Record entries for refunded items
It is important to know how ezyVet keeps and shows records for refunded items.
When you add a product or service to a clinical record in ezyVet, ezyVet automatically adds record entries to applicable areas of ezyVet. And ezyVet automatically adds an invoice line item for the product or service. For example, if you add a medication to a clinical record, ezyVet automatically adds a line item for the medication to an invoice.
If you refund an invoice item, ezyVet does not automatically remove the record entry for the refunded item. And ezyVet does not add a mark or icon to record entries to identify the refunded item.
Vaccination invoice shows an invoice for a vaccination. The invoice has a line item for Defensor 3 Rabies 3-Year (Per Dose). Record entry (invoice) shows the Vaccination section of the source clinical record for the invoice. The section has a record entry for the vaccination product of the invoice. Record entry (refunded item) shows the Vaccination section after you refund the vaccination. Because ezyVet does not automatically remove record entries for refunded items, there is no difference between Record entry (invoice) and Record entry (refunded item).
Where refunded items show in ezyVet records
| ezyVet location | Examples of where refunded items show |
|---|---|
| Clinical records | Refunded items can show as record entries in the applicable section of a clinical record. For example, a refunded medication shows as a record entry in the Medication section of the clinical record. |
| Patient records | Refunded items can show as record entries in different tabs of a patient record. For example:
|
| Client contact records | Refunded items can show as record entries in the Products Purchased section of the Related Records tab of a client contact record. For example, a refunded vaccination can show as a record entry in the Products Purchased section: Note: Record entries of the Products Purchased section have Purchased, Spend(incTAX) and Last Purchase values. After you refund an item, ezyVet adjusts the values to show the refund. |
Refund methods and removal of record entries in ezyVet
ezyVet has different methods that you can use to refund an item. As a result of some of the methods, ezyVet removes the record entry of the refunded item.
- Keep the record entry for the refunded medication
- Add information to the applicable ezyVet record about why it is necessary to keep the record entry
- ezyVet adds line items for the procedures to an invoice
- ezyVet adds a record entry for the ear clean to the Therapeutic / Procedure section of Ruby's clinical record
Before the appointment, Kristine pays for the checkup and the ear clean.
A staff member completes Ruby's checkup but they cannot do the ear clean. Because the ear clean did not occur, a refund is necessary. A staff member wants to remove the record entry of the ear clean from the applicable ezyVet records.To do the refund and record entry removal correctly, the staff member does the method given in Refund an item and remove its record entry (clinical record method).