Prepare an ezyVet site for end-of-year reporting
To make sure that end-of-year reporting is accurate, it is important to make sure that ezyVet has accurate records and accurate data.
- Disable product records for products that staff do not use
- Do an invoice check and approve applicable invoices
- Make sure that payment records are accurate
- Make sure that inventory is accurate
1. Disable applicable product records
To help make sure that reporting is accurate, find products that staff do not use or sell, then disable the products. For more information, refer to Disable products that are not frequently invoiced.
2. Do an invoice check and approve applicable invoices
The result of an invoice check is invoices that are applicable to an end-of-year report are approved.
This table gives the available methods that you can use to do a check for invoices that are not approved.
| Method | Information |
|---|---|
| The Financial primary tab | The invoicing screen of the Financial primary tab shows a U/A tab in the left sidebar. The U/A tab shows invoices that are not approved. Use the tab to approve or disable each invoice as necessary. |
| The Records dashboard tab | Use the Records dashboard tab to find invoices that are not approved. After you do the search, you can approve or disable many invoices as necessary. |
| End Of Day Wizard report | Use the End Of Day Wizard report to find many invoices that are not approved and approve them as necessary. Set the date range for the report to the applicable year. Note: The End Of Day Wizard report shows invoices that are not approved as pending invoices. |
| Unbilled Consult Appointments report | Use the Unbilled Consult Appointments report to:
Tip: The Unbilled Consult Appointments report has an Appointment Type setting. Use Appointment Type to to quickly and easily find appointment and invoices for a specified appointment type. |
3. Make sure that payment records are accurate
The result of a payment records check is that payment information is accurate before you start an end-of-year report.
This table gives the available methods that you can use to do a payment records check:
| Methods | Information |
|---|---|
| Unapplied Payments and Credits report | Use the Unapplied Payments and Credits report to show payments that do not have a relation to invoices or to credit notes. If a client made payment for products or clinical work, use the report to make sure that the payments have the correct relation to applicable invoices. |
| Aged Receivables report | Use the Aged Receivables report to show clients who have remaining payments to make. If a client made payment for products or clinical work, use the report to make sure that the payments have the correct relation to applicable invoices. |
| Xero management dashboard tab Note: The Xero management dashboard tab is only applicable if you use Xero accounting software with ezyVet.
| Use the Xero Management dashboard tab to make sure that record sync between Xero and ezyVet does not have problems. |
4. Make sure that inventory is accurate
The result of an inventory check is that inventory is accurate before you start an end-of-year report.
| Method | Information |
|---|---|
| Inventory Take report | Use the Inventory Take report to show your organization's inventory quantities at the time of the report. Then, do an inventory count of your organization's inventory. Then, to make sure that your organization's inventory quantities are accurate, upload the information to ezyVet as an inventory adjustment. Tip: The ezyVet Scan app makes it easy to do inventory counts with a mobile device.
|
| Do a check of purchase orders that are partially received Note: Partially-received purchase orders are applicable if your ezyVet site uses product supplier integrations to make purchase orders.
|
A partially received purchase order:
Purchase orders that are partially received show in the PR tab of the purchase orders screen. |
Next steps
After you complete the for invoices, payments, and inventory, you can start end-of-year reporting.
- Staff cannot make changes to approved invoices for a specified date range
- Staff cannot make changes to payment records for a specified date range