessarily all who owe money. Can exclude collections/bankruptcy to better reflect balances to be paid. The optional No Payments Since date box helps focus on those old balance accounts with little to no recent activity. Leaving this field blank will not use the feature and give all clients who qualify only with aged balances regardless of recent payments. 29 P a g e

34 PAYMENT DISTRIBUTION REPORT FOR DOCTORS ACCOUNTING REPORTS This report shows the payments associated to individual doctors work within a selected date range. Beginning date Ending date Print a separate page for each doctor o If checked, each doctor will have his/her own page. If not checked, only doctors totals will print. Print report details o If checked, report will list all of the individual clients with their individual payment. If left unchecked, it will only print out the doctors totals. Report including tax (or excluding) o If checked, report will include all of the sales tax collected in the payments. If left unchecked, tax will not be taken into account for the individual payments, but will show up as undistributed. Distribution auditing o If checked, report will show the accounts that the payments are coming from. Checking this box will cause the report to take much longer to generate. Report can be run for selected doctors. for Distribution Auditing Account Number Client name Payments Paid Invoices Not Distributed 30 P a g e

35 ACCOUNTING REPORTS Definitions AccNo: The Client s account number. Client: The name of the client. Payments: Money collected from a client during that time frame. Paid Invoices: Amount distributed towards invoices AND tax, thus doctor productivity plus tax. Not Distributed: (Payments) (Paid Invoices). Payments made against adjustments, billing fees, interest, deposits, etc. If report is run with tax excluded, sales tax will appear in Not Distributed column. *This list of clients shows only people whose payments are not fully distributed. If a client had an invoice that had no sales tax on it and he/she paid it, they will not appear on this list. for Print Report Details On totals page Doctors Total Distributed Payment Total Collected Payment (Cash+Card+Check-Refunds) 31 P a g e

36 ACCOUNTING REPORTS Definitions Total Distributed Payment: Sum of all doctor portions listed above or on separate pages; All collected payments associated to doctor productivity. Total Collected Payment: (Cash Total) + (Card Total) + (Check Total) (Refunds). *There is a discrepancy between Total Distributed Payment and the Total Collected Payment. This is because the report was run without tax included. If tax had been included, the totals would match. *This report will not show the same totals as the Service-Payments Comparison Report as this report only shows payments that satisfy invoices. It will not show payments against adjustments, billing fees, interest, deposits or any other payments. Notes Only payments that satisfy an invoice are included in the totals. If a client has several outstanding invoices, their payment is applied to the oldest outstanding invoice first. The totals are minus discounts. If there is more than one doctor for an invoice, the payment is distributed according to the percentage of the invoice that each doctor contributed. If there is more than one doctor on an invoice and only a partial payment is collected, the partial payment is also distributed according to the percentage of the invoice for each doctor. If a credit is applied to an account, even if it is satisfying a specific invoice, that credit will be evenly distributed among all doctors that appear for the client. Debit adjustments are not taken into account because they are neither an invoice nor a payment. 32 P a g e

37 SALES TAX REPORT ACCOUNTING REPORTS This report lists total sales, exempt sales, net taxable sales and the tax collected for date range specified. Date range Branch selection (if applicable) Total Invoices, Total Discounts and Total Returns Total Taxable Sales and Total Tax-Exempt Sales Net Taxable Sales, Collected Sales Tax and Returned Sales Tax Net Tax Definitions Total Invoices: Value of all sales from the time frame. Total Discounts: Sum of all percentage calculations from the time frame. Total Returns: Sum of return values from the time frame. Total Taxable Sales: (Total Invoices) (Total Discounts) (Total Returns). This represents the Net Sales value of the time frame. Total Tax-Exempt Sales: Sum of the sale value for items marked in code setup or confirmed on the invoices as non-taxable, or the items sold to tax exempt clients. Net Taxable Sales: (Total Taxable Sales) (Total Tax-Exempt Sales). This is the value of sale items that are set up and used in a tax situation. Collected Sales Tax: Sum of tax values on all invoices from the time frame. Returned Sales Tax: Sum of tax values to returns from the time frame. Net Sale Tax: (Collected Sales Tax) (Returned Sales Tax) 33 P a g e

38 SERVICES-PAYMENTS COMPARISON FOR DOCTORS ACCOUNTING REPORTS This report calculates the paid portion of services provided for each doctor in the system on a monthly basis starting with the month of the beginning date. Beginning date Month Doctors Services rendered dollar amount Collected dollar amount Percentage Collected Uncollected dollar amount 34 P a g e

39 ACCOUNTING REPORTS Definitions Services: Value of work performed by each doctor during the time frame listed. Collected: Amount of payments that have been collected and apply to the services of this time frame. Percentage column: (Dollar amount collected) (Dollar amount of services provided) x (100) (ex: Dr. John Smith Smith- Collected=$ , Services= : x 100=77.21% Uncollected: (Collected) (Services) Notes Real time report. It can only be generated as of the current date, therefore it is a difficult report to use to pay doctors. Shows services provided and payments collected by each doctor. Does NOT include sales tax. Discounts are taken into consideration. All amounts are less discounts Deleted invoices do not show on the report Credits made on an account through a financial adjustment counts as a payment when there is a balance on the account. If no balance, report is not affected. Debits are deducted from ONLY the most recent invoice s doctor s amount collected. Returns and Refunds do not affect the report. If there is more than one doctor on an invoice, and the client only pays for part of the bill, the report will give the doctors the appropriate amounts in the services rendered column and then split the payment in equal parts between the doctors. (ex: Invoice= $200 from a hospital stay. Two doctors are on the invoice. $100 paid at time of service. Payment will be split evenly on the report between the two doctors. See example below.) 35 P a g e

40 TRANSACTION ANALYSIS REPORT ACCOUNTING REPORTS This report shows all clients who have charges, payments, and/or adjustments during a specified period. Date Range Branch Selection (if applicable) List Clients When List Clients box is NOT checked Date Total Net Invoices Total Returns Total Credit Adjustments Total Debit Adjustments Total Payments Total Refunds Total Net Payments Total Payments Deposit Payments Payment for Previous Balance Applied Deposit Payments 36 P a g e

41 ACCOUNTING REPORTS Definitions of Totals Page only Total Net Invoices: (Total Invoices) (Total Discounts) + (Total Tax) Total Returns: Returns performed in the time frame PLUS tax on those returns different from End-of-Day Transactions. Total Credit Adjustments: All credit adjustment entries performed in the time frame (breakdown listed on totals page of End-of-Day Transactions) Total Net Services: (Total Net Invoices) (Total Returns (which includes Returned Tax)) (Total Credit Adj) + (Total Debit Adj) This figure is not money collection, but reflects value of all including tax and other financial adjustment less the discounts. Total Payments: All cash, check & credit card payments of the time frame Total Refunds: All cash refunds, check refunds & credit card refunds of the time frame Total Net Payments: (Total Payments) (Total Refunds) Deposit Payments: Includes refunds, overpayments, and deposits. Applied Deposit Payments include negative previous balances that count toward new services. Payments for Previous Balance: Column total for all Previous Balance Paid in time frame. Applied Deposit Payments: When Previous Balance is a credit and is used against new services. Total Net Payment for Services: (Total Net Payments) (Deposit Payments) (Payments for Previous Balance) + (Applied Deposit Payments (as a positive number)) Total Net Services Not Paid: (Total Net Services ) (Total Net Payments for Services) This figure represents all new work from this time period not paid off and now has been added to the Accounts Receivable. When List Clients box IS checked Date Account Number Client Previous Balance Services Payments Previous Balance Paid Services Paid Services Not Paid 37 P a g e

42 ACCOUNTING REPORTS Prev. Bal: Balance on account prior to services of this time frame. Services: Value of invoice(s) in this time frame. The numbers for this column can be affected by a credit on the account from either credit adjustments or giving a line item discount above the total of the invoice. Tax and discounts included. Payments: Received within this time frame. Prev. Bal Paid: Payments that will lesson Accounts Receivable. Services Paid: Money attributed to services of the time frame. Services Not Paid: Additions to Accounts Receivable. Notes Totals DO include sales tax and percentage discounts. Most often used to control AR. Can be used to look at the opening balance of client, charges, payments and adjustments to see how AR has changed. 38 P a g e

43 TRANSACTION TOTALS REPORT ACCOUNTING REPORTS This report is often used as a month end/quarterly report. Date Range Branch Selection (if applicable) Print Daily Totals When Print Daily Totals box IS checked Date Invoices Discount Tax Returns Debit Adjustments Credit Adjustments Services Cash Check Card Refund Payment When Print Daily Totals box is NOT checked Date Total Net Invoices (and breakdown) Debit Transactions (and breakdown) Total Net Payments (and breakdown) Credit Transactions (and breakdown) 39 P a g e

44 ACCOUNTING REPORTS Definitions Total Invoices: All invoice values not including Tax and Discounts Tax: (Total Tax) (Total Returned Tax) Returns: Total Returns not including Returned Tax Services: (Invoices) (Discounts) + (Tax) (Returns) + (Deb Adj) (Cre Adj) Refund: (Cash Refund) + (Check Refund) + (Credit Card Refund) Cash: (Total Cash) (Total Cash Change) Do not confuse this number with any totals numbers on the totals page of this report. Payment: (Cash) + (Check) + (Card-Refund) 40 P a g e

45 ACCOUNTING REPORTS Total Invoices: All values at the end of permanently saved invoices. Total Discounts: All amounts auto calculated from the Percentage Discounts. Total Tax: All amounts calculated from tax rate & setup on each code. Total Net Invoices: (Total Invoices) (Total Discounts) + (Total Tax) Total Returns: Returns performed in the time frame. Total Returned Tax: Tax figure associated with returned items based on tax rate and code setup. Total Credit Adj: All credit adjustment entries performed in the time frame Total Debit Adj: All debit adjustment entries performed in the time frame. Total Net Services: (Total Net Invoices) (Total Returns) (Total Returned Tax) (Total Credit Adj) + (Total Debit Adj). This figure is not money collection, but reflects the value of all invoices including tax and other financial adjustments less the discounts. Total Cash: All cash activities. Total Cash Change: Amount of change figures given back and posted within the time frame. Total Net Cash: (Total Cash) (Total Cash Change) (Total Cash Refund). This figure reflects the new money collected in the drawer for the time period. Total Check: All checks collected in time frame. Total Card: All credit cards collected in time frame. Total Payment: (Total Net Cash) + (Total Check) + (Total Card) Total Check Refund: Money paid out to clients in the form of checks. Total Card Refund: Money paid out to clients in the form of credit cards. Total Net Payments: (Total Payment) (Total Check Refund) (Total Card Refund). This figure reflects new money collected in the day less all payouts. Debit Transactions (Adjustments) Total: Is the sum of each category listed above it. This figure is used as the Total Debit Adj above. Credit Transactions (Adjustments) Total: Is the sum of each category listed above it. This figure is used as Total Credit Adj above. Notes Good comparison to show whether/which clients have left with balances for current services. Daily totals enabled causes one line to print for each day with activity. Separates day total out by invoices, percentage discount, tax, returns, debit/credit adjustments, services, cash, checks, credit card, refunds and payments. Tax and Discounts included. 41 P a g e

46 APPOINTMENT REPORTS APPOINTMENT TYPE REPORT This report lists the statistics of appointments per day by doctor from the first day of last month to the last day. Date range Group Doctor Appointment Type Code Type of appointment Doctor Number of appointments Number of no shows Total appointment time Average appointment time 42 P a g e

47 LAST MONTH S ACTIVITY APPOINTMENT REPORTS This report lists the last month s appointment average. The top ten slots are in bold to let you know which hours are busiest. Group (specific or all) Activity by number of appointments or by minutes Day and hour breakdown Activity by number of appointments Activity by minutes 43 P a g e

48 LAST MONTH S APPOINTMENT TOTALS APPOINTMENT REPORTS This report lists the statistics of appointments per day by doctor from the first day of last month to the last day. Group (specific or all) Activity by number of appointments or by minutes Day and doctor breakdown. Activity by number of appointments 44 P a g e

49 Activity by hours APPOINTMENT REPORTS 45 P a g e

50 BOARDING REPORTS BOARDING ARRIVALS REPORTS This report prints a list of pets due to check in during a specified date range. Location Date range One day per page Account Number Client name Check-in date/time Check-out date/time Confirmation number Species/breed Location/cage Notes This report can be used as a checklist or to project number of pets coming in on a specified date. 46 P a g e

51 BOARDING LIST BOARDING REPORTS This report shows a list of ALL active boarding pets for a specific day (including those checking in/out and current boarders). Location Date Account Number Client name Check-In date Check-Out date Confirmation number Type Location/cage Patient name Species/Breed 47 P a g e

52 BOARDING PATIENTS BOARDING REPORTS This report lists the checked in (not checked out) pets as of a given date. Location Date Account Number Client name Check-In date Check-Out date Location/cage Patient name Species/breed Notes This report also shows the occupancy percentage rate. 48 P a g e

53 BOARDING PRODUCTIVITY BOARDING REPORTS This report provides an overall analysis of boarding revenue and usage. Location Date range Monthly and overall totals Quantity is number of each cage type/capacity is the maximum number of patients allowed in each cage Reserved and Reserved Percentage Occupancy and Occupancy Percentage No Show and No Show Percentage 49 P a g e

54 DEPARTURES BOARDING REPORTS This report lists who is checking out of the boarding module within a specified date range. Location Date range One day per page Account Number Client name Check-In date Check-Out date Location/cage Patient name Species/Breed 50 P a g e

55 NO SHOWS BOARDING REPORTS This report lists clients that did not check in for their scheduled boarding reservation. Location Date range One day per page Account Number Client name Check-In date Check-Out date Location/cage Patient name Species/Breed Estimate of boarding fees 51 P a g e

56 SCHEDULED ACTIVITIES BOARDING REPORTS This report creates a to do list of scheduled activities from the Boarding module in account order. These can be entered at reservation time or during the patient s stay. Location Date Account Number Client name Check-In date Check-Out date Location/cage Patient name Species/Breed Scheduled Activities 52 P a g e

57 CLIENT REPORTS CLIENT LISTS This report prints a list of clients in alphabetical or account number. Beginning and Ending Client. Phone List Only Print in Name or Account Number order Client name Phone number one and two 53 P a g e

58 CLIENT REFERRAL REPORT CLIENT REPORTS This report shows year-to-date revenue generated by client referrals, brochures, yellow pages, etc. Date range Branch selection (if applicable) Referral code Client name Entry date Year-to-date service Balance due Totals Definitions Referral Code: The reason the new client stated for coming to the clinic. Client: The new client and their account number. Entry Date: Date new client was entered into system. Ytd. Service: The amount of revenue from each new client from the beginning of the calendar year. Bal. Due: The amount owed (if any) by the new client. Notes This report is an excellent way to see if advertising dollars are being spent wisely. If you want to see a list of all clients that have referred a new patient, you can do so by clicking on Communications from the IntraVet main screen and clicking on referring clients. 54 P a g e

59 CLIENT VISIT REPORT CLIENT REPORTS This report shows how many clients have visited the office, including repeat visits. Date range Branch selection (if applicable) Number of clients in the system now Number of clients with no visit (in the selected date range) Clients with at least one visit (also your total active clients within the period) Total client visits Number of clients with 1 to 8 visits Number of new clients Number of new patients 55 P a g e

60 CLIENTS BY REVENUE CLIENT REPORTS This report shows top clients (up to 9999). Date range Branch selection (if applicable) Number of clients desired Account number Client name Service dollar amount Visits Average Visit dollar amount Notes This is not a mailing list. Use the client s YTD service total as the cutoff figure in the Recall Generator search. 56 P a g e

61 CLIENTS WITH MISSING DATA CLIENT REPORTS This maintenance report helps to find client files that are missing data (name, address, zip code, etc.). Name, Last Name, Title, Street Address, City, State, Zip/Postal Code, County, Phone Number 1, 2 or Emergency and . Account number Client name 57 P a g e

62 CLIENTS WITH NO ACTIVITY SINCE CLIENT REPORTS This report displays inactive clients since a specified date. Inactive means that no invoice has been permanently saved for the client after the date entered. Date Account number Client name Phone number Entry date Date of Last Activity 58 P a g e

63 RECOMMENDATION COMPLIANCE REPORT COMPLIANCE REPORTS This report runs over a date range in history and finds the codes that were given in that period that satisfy a recommendation. Recommendations are different from reminder codes and have their own setup including what codes or departments satisfy them and how long each recommendation is good for. Date range (Run this for a date range so that the owners have had time to comply. For example, run January s compliance report in April so they have had two months to get in.) Branch selection (if applicable) Code Description Number of Recommendations Number of Compliances Percentage 59 P a g e

64 REMINDER COMPLIANCE REPORT COMPLIANCE REPORTS This report displays a list of reminders due by code within a past date range, the number of each that were due, the number of compliances achieved, and the percentage of compliance. Date range (Run this for a date range so that the owners have had time to comply. For example, run January s compliance report in April so they have had two months to get in.) Branch selection (if applicable) Sort by Description (or Code) Code Description Number of Reminders Due Number of Compliances Percentage 60 P a g e

65 REMINDER COMPLIANCE BY RECALL COMPLIANCE REPORTS This report displays a list of outstanding reminders within a date range, the number satisfied, and a breakdown of how many recalls it took to satisfy them (how many cards or calls). Date range Branch selection (if applicable) Total number of Reminders Due Total Number of Satisfied Reminders Compliance percentage Non Compliance percentage Notes Note: Watch the number of satisfied reminders for conversions vs. the number noted as manually cleared on the footnote. Converted software will have a lot of manually cleared ones that should be ignored. 61 P a g e

66 REMINDER PRODUCTIVITY REPORT COMPLIANCE REPORTS This report displays departments/or codes that clear reminders, within a date range, the number that did clear as well as revenue for each. Date range Branch selection (if applicable) Sort by Description (or Code) Itemize within each Department Department (itemized if selected) Comp # - The number of reminders that the code satisfied. Comp Revenue - The revenue generated from the reminders created off of that code. Total # -The number of times that code was given during the selected time period. It is the same as looking at the productivity for that specific code. Total Revenue - The overall total amount generated from the code during the time period, regardless of whether there were reminders. Compliance % - The overall percentage that had reminders on the code. Notes Totals do not include tax, discount or returns 62 P a g e

67 INVENTORY REPORTS CONTROLLED ITEMS REPORT This report prints a list of Controlled Drugs dispensed within a specific period. Item Code (specific or all) Date range (of items used, not necessarily the same as the invoiced date) Branch selection (if applicable) Account Number Client name Address Patient name Date Invoice number Drug Dispensed Quantity 63 P a g e

68 INVENTORY REPORTS Definitions Date: The permanently saved invoice date. Invoice: The ID number of each permanently saved invoice related to each record. This is a sequential number assigned to the invoice in the order saved, regardless of date. Drug Dispensed: This is the name of the drug that has been marked as a controlled substance in code setup. Below that is the doctor who dispensed the item. Quantity: Amount of the item which was listed on the invoice. Notes The report gets the name of the drug from the main description of code setup. If the clinic does not want to have the actual name of the controlled item listed on the invoice printout for the customer, the client description in code setup can be changed to something different. For example: Controlled Item, Controlled Substance, etc. 64 P a g e

69 INVENTORY AUDIT REPORT INVENTORY REPORTS This report displays all transactions that affect the on-hand quantity of an item, both inventory and financial. It is an effective tool for tracking how and why a quantity changed over a certain time period. Beginning Date Item Code Warehouse selection (if applicable) Print with Details when Print Details IS checked. Transaction Type Quantity Operator ID Date Running Balance Warehouse 65 P a g e

70 INVENTORY REPORTS Definitions Beginning On Hand Quantity: Quantity as of the beginning date of the report (summing all previous transactions ). Transaction Type: What action was taken on the item. Quantity: Count of the item involved in the transaction. A physical adjustment shows how much the item quantity was increased or decreased, not what on-hand quantity was actually entered for the adjustment. Operator ID: The person making the transaction. Date: Date of the transaction. Running Balance: The new Quantity on Hand after the transaction in relation to the warehouse selection. All warehouses refers to all location quantities added together. Warehouse: The location the transaction affected. when Print Details is NOT checked. Totals for all types of activities in the date range. Beginning on hand quantity Net change (plus or minus) Current on hand quantity Definitions Beginning On Hand Quantity: Item count for all transactions prior to the report start date. Net Change: Accumulates all totals using the algebraic operators in parenthesis. Current On Hand Quantity: Item count at the end of the report date range. 66 P a g e

71 INVENTORY BY OPEN INVOICE INVENTORY REPORTS This report displays all outstanding inventory items that are currently on a temporarily saved invoice. Print in Description or Code Order Warehouse selection (if applicable) Code Description Open invoice Quantity On Hand Quantity Total Combined Quantity Invoice information (Account Number, Client, Patient, Date) Definitions Open Invoice Quantity: The total for that item from all open invoices. On Hand Quantity: Current quantity (with open invoices deducted from available stock). Total Combined Quantity: Quantity including open invoices as available stock. Date: Invoice line item date, not the start date or temporary save date of the invoice. 67 P a g e

72 INVENTORY DETAILS REPORT INVENTORY REPORTS This report is used to analyze inventory by date range. Date Range Warehouse selection (if applicable) Department Code (Specific or All) Print in Description or Code Order Group by Departments Code Description Purchases (Amount and Quantity) Sales (Quantity) On Hand (Amount and Quantity) Cost Markup Percentage Price 68 P a g e

73 INVENTORY REPORTS Definitions Purchases Amount: Dollar value of all the purchase entries made within the report date range. Increases are made from Inventory Update (received inventory) with a vendor or through a Purchase Order being processed. Decreases to these numbers are from Inventory Updates (returns) with a vendor. Qty: Accumulation of all purchase entries made within the report date range. Increases are made from inventory Update (received inventory) with a vendor or through a Purchase Order being processed. Decreases to these numbers are from Inventory Update (returns) with a vendor. Sales Qty: Number of units sold on client invoices made within the report date range. Returns on a client s transaction window will decrease this number. On Hand Amount: (Quantity) X (Cost) Qty: Number of units computer has accumulated from all processes, returns, invoices and adjustments up to the ending date of the report. Cost: The last unit value saved to the database through Receive Inventory from vendor or by editing the Inventory Code Setup screen. % Markup: Calculated markup between cost and price (Ex: If a pill costs $1.00 and is sold for $3.00, it has a 200% markup the price is 200% more than the cost.) Price: Current unit value for selling on invoices to clients. The number is only the selling price for the product. It does not add taxes, minimum charges, dispensing fees, or discounts to this number. Notes This report is used a lot to check on what the computer calculates is on the shelf. Scan this report periodically to glance at markups, slow movers, excess quantities, or to compare actual count. This report is up-to-the-minute when it is run, so the numbers may change if it is run 10 minutes later. It is recommended to run this report a minimum of once a month. There is always a human error aspect to this report. If someone just takes something off of the shelf to give away and it is not invoiced, or if some of the inventory is not linked properly to the procedure code that uses the product, then the number will be incorrect in the computer. Some clinics will use a paper list for those items that are used in house, i.e. dog food, shampoo, etc., to manually adjust the numbers later. Other clinics will set up a hospital account and invoice those items out as they are used. The key is to make sure that the computer numbers match the actual shelf numbers for the products. 69 P a g e

74 INVENTORY REPORTS INVENTORY IN-HOUSE USAGE REPORT Date range Department Code (specific or all) Print in Description or Code Order and/or Group by Departments Warehouse selection (if applicable) : Code Description Date Quantity Cost Amount Operator ID Warehouse Department Totals Definitions Cost: Unit value of item at the time of the entry. Amount: (Quantity) X (Cost) Warehouse: The location chosen for the usage depletion. 70 P a g e

75 INVENTORY LOTS EXPIRATION REPORT INVENTORY REPORTS This report lists items set to expire based on date range searched. Date range Department (specific or all) Print in Description or Code Order Group by Departments Warehouse selection (if applicable) Code Description Expiration Date On Hand Quantity Manufacturer Number Warehouse Definitions Manufacturer number: Information entered at the time of processing received goods or added in lot management pertaining to identifying the producer of the product (not necessarily the distributor). Warehouse: The location to find the product. 71 P a g e

76 INVENTORY ON-HAND REPORT INVENTORY REPORTS This report shows an overview of inventory items, each displayed with setup details once found in Code Setup. Department Code (specific or all) Print in Description or Code Order Group by Departments Warehouse selection (if applicable) Code Description Department Quantity (Tax, On Hand) Reorder Level Reorder Quantity Cost (only if there is no warehouse choice or one warehouse is selected) Percent Mark-up (only if there is no warehouse choice or one warehouse was selected) Price 72 P a g e

77 INVENTORY REPORTS Definitions Tax: Indicates whether the item is setup to calculate sales tax at the time of invoicing. Quantity On Hand: The amount of inventory in the warehouse, including amounts found on temporary saved invoices. Reorder Level: The amount the inventory has to be under to indicate it is time to re-order. Re-Order Quantity: The number of items to re-order, usually the norm or a suggestion. Cost: The price that the item was purchased for. Percent Mark-up: The amount that the item should be marked up. Price: The dollar amount that each item should be sold for after mark-up. Notes Report does include items on temporarily saved invoices. Cost and quantity-on-hand will not be listed for all warehouses because each location can carry their own last cost. Pricing (sale price) is always the same. The Price on this report does not reflect minimum charges or dispensing fees that might be a part of that particular code s setup. It also does not calculate tax. Markup percentage is always reflected as a comparison between the current cost to the selling price. 73 P a g e

78 INVENTORY RE-ORDER REPORT INVENTORY REPORTS This report shows inventory below re-order level and/or all items regardless of stock level. You may automatically load items into Purchase orders that are below reorder level from the Purchase Order window instead of using this report to manually create Purchase orders. Vendor and Department (specific or all) List Items Below Re-order Level Only Include Items without a Re-order Level Setup Include Items Currently on Purchase Orders All warehouses with combined reorder quantities (if applicable) Print in Description Order (or in Code Order) Department Code Description Reorder Level Reorder Quantity On Hand Quantity Cost (only if there is no warehouse choice or one warehouse is selected) 74 P a g e

79 INVENTORY REPORTS Definitions Re-Order Level: Items must be below the reorder level to be considered low (to appear when list below reorder level is chosen). Changes can be made in Code Setup-Inventory Codes-Edit, or during the Price Update when processing Inventory Updates or Purchase Orders. The re-order level must be the same as you are selling the product (ex-if sold by the bottle, re-order by the bottle). Re-Order Qty: Preset number for references as a normal or suggested order quantity. Changes can be made in Code Setup-Inventory Codes-Edit, or during the Price Update when processing Inventory Updates or Purchase Orders. The re-order level should be the same as you are selling the product (ex-if sold by the bottle, re-order by the bottle). On Hand: Number of units the computer has tracked which should represent the physical count. This does not include amounts saved on temporary invoices. Cost: Current unit value of the item determined from the vendor chosen for the report. If all vendors are involved in the report, the cost represents the most recent value saved in the system. No cost will be listed for all warehouses because each location can carry their own. Notes This report will allow you to choose a vendor to get a list of items that you usually order. You must have actually ordered an item from the vendor for it to list under that vendor in this report. If you choose the option List Items Below Order Level Only, then it will only show those items that are below your Re-Order Level. If the quantity on hand is exactly the same as the Re-Order Level, then it will not list the item on this list. If you choose the option Include Items without a Re-Order Level Setup, then it will add all items that do not have a Re-Order Level set up in addition to whatever other selections are made. This list will be very long of most of the inventory codes do not have that level set up in the code setup. If you choose both options List Items Below Level and Codes without Re-Order Level Setup the report will only get a few of the codes according to the parameters set, depending upon whether the fields inside the inventory code setup for Re-Order level and Re-Order quantity are filled in with a number. If you choose Items Currently on Purchase Orders, results will show all inventory items that are below re-order level (if that selection is also chosen) as well as list those for which there is an open purchase order. Usually this option is avoided because a clinic will not want to order something that is already on the way. 75 P a g e

80 INVENTORY TRANSFER REPORT INVENTORY REPORTS This report shows an audit trail of the transfer of goods between warehouses. Date range Item Code Description Date of transfer From warehouse To warehouse Total Cost Quantity Notes This report only applies if warehousing is used for inventory. 76 P a g e

81 PURCHASE HISTORY REPORT INVENTORY REPORTS This report displays total purchases last year and total inventory amount (quantity on hand X current item cost). Date range Vendor Item Warehouse selection (if applicable) Sort by item, then vendor, then date, then cost Sort by Vendor, then item, then date Sort by Date, then item, then vendor or vendor then item Include notes and type of notes Totals-All, by Vendor, by Warehouse Print Totals Only Code Description Product Date Type Purchase Order Number Buy-Sell Quantity Unite Cost Amount 77 P a g e

82 INVENTORY REPORTS Definitions Code: Number assigned to inventory item in IntraVet. Description: Name of inventory item. Product: Vendor s product number. Date: The date of the transaction. Type: Identifies what kind of inventory adjustment was made (BOQ is beginning on-hand quantity, DEP is depletion, REC is received, IHU is in-house usage, etc.). PO No: Purchase order number. Buy-Sell: The number of units as sold to clients (not as purchased form the vendor). For example: You buy 1 bottle of pills from the vendor but sell by the pill to clients: the Buy-Sell would be the number of pills in the bottle (500), a tube of ointment would be sold by the tube (1). Quantity: Quantity of the item involved in the transaction. Unit Cost: Cost (value) as purchased of the unit. Amount: (Quantity) X (Unit Cost) 78 P a g e

83 PURCHASE ORDER (BROWSE BY ITEM) REPORT This report prints a list of past Purchase Orders by Item. Code Description Product Date Type PO No Op. ID Buy-Sell Qty U-Cost Amount INVENTORY REPORTS Definitions Code: The code assigned to each particular item in IntraVet. Description: The name of each inventory item. Product: Product number (optional). Date: The date of the last modification to the item. Type: Identifies what kind of inventory adjustment was made (BOQ is beginning on-hand quantity, DEP is depletion, REC is received). PO No: Purchase order number. OP ID: The person that made the last modification to the item. Buy-Sell: The number of units that can be sold (For example: Pills may be sold by the piece so the Buy-Sell would be the number of pills in the bottle (500), a tube of ointment would be sold by the tube (1). Unit Cost: How much the item cost to purchase. Amount: (Quantity) X (Unit Cost) 79 P a g e

84 PURCHASE HISTORY (BROWSE BY VENDOR) This report prints a list of past Purchase Orders by Vendor. Vendor Code Description Product Date Type Purchase Order Number Operator ID Buy-Sell Quantity Unit Cost Amount INVENTORY REPORTS Definitions Vendor: The number or abbreviation of the vendor. Description: The name of Vendor associated to the Vendor Code. Product: Product number (optional). Date: The date of the last modification to the item. Type: Identifies what kind of inventory adjustment was made (BOQ is beginning on-hand quantity, DEP is depletion, REC is received). PO No: Purchase order number. OP ID: The person that made the last modification to the item. Buy-Sell: The number of units that can be sold (For example: Pills may be sold by the piece so the Buy-Sell would be the number of pills in the bottle (500), a tube of ointment would be sold by the tube (1). Unit Cost: How much the item cost to purchase. Amount: (Quantity) X (Unit Cost) 80 P a g e

85 PURCHASE ORDER REPORT INVENTORY REPORTS This report prints a list of pending Purchase Orders. Date range Details Vendor ID Vendor name Purchase Order Number Date of order Quantity Ordered Quantity Received Pending order quantity Price per unit Total price Purchase Order Total Vendor Total Grand Total Notes The total amounts displayed are for the pending portions of the order. Vendor IDs can be numeric or alpha (Vendor abbreviation). 81 P a g e

86 PURCHASE ORDER HISTORY REPORT INVENTORY REPORTS This report prints a list of past Purchase Orders. Starting & Ending Purchase Order Number Warehouse selection (if applicable) Vendor ID Vendor name Code Description Date Quantity Price Amount 82 P a g e

87 YEAR-TO-DATE INVENTORY TOTALS REPORT INVENTORY REPORTS This report displays total purchases last year and total inventory amount (quantity on hand X current item cost). Choice of warehouse (if applicable) Department (Specific or All) Total purchases last year Total purchases this year Total inventory 83 P a g e

88 INVENTORY REPORTS Definitions Total purchases last year: Dollar value of all the purchase entries from the previous year. Increases are made from Inventory Update (Received Inventory) with a vendor or through a Purchase Order being processed. Decreases to these numbers are from inventory Update (Returns) with a vendor. This figure can be found as the Purchases Amount column total for last year s YTD Details report. If new entries have been made to last year since the last calculation of that YTD Details, this total will be different. We suggest rerunning the YTD Details for last year to replace the old report and numbers. Total Purchases This Year: Dollar value of all the purchase entries from Jan 1 to date of print. Increases are made from Inventory Update (Received Inventory) with a vendor or through a Purchase Order being processed. Decreases to these numbers are from Inventory Update (Returns) with a vendor. This figure can be found as the Purchases Amount column total for YTD Details report that has been run immediately before or after. More time lag between the compared reports increases the risk of different numbers due to more entries. Total Inventory: Value of stock on hand; each quantity multiplied by each current cost. The Current Cost is the last unit value saved to the database through Receive Inventory from vendor or by editing the Inventory Code Setup screen. Notes Negative quantity on hand will affect the total value of inventory. If there is an item that cost $2.00 and has a negative quantity of -4, it will take $8.00 off the value of the inventory. In order to get correct figures for inventory, it has to be entered the right way. 84 P a g e

89 PATIENT REPORTS BATCH PRINT RABIES CERTIFICATES This report allows you to print all Rabies Certificates at once. Date range of vaccinations County of client residency (optional) Format RABIES VACCINATION CERTIFICATE RABIES TAG NUMBER NASPHV FORM 51 (Revised 2007) XXXXXX Owner's Name & Address Print Clearly MICROCHIP NUMBER LAST FIRST M.I. TELEPHONE Smith Dianne A. (614) NO STREET CITY STATE ZIP 1010 Main St Columbus OH SPECIES SEX AGE SIZE PREDOMINANT BREED PREDOMINANT Dog X Male Months X Under 20 lbs X Golden Retreiver COLORS/MARKINGS Cat Female X 6 Years lbs Name Gold Other Neuter X Over 50 lbs Lucky (Specify) 1 Yr 3 Yr Animal Control License DATE VACCINATED PRODUCT NAME Veterinarian: John M. Smith, DVM 6/20/2007 License No: MANUFACTURER NEXT VACCINATION DUE BY: (First 3 Letters) m e r Veterinarian's 6/19/ yr USDA Licensed Vaccine Signature X 3 yr USDA Licensed Vaccine Address IntraVet Veterinary Clinic 4 yr USDA Licensed Vaccine 4140 Tuller Rd Ste 132 Initial dose Booster dose Dublin, OH B Vacc. Serial (Lot) No. Notes Only vaccinations that were originally invoiced and PRINTED (or Saved to Print) through IntraVet will be eligible for this feature. Specific county used on the report is optional. Client profiles MUST have a correctly spelled county name on their account to match the spelling used on this report option. Fixes can be made to their profiles after the original certificate/invoice was created and does not require anything to be redone. The code used to invoice Rabies out must still be set up as a Rabies Vaccination and set up to print a certificate. 85 P a g e

90 PATIENT REPORTS DIAGNOSIS REPORT This report lists all patients that were given a diagnosis in a specified date range. Date range Diagnosis codes (All or Specific) Include SOAPs in the printout Client Last Name or Account Number Order Account number Client name Patient name Diagnosis (code and description) Date 86 P a g e

91 PATIENT REPORTS ESTIMATES LIST This report lists all clients and patients with estimates on file. There is a separate report for viewing Estimate Templates (under Utility Reports). Date range Client Last Name or Account Number Order Client name Account Number Patient Date estimate was saved 87 P a g e

92 PATIENT REPORTS PATIENTS WITH MISSING DATA This report finds all patient files that have no information in profile field (species, sex, breed, etc.). Species Sex Breed and Color Date of Birth Weight Account number Client name and Phone number Patient name Notes You can do any combination of option check marks. This is a match any search. The report does not indicate what field(s) are blank for that animal, just that at least one of your marked choices is empty. 88 P a g e

93 PATIENT REPORTS PATIENTS WITH NO ACTIVITY SINCE This report lists all clients and the patients since a certain date that have not been in for a visit (invoice). Date of cutoff Patients with/without active status Account number Client name Phone number Patient name Date of Last Activity Notes Active status only option helps to avoid animals that have already been determined as having little to no activity. No Activity At All instead of a date indicates this animal has never been invoiced since using IntraVet. This report is good to use as a date review before attemting Mass Patient status change or Mass Patient Delete utilities. 89 P a g e

94 PATIENT REPORTS PATIENTS WITH NO REMINDERS This report lists all clients and their patients with reminders of any kind. Date (when animals were entered on to present) Client Last Name or Account Number Order Client name Account Number Patient name Age Entry Date Last Visit Notes An overdue date and a cleared date register as having reminder history. This is NOT a report finding animals with no future due dates. 90 P a g e

95 PATIENT REPORTS RABIES VACCINATION LIST This report lists all client and patient information for those animals that were vaccinated in a date range ONLY if the original certificate was printed at the time of invoicing (or Save to Print was selected). Date range County of client residence (optional) Vaccination (specific or all) Patients with/without active status Tag ID Number, Client Last Name or Account Number Order Account number Client name, address & phone numbers Patient species, name, breed, sex, color, age, weight & description. Vaccination Date of vaccination Date due for next in series Tag ID Vaccine manufacturer Lot number 91 P a g e

96 PATIENT REPORTS Notes Specific county used on the report is optional. Client profiles MUST have a correctly spelled county name on their account to match the spelling used on this report option. Fixes can be made to their profiles after the original certificate/invoice was created and does not require anything to be redone. Only procedure codes that are set up as Rabies type in the advanced setup AND if the original certificate was printed (or Save to Print was selected) at the time of invoicing are eligible for this report. Fixing that setup will add old certification information to the report BUT no procedures or serial number information is included because those entry fields at the time of invoicing are controlled by this setting. When printing in Tag ID order, entries with no tag information (such as cats) will not be included. 92 P a g e

97 PATIENT REPORTS TAG ID LIST This report lists tag numbers found on the Patient Profiles in the Tag ID field. Patients with active status only Tag ID number Patient name Client ID number Client name Phone number Notes List is in tag (alphanumeric) order only. This list has no indication of Rabies status being overdue or up-to-date. If an animal has not been vaccinated for 5 years, the number on this list is still his last given tag ID and is still in his profile. Most likely that very old tag is still on the collar giving us the chance to still search for a lost pet. 93 P a g e

98 PATIENT REPORTS VACCINATION LIST This report lists client and patient information for those animals that were vaccinated within a specified date range. Date range County of client residence (optional) Vaccination (specific or all) Patients with/without active status Tag ID Number, Client Last Name or Account Number Order Account number Client name, address, and phone number Patient name, species, breed, sex, color, age, weight, and description Vaccination Date of vaccination Date due for next in series Tag ID (if applicable) Vaccine manufacturer (if applicable) Lot number (if applicable) 94 P a g e

99 PATIENT REPORTS Notes Specific county used on the report is optional. Client profiles MUST have a correctly spelled county name on their account to match the spelling used on this report option. Fixes can be made to their profiles after the original certificate/invoice was created and does not require anything to be redone. Only procedure codes that are set up as Rabies or Vaccination type in the advanced setup are eligible for this report. This change is also retroactive. When printing in Tag ID order, entries with no tag information will not be included. 95 P a g e

100 PATIENT REPORTS VIEW REFERRAL LETTER This report shows a list of saved referral letters. Referral letters are generated from logs or Soaps within the medical history. Client/Pet order, Description order or Referring doctor order Account number Client name Phone number Patient name Date of last activity Notes Double click on a line with Client and Patient Name (works the same as [open]) to review the saved letter. Reprinting is available, but not ing. Original log and original letter in patient history must be opened to P a g e

101 PATIENT REPORTS VISIT SERVICES LIST This report lists all items still outstanding in Visit Services. These charges not yet loaded to an invoice that originated from Rx refills from history, Boarding Check Outs, Lab Results, or SOAP Plans. Client Last Name or Account Number Order Client name Account Number Patient name Doctor Date Type of service (origin of charges) 97 P a g e

102 PRODUCTIVITY REPORTS CLIENT AND PATIENT STATISTICS This report shows the number of clients and patients in the system at present time with a breakdown of number and percentage of total active animal population in table form and in pie chart form. Print Count of Individual Breeds. When Print the Count of Individual Breeds is NOT checked Total number of Clients in the system Total number of Active Patients Species Species Count Percentage of total patients 98 P a g e

103 When Print the Count of Individual Breeds IS checked Breed Count Percentage of total patients PRODUCTIVITY REPORTS Definitions Total number of clients in the system: At the time of calculation, this is the total of all client files in the system regardless of classification. Total number of active patients: At the time of calculation, this is the total of all patient files in the system that have status of Active. %: The percentage of the specific animal count in comparison to the total of all patients with Active status. Notes Can be used to watch the progression of building the data base for a clinic installing their first computer system. Double check for proper combinations of breeds with species. 99 P a g e

104 CLIENT RETENTION BY DOCTOR PRODUCTIVITY REPORTS The purpose of the Client Retention by Doctor Report is to see how many repeat visits each doctor is getting. This report can also be used to get an idea of the retention rate of the clinic as a whole. Initial Visit Beginning Date and Ending Date Repeat Visit Beginning Date and Ending Date Branch Selection (if applicable) Print a Separate Page for Each Doctor Calculate clinic retention Doctor (Specific or All) Initial visit range Repeat visit range Doctor Code Doctor Name Number of Initial visits Number of Repeat visits Retention Percentage 100 P a g e

105 PRODUCTIVITY REPORTS Definitions Number of Initial visits: The number of clients that were invoiced within the date range specified. The client may be an old or new client. Number of Repeat visits: The number of clients that came back for another visit (that visited in the initial visit period) for that specific doctor. A client that is seen by more than one doctor will count as a visit for each doctor. Client Retention counts each client once, regardless of the number of doctors seen. Notes Date Ranges: o The first is to determine the time range when the initial visit would have been performed. This means that it is looking for a client that has had a visit in the specified date range for that specific doctor. o The second is necessary to allow a clinic the ability to determine a suitable time frame in which to consider a client retained by that doctor. Initial visit does not necessarily mean the first visit for the client. It reflects what clients (established or new) have had visits in that date range. If multiple doctors were responsible for a single invoice, both doctors get credit for the visit. When calculating the Clinic retention, a client is counted only once regardless of the number of doctors who appear on the invoice. This average will appear at the bottom of the report, beneath the doctors calculations. 101 P a g e

106 CLINIC SUMMARY REPORT PRODUCTIVITY REPORTS This report provides an overview of key productivity statistics for a given period on a single report. Branch selection (if applicable) Summary Period (Day of, Week of, Month of, Year of) Comparison Period (Previous # days, Same period of previous year, Custom) Net Invoice Amount, Summary Period Total, Comparison Period Daily Average, Comparison Period Total Average Invoice, Summary Period Total, Comparison Period Daily Average, Comparison Period Total Gross Payment Amount, Summary Period Total, Comparison Period Daily Average, Comparison Period Total Credit Amount, Summary Period Total, Comparison Period Daily Average, Comparison Period Total Debit Amount Summary Period Total, Comparison Period Daily Average, Comparison Period Total Return Amount, Summary Period Total, Comparison Period Daily Average, Comparison Period Total Refund Amount, Summary Period Total, Comparison Period Daily Average, Comparison Period Total Number of Invoices, Summary Period Total, Comparison Period Daily Average, Comparison Period Total Number of Clients seen, Total Summary Period Total, Comparison Period Daily Average, Comparison Period Total Number of New Clients, Summary Period Total, Comparison Period Daily Average, Comparison Period Total Number of New Patients, Summary Period Total, Comparison Period Daily Average, Comparison Period Total 102 P a g e

107 PRODUCTIVITY REPORTS Definitions Net Invoice: Total of all invoices permanently saved, including tax. (Should match End of Day reports for same period) Average Invoice: (Net Invoice Amount) (Number of Invoices) Gross Payment Amount: Sum of all payments received, without regard to returns/refunds. Credit and Debit Amount: Sum of all credit and debit adjustments saved within the time period. This includes returned checks, check fees and refund adjustments. Return Amount: Total of all returned inventory for the timeframe, regardless of whether or not a refund was issued. Refund Amount: Total of all refunded monies, not including credits on accounts. Number of Invoices: Number of permanently saved invoices generated for the time period. Number of Clients seen: Each client is counted once per day, regardless of patient invoices. Number of New Clients: Those clients whose entry into IntraVet falls within the specified date range. Number of New Patients: Those patiens whose entry into IntraVet falls within the specified time period. This includes established clients who bring in new pets. Notes Can be used to easily compare clinic productivity for a selected time period to a previous period, alongside a current one. 103 P a g e

108 DEPARTMENTAL FEE EXCEPTION REPORT This report shows items sold with prices changed or overwritten during invoicing. Date range Branch Selection (if applicable) Department (Specific or All) Itemize within each Department (or not) PRODUCTIVITY REPORTS When Itemize within each Department IS checked Departmental breakdown Code and description Charged Original Variance Totals 104 P a g e

109 when Itemize within each Department is NOT checked Department Charged Original Variance Total Fee Exception for Procedures & Inventory Totals PRODUCTIVITY REPORTS Definitions Charged: The selling price amount charged at the time of invoice. Percentage discounts are not deducted from the value of the procedures or inventory sold. Taxes are not recorded on this report because it is not work that is being credited to a department or doctor. Original: The selling price per the code setup at time of invoicing. This does include Dispensing Fees, Minimum Charges, and Quantity Pricing. Variance: (Charged) (Original) Negative number is a manual decrease. This means someone charged less than what the selling price should have been. Positive number means someone charged more than what the selling price should have been per the code setup. Notes Good report to show if a code s price needs to be adjusted. Good report to show if items are being given away for free. All dollar figures reflect the value of work, not money collection. Taxes are not recorded on this report. Percentage discounts will not be deducted from the value of the procedures or inventory sold. This means that discount percentages are not counted as fee exceptions (there is a separate discount report showing discount percentages applied) The figures on this report reflect when the invoice was saved, not when it appears in patient history. If someone has an item that was dated in an invoice at the end of June, and it was saved temporarily until the beginning of July, then the productivity will reflect at the beginning of July. 105 P a g e

110 DEPARTMENTAL PRODUCTIVITY REPORT PRODUCTIVITY REPORTS This report is often run monthly to monitor services and products sold during the period. It can be used for business forecasting of future sales and ordering. Date range Branch selection (if applicable) Department (Specific or All) Itemize within each Department (or not) With Itemize within each Department checked Procedures and inventory codes and descriptions Quantity Returns Cost Sales Net Sales Percentage 106 P a g e

111 PRODUCTIVITY REPORTS Definitions Itemized within each Department QTY: Number of units sold/distributed on permanently saved invoices for the time frame. Returns: Amount of stock returned through the expansion display of an invoice (return with details to invoice) during time frame. If a return is performed by typing in the item code, the figures of that transaction are not included here. This is a freeform return. Cost: The accumulated cost value of the quantity from each invoice minus the cost value of the quantity from each return (with details to invoice) for the time frame. This is not a product of quantity with the current cost of the item, but is the sum of each recorded cost of the item at the time of the invoice being saved. Sales: The accumulated selling value of the quantity from each invoice less the value of the quantity from each return (with details to invoice) for the time frame. This is not multiplying Quantity to the current Selling Price of the item, but is the sum of each selling price at the time each invoice was saved. These figures include Dispensing Fees, Minimum Charges, Qty Pricing and manually changed prices. Percentage discounts will not be deducted from the value of the procedures or inventory sold. The actual values of the line items on the invoice, at the time they were put on the invoice, are what the report is noting. Taxes are not recorded on this report because it is not work that is being credited to a department or doctor. Net: (Sales) (Cost) Sales %: The system Invoice Total for that time frame divided by each code s sales value for the time frame. The system s total sales figure is listed at the bottom of the report and is the Invoice Total from the Transaction Totals report for the same time frame. With Itemize within each Department NOT checked Department Cost Sales Net Sales Percentage Definitions Not itemized within each Department Cost: The accumulated cost value of the quantities from each invoice minus the cost value of the quantities from each return (with details to invoice) for the time frame, assigned to each department. This is not a product of quantity with the current cost of the item, but is the sum of each recorded cost of each item at the time of the invoice being saved and then organized by department. Sales: The accumulated selling value of the quantities from each invoice less the value of the quantities from each return (with details to invoice) for the time frame, assigned to each department. This is not multiplying Quantity with the current Selling Price of the item, but is the sum of each selling price at the time each invoice is saved and then organized by department. These figures include Dispensing Fees, Minimum Charges, Qty Pricing and manually changed prices. Percentage discounts will not be deducted from the value of the procedures or inventory sold. The actual values of the line items on the invoice, at the time they were put on the invoice, are what the report is noting. 107 P a g e

112 PRODUCTIVITY REPORTS Net: (Sales) (Cost) Sales %: The system Invoice Total for that time frame divided by each department s sales value for the time frame. Notes Items will not be in the expanded department if sales quantity for the date range is zero. All dollar figures of this report reflect value of work, not money collection. Percentage discounts will not be deducted from the value of the procedures or inventory sold. The actual values of the line items on the invoice, at the time they were put on the invoice, is what the report is noting. Taxes are not recorded on this report as it is not work that is being credited to a department or doctor. The figures on this report reflect when the invoice was saved, not when it appears in patient history. The receiving of inventory can greatly affect the numbers in the Cost and Net columns. If someone applies the wrong buy/sell ratio and unit cost as they enter inventory, it will greatly increase or decrease the numbers in this column, and this report will be inaccurate. There is no quantity reference when not itemizing within the department(s) to avoid adding number of dissimilar units of measure. Example of food department: 5 cans, 2 forty pound bags, and 3 packs of snacks do not equal 10 of the same unit. 108 P a g e

113 DOCTOR S FEE EXCEPTION REPORT PRODUCTIVITY REPORTS This report shows items sold with prices changed or overwritten during invoicing. Date range Branch selection (if applicable) Department (Specific or All) Doctor selection Itemize within each Department (or not) When Itemize within each Department IS checked Departmental breakdown Code and description Charged Original Variance Totals 109 P a g e

114 When Itemize within each Department is NOT checked Department Charged Original Variance Total Fee Exception for Procedures Totals PRODUCTIVITY REPORTS Definitions Charged: The selling price charged at the time of invoice. Taxes are not recorded on this report because it is not work that is being credited to a department or doctor. Original: The selling price of the item as determined by the setup at the time of invoicing. This does include Dispensing Fees, Minimum Charges, and Quantity Pricing setup Variance: (Charged) (Original) Negative number indicates a manual decrease. This means someone charged less than what the selling price should have been. Positive number indicates a manual increase. This means someone charged more than what the selling price should have been. Notes Good report to show if a code s price needs to be adjusted. Good report to show if items are being given away for free. All dollar figures reflect the value of work, not money collection. Taxes are not recorded on this report. Percentage discounts will not be deducted from the value of the procedures or inventory sold. This means that discount percentages applied do not show as fee exceptions only price overwrites. There is a separate discount (%) report. The figures on this report reflect when the invoice was saved, not when it appears in patient history. If someone has an item that was dated in an invoice at the end of June, and it was saved temporarily until the beginning of July, then the productivity will reflect at the beginning of July. 110 P a g e

115 DOCTOR S PRODUCTIVITY REPORT PRODUCTIVITY REPORTS The Doctor s Productivity Report separates each doctor s production by calculating departmental totals or detailed itemized departmental totals based on the amount invoice during the specified date range. This report can be run for all departments or set to report on only one department. Date range Branch selection (if applicable) Department (Specific or All) Itemize within each Department (or not) When Itemize within each Department IS checked Procedure and inventory codes and descriptions Qty Returns Cost Sales Net % Sales Totals 111 P a g e

116 PRODUCTIVITY REPORTS Definitions Qty: Number of units sold/distributed on permanently saved invoices for the time frame. Returns: Amount of stock returned through the expansion display of an invoice ( return with details to invoice ) during the time frame. Cost: The accumulated cost value of the quantity from each invoice, minus the cost value of the quantity from each return ( with details to invoice ) for the time frame. This is not a product quantity with the current cost of the item, but is the sum of each recorded cost of the item at the time of the invoice being saved. Sales: The accumulated selling value of the quantity from each invoice less the value of the quantity from each return ( with details to invoice ) for the time frame. This is not multiplying Quantity to the current Selling Price of the item, but is the sum of each selling price at the time each invoice is saved. Net: (Sales) (Cost). This can be negative if the cost is higher than the price (usually due to mistakes in inventory entries). Sales %: The system Invoice Total for that time frame divided by each code s sales value for the time frame. The system s total sales figure is listed at the bottom of the report and is the Invoice Total from the Transaction Totals report for the same time frame. When Itemize within each Department is NOT checked Department Cost Sales Net Sales % Definitions Cost: The accumulated cost value of the quantities from each invoice minus the cost value of the quantities from each return (with details to invoice ) for the time frame, assigned to each doctor. This is not a product of quantity with the current cost of the item, but is the sum of each recorded cost of each item at the time of the invoice being saved and then organized by department. Sales: The accumulated selling value of the quantities from each invoice less the value of the quantities from each return (with details to invoice ) for the time frame, assigned to each department. This is not multiplying Quantity with the current Selling Price of the item, but is the sum of each selling price at the time each invoice is saved, and then organized by department. These figures include Dispensing Fees, Minimum Charges, Quantity Pricing, and manually changed prices. Percentage discounts will not be deducted from the value of the procedures or inventory sold. The actual values of the line items on the invoice, at the time they were put on the invoice, are what the report is noting. Net: (Sales) (Cost) 112 P a g e

117 PRODUCTIVITY REPORTS Sales %: The system Invoice Total for that time frame divided by each department s sales value for the time frame. The system s total sales figure is listed at the bottom of the report is the Invoice Total plus Total Returns from the Transaction Totals report for the same time frame ONLY if all Returns are performed with details to an invoice. A message shows at the bottom of the report warning if returns within the period were not saved properly, meaning the Return was not facilitated through an Expanded Invoice display. Notes All numbers are specific to the doctor s sales figures. Productivity (sales) shows only the amount invoiced and does not reflect money collected. This report does not include taxes as it does not include work that is being credited to a department or a doctor. This report does not include percentage discounts. Items will not be in the expanded department if sales quantity for the date range is zero. There is no quantity reference when not itemizing within the department(s). To avoid adding numbers of dissimilar units of measure. Example of food department: 5 cans, 2 forty pound bags, and 3 packs of snacks does not equal 10 of the same unit. 113 P a g e

118 DOCTOR S PRODUCTIVITY ANALYSIS REPORT PRODUCTIVITY REPORTS This report shows the number of patients seen by each doctor in the chosen period and the percentage of the total seen, the revenue generated by the invoices and the percentage of the revenue, and the average revenue per invoice. Date range Branch selection (if applicable) When Itemize within each Department IS checked Doctor Patients Seen (number and percentage of total) Revenue Generated (dollars and percentage of total) Per Patient (dollar average) Totals 114 P a g e

119 PRODUCTIVITY REPORTS Definitions Patient Seen: Count is determined when a doctor code is used on at least one line of an invoice. The percentage is calculated from the total number of animals for the time frame. Be aware that an invoice can be shared by multiple doctors, so one animal may be counted more than once. The total count of Patients Seen can be higher than the other invoice and patient total figures on other reports. Revenue Generated: Dollar values accumulated, determined by the doctor code on each line of an invoice. The percentage is calculated from the total value for the time frame. The numbers for this column come directly from the doctor productivity report and returns are subtracted from the revenue of each doctor. Notes Productivity is only the amount charged and does not indicate money collected. Some practice base compensation or bonuses from the numbers generated from this report. Total patients seen may be inflated if two doctors appear on the same invoice. If a return is performed by typing in the item code (free form return), the figures of that transaction are not included here. It will not reflect the correct numbers if there are free form returns. Percentage discounts will not be deducted from the value of the procedures or inventory sold. The actual values of the line items on the invoice, at the time they were put on the invoice, are what the report is noting. Taxes are not recorded on this report because it is not work that is being credited to a department or a doctor. All percentages are rounded to two digits after the decimal point, so a difference of 0.01 may result for the totals. 115 P a g e

120 DOCTOR S PRODUCTIVITY BY REFERRALS PRODUCTIVITY REPORTS This report will allow a clinic or hospital to track their doctors revenue that is generated by referrals. The page will display a breakdown of what referring clinics/doctors have referred patients to your clinic s doctors. Date range Number of Referrals Average Services Services Ref Clinic/Doctor Doctor selection (Specific or All) Doctor Referring Clinic Referring Doctor Referrals Services Average Services Totals 116 P a g e

121 PRODUCTIVITY REPORTS Definitions Referrals: Number of Patients Seen by the user in the time frame, subtotaled by each referring doctor and totaled by each referring clinic. The number of permanently saved invoices determines this number. Services: Dollar value of line items on invoice(s) for the time frame. Returns are not included or recorded on this report. If someone returns something, it does not take that productivity from the reffering clinic or doctor. Notes Same patient invoiced in the same time frame twice is counted as two referrals. A Referring Doctor code must be filled into the Patient profile screen prior to running invoices. If you have already done invoices and then put in a referring doctor, the dollar figures will not print on the report. Percentage discounts will not be deducted from the value of the procedures or inventory sold. The actual values of the line items on the invoice, at the time they were put on the invoice, are what the report is noting. Taxes are not recorded on this report because it is not work that is being credited to a department or doctor. This report can be used by those clinics that have specialty or emergency services that other clinics in the area do not have. It can help determine if the amount of referrals from other clinics or doctors will warrant new equipment, the permanent hiring of a doctor whose specialty will be supported by the referrals, or determine if some sort of compensation should be given to specific doctors of other clinics if they refer a certain number of pets to the practice. 117 P a g e

122 HOT ITEMS REPORT PRODUCTIVITY REPORTS This report shows a list of hot items based on the frequency the code is invoiced. Date range Branch selection Department Print in Description Order (or in Code Order) Print Hottest Items at Top Order Group by Departments Enter the top # of codes by Department Code Description Number of times invoiced Total quantity sold Average quantity per invoice Total amount Average amount per invoice Lowest price Highest price 118 P a g e

123 PRODUCTIVITY REPORTS Definitions Number of Times Invoiced: Number of times this code has appeared on a permanently saved invoice. Total Quantity Sold: (Invoice Quantity) X (Number of Invoices) Average Quantity per Invoice: (Total Quantity Sold) (Number Times Invoice) Total Amount: Total gross sales of the line item. Average Amount per Invoice: (Total Invoice Dollar Amount) (Number of Invoices) Lowest Price: Lowest price sold on invoice Highest Price: Highest price sold on invoice Notes This report does not take return transactions, percentage discounts or sales tax into account. Dispensing fees and minimum pricing are included. 119 P a g e

124 PRODUCTIVITY REPORTS MONTHLY PRODUCTIVITY (COMPARISON FOR LAST 3 YEARS) This real time report shows production compared to the previous two years with increases and decreases noted month to month. Branch selection (if applicable) Months Services revenue Patients seen Average dollar per patient Year totals Percentage services increase/decrease Percentage patients increase/decrease Year percentage increase/decrease 120 P a g e

125 PRODUCTIVITY REPORTS 121 P a g e

126 PRODUCTIVITY REPORTS Definitions Service: Dollars of productivity for each month and total of the year. (This figure can be Total Invoices from Transaction Totals run for a full month or full year). This is not a reflection of money collected. Patient Seen: Number of animal visits with an invoice for all species together. This can also represent number of invoices for each month since each patient has their own invoice. A patient will be counted each time an invoice is run, regardless if on the same day. Service Per Patient: (Service) (Patient Seen). This is the average of services rendered, not a reflection of money collected. Percentage Increase: For services and/or patient seen is a positive number. Percentage Decrease: For services and/or patient seen is a negative number. Notes If **** appears for a number in the Service % or the Patients Seen %, the numbers are too big to display. Graphs reflect services in dollars as a bar and a line graph. Converted data does not show on this report. Reflects up-to-the-minute monthly totals for the current year and gives a comparison to the previous 2 years. Figures on this report reflect when the invoice was saved, not when line items appear in patient history. 122 P a g e

127 MONTHLY PRODUCTIVITY (SPECIES SELECTIVE) PRODUCTIVITY REPORTS This report shows monthly productivity of all or specific species: how many were seen, dollar amount of services and the monthly percentage for the whole year. Year Branch selection (if applicable) Species (All or Specific) Months with Patients Seen in each month Percentage of Patients Seen based on all patients seen during the year Services Percentage of Services based on total services for the year Year Total 123 P a g e

128 PRODUCTIVITY REPORTS Definitions Patients seen: Number of animals seen for each month of the year of a specific species code. If the same animal has two or more invoices on the same day, this is counted as two or more separate Patients Seen %: Number of total patients seen in the system divided by number of patients seen in the selected year. Services: Total Invoices figure for each month of the year towards the listed species code. Tax, Discounts and Returns with details to an invoice are not included. This number can be the same as Total Invoices from a Transaction Totals Report for the appropriate period. %: The yearly services system total divided by one month s services figure, which could be species specific. Notes This report can be used to detect certain species trends. The graphs that are produced with this report reflect total visits and total dollars invoiced, not collected, by month for the entire year selected. Graphs reflect total visits and total dollars invoice, NOT COLLECTED, by month for the entire year selected. Taxes, Discounts and Returns are not included. Each individual species will create a separate report simultaneously unless you unselect all for a single summary of all business. 124 P a g e

129 NEW CLIENTS AND PATIENTS BY DOCTORS PRODUCTIVITY REPORTS This report calculates the total number of new clients and the total number of new patients by Doctor. Date range Branch selection (if applicable) Print a Separate Page for Each Doctor Doctor (Specific or All) Doctor Code and Doctor Name Number of New Clients with a Visit Number of New Patients with a Visit Definitions New Client: Entry date into the system is between the dates given within the report, and they have been invoiced under that doctor within the same date range. The same rules apply for patients. Notes A new client and a new patient can be counted toward more than one doctor s numbers if system entry occurred within the given date range and they were seen by multiple doctors within the same range. An old client may have a new pet entered on the account, which can account for the higher Number of New Patients with a Visit compared to the Number of New Clients with a Visit. 125 P a g e

130 PRODUCTIVITY BY CLIENT REPORT PRODUCTIVITY REPORTS This report shows a list of clients who have been invoiced for selected codes within a selected date range. The last code(s) chosen are kept for future use. Date Range Code Order by Client Name (or by Date) Code and Range selected Client Account and Name Date Invoice/Return Quantity Charge Amount Totals 126 P a g e

131 PRODUCTIVITY REPORTS Definitions Quantity: Amount of the inventory or procedure sold on each client s invoice or returned from transactions. Charge: The per unit selling price at the time of invoicing or returning. (This will show all prices charged, including any manually changed prices made during invoicing.) Amount: (Quantity) x (Charge) Total: Accumulation of each code s quantity and dollar amount value for sales. Notes Choosing multiple codes for the same date range will result in each item having its own detailed list. value of inventory and/or procedures and does NOT indicate money collection. No Tax or Discounts are included in this report. The dates reflect when the invoice was saved, not when it appears in patient history. This can be confusing when comparing controlled items report to this report. Controlled items come from patient history date, not invoice dates. If a return for an item has been made during the time period selected, the original charge and the return will reflect as separate entries on this report. Returns must be detailed with an invoice, not as freeform to show an entry on this report (versions older than Build 250). A total summary will appear at the bottom of the report to reflect the total quantity and total amount for each code included in the search. Many people use this report to find individual names of clients that have bought certain items or services for a time period. Can be useful to see if there are certain items that are not selling well, or use to get a list of what was actually charged for these items. 127 P a g e

132 PRODUCTIVITY REPORTS REFERRING CLINICS REPORT This report details referral business and revenue generated by referring clinics. Date range Clinic (Specific or All) Print in Detail (or in Summary) Code Order, Doctor Name Order, Num of Referrals, Services, Avg Services When Print in Detail is NOT checked (sorted by Doctor name) Referring Clinic Referrals Services Average Services Totals 128 P a g e

133 When Print in Detail IS checked Referring Clinic Referring Doctor Referrals Services Average Services Totals PRODUCTIVITY REPORTS Definitions Referrals: Number of Patients Seen referred by doctors from the clinic in the time frame, subtotaled by each referring doctor and totaled by each referring clinic. The number of permanently saved invoices determines this number. Services: Dollar value of line items on invoice(s) for the time frame. Returns are not included or recorded on this report. If someone returns something it does not take that productivity from the referring clinic or doctor. Notes Same patient invoiced in the same time frame twice is counted as two referrals. Each Referring Doctor must be associated with a Referring Clinic code to have the proper breakdown of this report. A Referring Doctor code must be filled into the Patient profile screen prior to running invoices. If you have already done invoices and then put in a referring doctor, the dollar figures will not post on the report. Percentage discounts will not be deducted from the value of the procedures or inventory sold. The actual values of the line items on the invoice, at the time they were put on the invoice, are what the report is noting. Taxes are not recorded on this report because it is not work that is being credited to a department or doctor. This report can be used by those clinics that have specialty or emergency services that other clinics in the area do not have. It can help determine if the amount of referrals from other clinics or doctors will warrant new equipment, the permanent hiring of a doctor whose specialty will be supported by the referrals, or determine if some sort of compensation should be given to specific doctors of other clinics if they refer a certain number of pets to the practice. 129 P a g e

134 REFERRING DOCTORS REPORT PRODUCTIVITY REPORTS This report details referral business and revenue generated by referring doctor. Date range Clinic (Specific or All) Code Order, Doctor Name Order, Num of Referrals, Services, Avg Services Referring Doctor Referring Clinic Referrals Services Average Services Totals Definitions Referrals: Number of Patients Seen referred by the doctor in the time frame, subtotaled by each referring doctor and totaled by each referring clinic. The number of permanently saved invoices determines this number. Services: Dollar value of line items on invoice(s) for the time frame. Returns are not included or recorded on this report. If someone returns something it does not take that productivity from the referring clinic or doctor. 130 P a g e

135 PRODUCTIVITY REPORTS Notes Same patient invoiced in the same time frame twice is counted as two referrals. Referring doctors not associated to a Referring Clinic code will only show on the report when no specific clinic is chosen. A Referring Doctor code must be filled into the Patient profile screen prior to running invoices. If you have already done invoices and then put in a referring doctor, the dollar figures will not post on the report. Percentage discounts will not be deducted from the value of the procedures or inventory sold. The actual values of the line items on the invoice, at the time they were put on the invoice, are what the report is noting. Taxes are not recorded on this report because it is not work that is being credited to a department or doctor. This report can be used by those clinics that have specialty or emergency services that other clinics in the area do not have. It can help determine if the amount of referrals from other clinics or doctors will warrant new equipment, the permanent hiring of a doctor whose specialty will be supported by the referrals, or determine if some sort of compensation should be given to specific doctors of other clinics if they refer a certain number of pets to the practice. 131 P a g e

136 RETURNS BY DEPARTMENT REPORT PRODUCTIVITY REPORTS This report shows all product returns by Department Code within a specified date range. Date range Branch selection (if applicable) Department (Specific or All) Itemize within each Department When Itemize within each Department IS checked Individual department headers Item code, tip and description Quantity Return dollar value Tax Total Return percentage Totals Department 132 P a g e

137 PRODUCTIVITY REPORTS Note-The letter I in brackets indicates this is an Inventory code and P stands for Procedure code. When Itemize within each Department is NOT checked Departments Return dollar value Tax Total Return percentage Totals 133 P a g e

138 PRODUCTIVITY REPORTS Definitions Qty: Number of items returned to stock. Returns: Dollar value for those items. Tax: If sales tax was paid on the item, it will display here. Total: Sum of the value, as invoice, of all returns of this product plus all sales tax associated. Return %: Percentage of this product s (if itemizing within each department) or department s contribution to the total of all returns in the selected date range. Notes Each Department code is in brackets. This report is most accurate on entries made after a program update higher than Build 246 (no more free form return entries). 134 P a g e

139 RETURNS BY DOCTOR REPORT PRODUCTIVITY REPORTS This report tracks all product returns by Doctor Code within the specified date range, and will display results for a single department or for all departments depending upon which option is chosen. You must select a doctor in order to run this report. Date range and Branch selection (if applicable) Department (Specific or All) Doctor Itemize within each Department When Itemize within each Department IS checked Individual department headers Item code, tip and description Quantity and Returns Tax and Total (with tax) Return percentage(based on the total amount of returns in the system for the period) Note: The letter I in brackets indicates this is an Inventory code, and P stands for Procedure. 135 P a g e

140 PRODUCTIVITY REPORTS When Itemize within each Department is NOT checked Departments Return dollar value Tax Total (with tax) Return percentage (based on the total amount of returns in the system for the period) Total Returns for Inventory Total Returns for Deleted Codes Totals Definitions Qty: Number of items returned to stock. Returns: Dollar value for those items at the time of invoicing. Tax: If sales tax was paid on the item, it will display here. Total: Sum of the value (as invoiced) of all returns of this product plus all sales tax associated. Return %: Percentage of this product s (if itemizing within each department) or department s contribution to the total of all returns in the selected date range. Note Each Department code is in brackets. This report is most accurate on entries made after a program update higher than Build 246 (no more free form return entries). 136 P a g e

141 ZIP CODE ANALYSIS REPORT PRODUCTIVITY REPORTS This report lists top zip codes ranking them in order by number of clients. Date range Number of Zip Codes to be printed Select only the new clients entered within the selected period (or all) Zip/Postal Code Clients Clients Percentage Patients Patients Percentage Services Services Percentage Totals 137 P a g e

142 PRODUCTIVITY REPORTS Definitions Clients: Accounts in the database counted as of end of that time frame and organized by the zip code. Clients %: Zip code subtotal compared to the total existing clients in the system (listed at the bottom of the report). Patients: Total number of animals with Active status in each zip code as of the end of that time frame. Patients %: Zip code subtotal compared to the total existing animals of Active status in the system (listed at the bottom of the report). Services: Dollar value of all invoices during that time frame for clients of each zip code. (This figure can be the Total Invoices from Transaction Totals run for the same date range.) Services %: Zip code subtotal compared to the total services in the system for the time frame (listed at the bottom of the report). Notes Percentage discounts will not be deducted from the value of the procedures or inventory sold. The actual values of the line items on the invoice, at the time they were put on the invoice, are what the report is noting. Taxes are not recorded on this report because it is not work that is being credited to a department or a doctor. Returns detailed with an invoice are not included. This number is different when comparing services with the management control report because it does take returns as a factor. The figures on this report reflect when the invoice was saved, not when it appears in patient history. If someone has an item that was dated in the invoice at the end of June, and it was saved temporarily until the beginning of July, then the productivity will reflect at the beginning of July. 138 P a g e

143 INVOICE SPLITTING DETAILS (BY DATE) SPLIT INVOICE REPORTS This report lists details for all transaction entries, clients and values of all split invoices in a specified date range. Date range Branch selection (if applicable) Account Number Client name Patient (or transaction description) Date Invoice Number Value of transaction Percentage amount of partner responsibility Note: A split invoice adj. is the instant credit for the entire amount of the invoice that appears on a trainer account. This is followed by debits to the appropriate owner accounts according to their ownership percentages. 139 P a g e

144 INVOICE SPLITTING DETAILS (BY INVOICE) This report shows transaction entries, client and value details for a specific split invoice. Account Invoice SPLIT INVOICE REPORTS Account Number Client name Patient (or transaction description) Date Invoice Number Value of transaction Percentage amount of partner responsibility Note: A split invoice adj. is the instant credit for the entire amount of the invoice that appears on a trainer account. This is followed by debits to the appropriate owner accounts according to their ownership percentages. 140 P a g e

145 PARTNERSHIP SETUP BY PARTNER SPLIT INVOICE REPORTS This report lists all the patients that a particular client owns, percentage of ownership, and the client file ( caregiver or trainer) that holds the medical history. Account Number or Client Name Client name Patient name Caregiver (file location of Patient History) Partnership percentage 141 P a g e

146 PARTNERSHIP SETUP BY PATIENT SPLIT INVOICE REPORTS This report lists the partners/owners for selected patients in a caretaker account and the percentage that each owns. Account Patient Caregiver or Trainer account Patient chosen Account numbers of partners Names of partners Phone numbers Percentage owned Notes The client account chosen in the report options is where the patient profile and history are found. This is sometimes referred to as the caregiver or a trainer, depending on the relationship and the species. The caregiver or trainer account does not need to be a partner. 142 P a g e

147 UTILITY REPORTS ARCHIVED PATIENT DATA This report lists deleted patients that have been saved to the inactive file. Date range (when the records were archived) Account number First name Last name Patient name Once the list is generated, a specific patient/client record can be selected. (Double-click each name to select it. Print appears in the Print column of selected patients.) Click[Display] or [Print]. 143 P a g e

148 UTILITY REPORTS The history includes patient name, account number, information describing the animal and history lines as they were at the time of the deletion. Notes The information is for reporting only and cannot be reactivated or edited. Patient histories are archived here when Clients or Patients are deleted in the Utilities menu and the option to archive history is check marked. 144 P a g e

149 UTILITY REPORTS DELETIONS LIST This report lists basic record information on deleted clients, patients, invoices, transactions and aborted invoices. It is a good idea to review this periodically. Date range (for date deleted, not entered) Account number Client name Deletion type Description Entered Date Operator ID (for the original save) Deletion date Deletion time Operator ID for the deletion Amount Notes Aborted invoices are invoices that have been started, but then cancelled. 145 P a g e

150 ESTIMATE TEMPLATES LIST UTILITY REPORTS This report shows a list of estimate templates. Print with/without Details with details Estimate Description (title) Code and Description Minimum & maximum quantity Minimum & maximum amount without details Estimate Description (title) Minimum & Maximum Amount 146 P a g e

151 PERIOD SUMMARY REPORT UTILITY REPORTS This report reprints all locked period summaries that happened within a date range. Date range (When period locks were completed) Account types Debits Credits Totals 147 P a g e

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