Create a collective document

The process of treating animals can take longer, during which the owner brings the animal (or several different animals within a certain period) multiple times for examination by the veterinarian (check-ups, wound dressing, etc.). In this case, the owner can pay for the service when the treatment is completed. The program will record multiple treatment documents, and after the treatment is completed, the responsible person will combine them into one common invoice.

In this chapter, we will present an example of creating an invoice where multiple treatments will be combined. The invoice or delivery note document is created via the button  (Create a collective document). The functionality is located on the treatment document under the tab Service performed, which we access in the menu Veterinary | Treatment.

TIP For more detailed information about the program forms, read in the PANTHEON VET Guide, in the chapter Create document.

CASE DESCRIPTION The owner of the animal, Eva Angus, had several treatments performed. In the veterinary clinic, each visit was recorded separately as individual treatments. During the last visit, it was agreed that the owner would now pay the amount for services and materials used on a common invoice. The responsible person created the invoice from the open treatments by following these steps: Searching for open treatments Creating a collective document

TIP For more details on treatment statuses (open, completed), read in the chapter Complete treatment or Open treatment.  The functionality Create a collective document allows for the creation of both the invoice document and the treatment document. The selection process is described in the chapter Create document.

WARNING With each visit of the animal, a new treatment document is created, where the content of the treatment is recorded. The detailed process is described in the chapter Entering treatment (general).  The functionality Create a collective document is used when the owner has multiple unfinished treatments and the treatments do not yet have a binding document (delivery note or invoice).

1. Searching for open treatment

The animal owner and the responsible person in the veterinary clinic agreed to conclude all open treatments on one common invoice. 

The responsible person in Animal treatment accounting prints the list of open treatments. The detailed process is described in the chapter Open treatments. 

• In our case, the responsible person prepares the printout: 6VR - Unbilled treatments.
• Double-clicks on one of the treatments (22-CLI3-000009) to open it. 

2. Creating a collective document

The responsible person wants to create a collective document or create one common invoice from the open treatments. 

• The responsible person on the open treatment, in our case: 22-CLI3-000009, clicks on the tab Service performed. 
• Clicks on the button Create a collective document. 

WARNING The checkbox Invoice is pre-set on the treatment documents, so the selection does not need to be confirmed again. If you want to create a delivery note document, you must click on the selection box Delivery note.

• The form Creating documentopens.

TIP In the list of treatments, in the field Select, all treatments that are still unfinished (do not have a created binding document of invoice or delivery note) are automatically checked. If you do not want to include any of the treatments in the invoice preparation, uncheck it.

• The detailed process of creating the final invoice is described in the chapter Create document: Invoice, in the second step. 
• In our case, the responsible person created the invoice and printed the printout: 6V9 - Invoice Veterinary POS, where the details of individual treatments and the total are visible.

TIP We recommend that you read the chapters that describe working with the POS cash register: Issuing retail invoice and POS invoices.