Style & Selection Criteria Setup allows you to assign an Account Style, restrict or include certain accounts, as well as adjust printing options.
To configure Style & Selection Criteria, select each account type and set each of the fields (described in the next article index).
You can create new account types through Options & Setup > Client > “Client Accounting Information”.
The Styles and Selection Window – Fields
Select each Account Type then set up the other parameters. Changes will be saved as they are made and there is no need to click OK after each Account Type is set up. In fact Cancel does not function. To reverse changes they must be undone one by one.
This determines the overall layout of the account statement and how much invoice information you will include on your account statements.
It is quite common to choose different styles for different account types. Small animal clients usually do not require invoice information on their statement while large animal clients usually do. Equine veterinarians may want to create different styles for single owners and syndicates.
You can always change theses settings later, so do not spend an inordinate amount of time getting it right in your first attempt. You can even change these after an account run then re-run the accounts to produce statements in the new format. In fact, it is generally a good idea to pay attention to client feedback in terms of comments and promptness of payment and you may want to experiment with different styles to find that little extra advantage we all look for.
Include Clients Who Are Bad Debtors
Select this option if you need account statements to be produced for bad debtors (clients with Bad Debtor notes). Some practices consider it a waste of paper producing statements for these clients. Obviously you will want to include bad debtors in any bad debtor account type account style though.
Include Clients With Special Payment Terms
Select this option if you need to produce account statements for clients with special payment terms (clients with Special Payment Term notes). It is likely that customers who have special payments terms may also need special statements so as not to confuse your client or your staff when it comes to processing special payments.
Restrict To Accounts With Balance
Statements are not produced for clients with a zero balance. Some practices also wish not to produce statements for clients with a very small outstanding balance. You need to remember to add a “>” to any figure you enter here.
You can also use this field to restrict accounts to balances below a certain amount too. In this case you would use a “>” instead. You might make use of this function in this way if you want to set up different account styles to clients with different balance levels.
You might want to make it clear to clients with large balances that you will accept half payment on the due date and then the remainder thirty days later, but not make this offer to clients with smaller balances. To do this, you would set up an account style for large balances that you restricted to account balances over a certain amount. What that amount is will depend on your practice and clients.
To remove corporate clients or clients you expect to pay large amounts regularly from the list, you might check the box for special payment terms and include text such as “corporate client” or “high volume client” in the special payment terms box on their client page.
Check this box to inserts the current user’s user name at the foot of the statement, with space for a signature.
New Page Per Patient
Effective if you are including invoice information, sorted by patient, on the statement. Useful, for instance, for racehorse trainers who may need to pass the invoice information on to patient owners.
Include Payment Options
Lists several payment options on the remittance section which appears at the end of the Account Statement.
Include Clinic Details On Remittance Advice
Remittance Advice appears at the end of an Account Statement. This option lists the clinic name, address, and telephone number with the Remittance Advice.
Show Late Payments Summary
Lists all late payments with relevant data.
When checked, Account Statements don’t display units (US Dollars, Euros, etc.).
Allows you to show the total amount owing split into current and overdue or even to age the overdue into 30, 60 and 90 days.
Show totals for each consultation, each patient or just the total for each client.
Group accounts according to client or according to patient. In most cases, you will chose to group accounts by client, but it is also important for many to be able to group by patient when dealing with syndicates and third parties like trainers.