'Active' (Inactive) checkbox

• This checkbox indicates whether a record, entity, or object in the database is active or not.
• Setting the flag to ‘inactive’ has the effect of deleting the record, without physically removing it from the database.  This allows for referential integrity of items that are no longer needed, but still ‘attached’ to other objects in the database by foreign key reference.

Additional Charges

• Charges associated to a purchase order, such as shipping and handling fees that are charged by the vendoron the order and not associate to a particular item.

Alert Type

• A user-defined list of values that represent types of alerts that can be associated to various entities in the application; e.g., a patient record, a vendor, a client, etc.
• An alert type has a name, icon (16 x 16 pixel image file), display order, and popup functionality options: ‘Opening a Bill’, ‘Scheduling a Patient’, and ‘Making a Request’.

• Found on the 'Inventory Reconciliation & Adjustment' screen.
• When reconciling an inventory item, the 'Actual Qty' represents the actual quantity that exists in physical inventory.
• Depending on the 'S/St' radio button, 'Actual Qty' represents sales units or stock units.

Apply to Limits

• The ASAQ credit adjustment amount will be subtracted from the client's and hospital's annual 1179779078.

Refer to '1179779078' for more options.

ASAQ Options

• 1179779078
• 1179779078
• 1179779078

ASAQ Limits

• Annual limits applied to the client and hospital.
• If the 'Applies to Limits' option is selected for an ASAQ product or service, when the product or service is purchased, the amount of the ASAQ credit adjustment will be subtracted from the client's and hospital's ASAQ Limit.
• The hospital's annual limit is assigned via the 'Hospital Setup' screen.
• The client's annual limit is assigned via the 'Client Information' screen → 'Billing' tab.

Refer to '1179779078' for more options.

ASAQ Payor

• A client, set up using the 'Client Information' screen, having a Client Type = 'ASAQ'.
• The ASAQ Payor is associate to ASAQ products and services via the 'Product Category', which is assigned to the ASAQ product or service via the 'Product Info' screen.

Refer to '1179779078' for ASAQ product options.

Assets

'Auto Receive Inventory' option

Balance Sheet

(Also see 1179779078)

• Balance sheet accounts are one of two types of general ledger accounts. (Income statement accounts make up the other type.) Balance sheet accounts are used to sort and store transactions involving assets, liabilities, and owner's or stockholders' equity. Examples of a corporation's balance sheet accounts include Cash, Accounts Receivable, Investments, Buildings, Equipment, Accumulated Depreciation, Notes Payable, Accounts Payable, Payroll Taxes Payable, Paid-in Capital, Retained Earnings, etc.
• Balance sheet accounts are described as permanent or real accounts because at the end of the accounting year the balances in these accounts are not closed. Instead, the end-of-the-accounting-year balances will be carried forward to become the beginning balances in the next accounting year. (This is different from the income statement accounts, which begin each accounting year with zero balances.)
• The balances in the balance sheet accounts are presented in a company's balance sheet, which is one of the main financial statements.
• It will be helpful to keep in mind that every adjusting entry will require at least one balance sheet account and one income statement account.”  (Harold Averkamp (CPA, What are balance sheet accounts?, 2018)

Billing Package

(Also see ‘1179779078’)

Billing Package Group

Billing Package Item

Billing Package Period

• The timeframe that defines when Billing Package Items may be ‘used’ by the client.

Cancelled Quantity

• On a Purchaser Order, this represents the number of Order Units for a Product that were cancelled from the order.

Charge Account

• An account established by the University for the purpose of purchasing items on a Purchase Order.  When a Payment Type with a ‘type of payment’ of ‘Direct Charge’ is specified, the Charge Account must be selected.

Chart of Accounts

(Refer to the 'Chart of Accounts - Example' page)

Client

Comments & Alerts

This functionality is common across many areas of the application.  It provides the ability to associate comments and alerts to various entities; e.g., a Patient Record, a Vendor, a Client, etc.  The comment is typed by the user and associated to the appropriate entity (Client, Patient Record, Vendor, etc.) in the database.

Along with the comments, the entity ID (Client ID, Vendor ID, Patient ID, etc.), User ID, date and time the comment was saved, Alert flag, and Alert Type are all part of one record in the database.

Designating the comment as an ‘Alert’ adds the ability to specify an Alert Type, which associates an icon with the alert text.  Also, the alert text and icon will be displayed in the ‘Alert’ area of the relevant information screen; e.g., Client alerts are displayed on the Client Information screen.

Additional details need to be added for the Patient Alerts and Comm Log in the Patient record.

Communication Method

A way of communicating.  A Communication Method has the following components:

1. Communication Type - defines a general mechanism of transmitting the communication; (refer to ‘Communication Type’ below).
2. Location – the specific address to which the communication is to be sent (e.g., postal address, telephone number, fax number, email address).
3. Communication Preference - indicate the type of system-generated communications that should be sent via the method.
4. Attention To - for methods with a Communication Type of address, email, or fax.  This is a person or department to who’s attention the communication is to be delivered.  This will appear in the ‘Attn. to:’ line of the address label or the subject line of the email or fax message.

Communication Preference

System-defined options that are associated to a Communication Method.  If the option is selected for a particular Communication Method, any time a system-generated communication of the type represented by the option, is created, it will be sent via that Communication Method.

Communication Type

The list of the available Communication Types for a Vendor is system-defined:

• Address
• Phone
• Fax
• Email

1. Each business Function can have multiple of each Communication Type.
2. Each business Function has only one Point of Contact (POC) person, but multiple communication methods.
3. Only one active Communication Type per Function can be flagged as ‘Primary’.

Contract

Contract End Date

Contract Number

An alpha-numeric identifier assigned to the Contract.

Contract Priority Number

A unique, sequential integer designating the priority for Contracts that are associated to a Vendor.

Contract Start Date

Contract Termination Date

Contract Unit Cost

The Unit Cost of the Product as defined by a Contract for a Vendor.

Date Received

The date on which a quantity of a Product was received and added to an Inventory Area and Location.

Delivery Date

The date on which the Products on the Purchase Order are anticipated to arrive at the receiving area.

Deposit (Client)

(See ‘1179779078’)

Deferred Revenue

(See ‘1179779078’)

Deferred revenue is not yet revenue. It is an amount that was received by a company in advance of earning it. The amount unearned (and therefore deferred) as of the date of the financial statements should be reported as a liability. The title of the liability account might be ‘Unearned Revenues’ or ‘Deferred Revenues’.  When the deferred revenue becomes earned, an adjusting entry is prepared that will debit the Unearned Revenues or Deferred Revenues account and will credit Sales Revenues or Service Revenues.”  (Harold Averkamp (CPA, What is deferred revenue?, 2018)

Deferred revenue has a longer period of recognition to the income statement, i.e. the revenue is earned in increments over several accounting cycles (monthly) whereas unearned revenue will be earned within the next accounting cycle.”  (Hoare, 2013)

Diagnosis Code

A standard identification code that is associate with a patient diagnosis.  They may also be associated to a treatment plan and/or Procedure.

Discount tab

Don't Report to ASAQ

Refer to '1179779078' for more options.

E-PO Number

The Purchase Order number assigned by the electronic Purchase Order interface (also known as ’SciQuest’ or ‘UGA Mart’).

Employee

'Exp' (Expiration Date) field

• A date that refers to when a product should be expired and taken out of inventory.
• This field can be viewed or edited via these screens:
  • 1179779078
  • Inventory Reconciliation & Adjustment
  • 1179779078
  • 1179779078
  • 1179779078 → Inventory tab

Extended Cost

Quantity (expressed in Sales Units) multiplied by the cost of a Product per sales unit.  Abbreviated as ‘Ext Cost’.

Function

The business functions that are associated with the Vendor for the purpose of communications:

• General
• Payments (Accounts Receivable)
• Orders
• Returns
• Repairs

Financial Statements

These four financial statements are the basic statements normally prepared by profit-making organizations for use by investors, creditors, and other external decision makers. (The Four Basic Financial Statements, 2020)

• Balance Sheet
• Income Statement
• Statement of Retained Earnings
• Statement of Cash Flows

Forfeiture

(See ‘1179779078’)

Gross Receipts

(See ‘1179779078’)

Gross Revenue

A business can take in plenty of revenue without actually earning any income at the end of the day. Revenue is the amount that you receive in exchange for products and services, while income is the amount you ultimately earn after figuring in how much it cost to generate your sales revenue. Business taxes can be levied on either gross revenue or net income, depending on the agency and the purpose of the tax. (Gartenstein, 2018)

Group Equivalency

(See 'Package Group')

• Found on the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory Locations' subtab.

Refer to 'Inventory Location'

'Hide Reconciled Inventory' checkbox

• Found on the 'Inventory Reconciliation & Adjustment' screen.

Hospital Unit

• A functional subdivision of the Hospital.  In UVIS, this was referred to as the Service Area and Section.  Units can be associated with other units in a parent-child relationship, forming a hierarchical structure.
• Refer to 'Inventory Locations subtab' for more details on the relationship between Hospital Units and Inventory Locations.
• Hospital Units may be identified as an ‘Inventory Area’ which will make it available for selection in the Inventory Management screens.  This will also require that the 1179779078 be associated with at least one 1179779078.

Income

• A business can take in plenty of revenue without actually earning any income at the end of the day. Revenue is the amount that you receive in exchange for products and services, while income is the amount you ultimately earn after figuring in how much it cost to generate your sales revenue. Business taxes can be levied on either gross revenue or net income, depending on the agency and the purpose of the tax. (Gartenstein, 2018)

Income Statement

(See ‘1179779078’)

• Income statement accounts are one of two types of general ledger accounts. (Balance sheet accounts make up the other type.) Income statement accounts are used to sort and store transactions involving revenues, expenses, gains, and losses. The income summary account is also an income statement account. The number of income statement accounts used at a large company could be in the thousands. A few examples of income statement accounts include Sales, Service Revenues, Salaries Expense, Rent Expense, Advertising Expense, Interest Expense, Gain on Disposal of Truck, etc.
• Income statement accounts are described as temporary accounts because at the end of each accounting year the balances in the income statement accounts will be closed. This means that the balances will be combined and the net amount will be transferred to a balance sheet equity account. In the case of a corporation, the equity account is Retained Earnings. In the case of a sole proprietorship it is the owner's capital account.
• The closing of the income statement accounts at the end of an accounting year means that the income statement accounts will begin the subsequent year with zero balances. As a result, the balances in the income statement accounts will be the year-to-date amounts.
• It will be helpful to remember that every adjusting entry will require at least one income statement account and at least one balance sheet account.”  (Harold Averkamp (CPA, What are income statement accounts?, 2018)

Inventory

Inventory Area

• A logical or large physical area of the Hospital where inventory may be stored and used; such as, Pharmacy, Radiology, Oncology, Large Animal Hospital, etc.
• The UVIS Service Areas and Sections are logical (or functional) subdivisions of the Hospital.  For the purpose of Inventory Management in VetView, the Service Area and Sections were combined and called ‘Hospital Units’.  Hospital Units are now identified as being an ‘Inventory Area’, which makes them available for selection in the Inventory Management functionality.

Setup:

• Inventory Areas: Hospital Units can be designated as an Inventory Area via the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory Area' checkbox.
• Inventory Locations: The Hospital Units that are identified as ‘Inventory Areas’ must also be associated to at least one physical location called an ‘Inventory Location’.  Inventory Locations are setup via the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory Location' tab.
• Default Inventory Location: One of the Inventory Locations must be selected as the 'Default Inventory Location' in order for the 'Auto Receive Inventory' functionality to work properly.  The Default Inventory Location is selected via the 'Hospital Setup' screen → 'Unit Setup' tab → 'Inventory Location' tab.
• Auto Receive Inventory: Hospital Units that are designated as an Inventory Area must have a Default Inventory Location (see above) before it can be configured to receive inventory automatically.  The 'Auto Receive Inventory' option is set via the 'Hospital Setup' screen → 'Unit Setup' tab.

Inventory Cost

• The cost associated with inventory.
• When inventory is purchased via a Purchase Order, the Unit Cost of the inventory is captured when the inventory is Received.  The Unit Cost is the cost per Sales Unit according the 'Order Unit Cost' on the Inventory Receiving screen.

Inventory Dates

Inventory Item (Breakdown)

Products that are found in inventory may be uniquely defined by the following nine attributes:

1. Product ID
2. 1179779078
3. 1179779078
4. 1179779078
5. 1179779078
6. 1179779078
7. 1179779078
8. 1179779078
9. Sales-to-Stock (S:St) Ratio
10. 1179779078
11. Inventory Date/time

Additional attributes that are associated with the vendor and product are:

1. 1179779078
2. Stock-to-Order (St:O) Ratio
3. Vendor’s Product Code
4. Vendor’s Product Name

Inventory Liability

Products prepurchased by a client, via Billing Packages (Prepaid or Time of Service), that have a valid Billing Package Period (have not reached the Billing Package Expiration date), and have not been “sold” on a closed order, or “used” on a filled prescription.

Inventory Location

Inventory Location Default

Inventory Location Structure

An Inventory Location is a physical location, within an Inventory Area, where inventory is stored.

For purposes of the 'Auto Receive Inventory' function, a Inventory Location Default must be defined for each Inventory Area.

If the 'Hide from Transfer' option is selected for a particular Inventory Location, the inventory held in that location will not appear on the 'Inventory Transfer' screen, as a source.

An Inventory Location Structure, is a hierarchical structure of Inventory Locations, starting with general locations that contain more specific locations.  The Inventory Location Structure defines a template that is then replicated for multiple locations within the Inventory Area.  For example: the 'Main Warehouse' Inventory Area could have multiple rows of shelves that can be defined by the same Inventory Location Structure.  The rows of shelves contain vertical columns of shelves, each column contains a number of shelves, and each shelf contains a number of bins, so the same Inventory Location Structure is repeated for each row of shelves.  Likewise, the Inventory Area could contain several crash carts and CDMs, which contain drawers.  Each Inventory Area can define multiple Inventory Location Structures, which can be replicated as many times as necessary to represent the physical storage space.

Depending on the inventory storage scheme, the Inventory Location Structure could be fairly general, or specific.  Once defined, the Inventory Location Structure can be modified by adding, removing, or moving levels.  When the structure is modified, the corresponding Inventory Locations will be updated to the new structure.  For example: a location designated by a 'Shelf', within a column, within a row of shelves, could house an entire Product Line arranged by the Sequence Number; or, a location designated as a 'Drawer' or 'Bin', on the shelf, could house a single product.

A single product may exist in inventory, and be stored in more than one Inventory Location.  For example: the ‘Pharmacy’ Hospital Unit, may be identified as an Inventory Area, which then could have several Inventory Locations – one for ‘Pharmacy Storage’ and another for ‘Pharmacy Use’ – both of them containing the same product.

Refer to 'Inventory Location' setup.

Inventory Picklist & Standard Pulls

Inventory Receiving

Inventory Reconciliation & Adjustment

Inventory Return

Inventory Transfer

Inventory Transfer Receiving

In the Inventory Transfer Process, when a transfer request is fulfilled and shipped, the destination Inventory Area must receive the shipment using the 'Inventory Transfer Receiving' screen.

The 'Inventory Transfer Receiving' screen provides the ability to identify the Inventory Location for each item; and, to specify the received, missing, and excess quantities.  Inventory that is received, but not needed, or damaged, can be returned.

Refer to 1179779078 and 1179779078.

Inventory Transfer Request

A request made by a Destination Inventory Area for Inventory Items (Products) from a Source Inventory Area.  Requests are assigned a Request Number for reference.  For example, the Small Animal Hospital would request inventory from 'Main Warehouse' or 'Central Receiving'.

Inventory Transfer Request Item Status

Inventory Transfer Shipment

• A group of 1179779078 that have been Transferred and physically delivered to the Destination Inventory Area.
• After the Inventory Transfer Request is Submitted, the items on the request can be Transferred, Cancelled, and Backordered, during the Inventory Transfer process.  At that point, the Inventory Transfer Request becomes irrelevant, and the group of items that have actually been Transferred, become the 'Shipment' that will be Received.

Anchor
Inventory Transfer Shipment Status Inventory Transfer Shipment Status

Inventory Transfer Shipment Status

Inventory Transaction Types

• The types of transactions that affect inventory:
  • Transfer Out - 
  • Transfer In - 
  • Purchase Receiving - 
  • Product Setup - 
  • Adjustment - 
  • Used - 
  • Sold - 
  • Reconciliation - 

Invoice Price

• The price that the client pays for a product or service - not including sales tax.
• Calculated based on parameter that are configured for each product or service via the 'Product Info' screen - 'Product Details' tab:
  • ( + )  Pricing Basis
  • ( - )   Markup
  • ( - )   Volume Discount
  • ( - )   Client Type Discount
  • ( + )  Client Type Markup
  • ( - )   Minimum Price Adjustment
  • ( - )   Invoice Price Decrease
  • ( + )  Invoice Price Increase

Last Reconciled Date

• A field on the 'Inventory Reconciliation & Adjustment' screen.
• The date when the inventory item was last updated via the 'Inventory Reconciliation & Adjustment' screen.
• When the quantity of an inventory item is modified by any other screen or process, this field is reset to blank.
  • Inventory is modified by these processes and screens:
    • 'Inventory Receiving' screen
    • 'Inventory Transfer' screen
    • 'Product Setup' screen → 'Inventory' tab → 'Inventory' subtab
    • 'Prescription Fill' screen
    • 'Order Management' screen

Liabilities (Current)

(See ‘1179779078’)

(See ‘1179779078’)

Obligations that are due to be satisfied in the near term, such as:

• Accounts payable
• Salaries
• Utilities
• Taxes
• Short-term loans
• Customer prepayments (such as  Prepaid Packages)
• Unearned Revenue

‘Near term’ usually means the operating cycle or within a year, whichever is longer.

Such obligations will typically involve the use of current assets (such as cash, in the case of a refund, or inventory), the creation of another current liability (such as a client credit), or the providing of some service.  (Larry Walther, 2018)

Line Items (Ordered, Received, and Cancelled)

• Line Items Ordered is a system-generated number that refers to the number of line items found on a Purchase Order.
• Line Items Received is a system-generated number that refers to the number of line items on the Purchase Order that were actually received – this is based on the Product Status of the line item.
• Line Items Cancelled is a system-generated number that refers to the number of line items on the Purchase Order that were cancelled – this is based on the Product Status of the line item.
• The sum of line items Received and Cancelled must equal the number of items Ordered.

Location

• On a Communication Method, the specific address to which the communication is to be sent (e.g., postal address, telephone number, fax number, email address).

• A free-form input field.
• The manufacturer’s Lot Number which pinpoints the production batch from which the product in inventory originated.  When product recalls occur, the product is usually referenced by the Lot Number.
• This field can be viewed or edited via these screens:
  • • Inventory Receiving screen
    • Inventory Reconciliation & Adjustment screen
    • Inventory Transfer Request screen
    • Inventory Transfer screen
    • Inventory Transfer form
    • Inventory Transfer Receiving screen
    • Inventory Transfer Receiving form
    • Prescription Fill screen
    • Product Setup screen → 'Inventory' tab → 'Inventory' subtab

Main Inventory Area

• The Hospital Unit that has been identified as an Inventory Area via the Hospital Setup screen → Unit Setup tab → Unit Details subtab; and, has been selected as the Main Inventory Area via the Hospital Setup screen → Inventory Setup tab.
• Only one Inventory Area per Hospital can be selected as the Main Inventory Area.
• The Reorder Quantities on the Product Setup screen → Product Details tab refer to the Inventory quantities found in the Main Inventory Area.
• The Procurement Area, in the search criteria of the Inventory Liability screen, defaults to the Main Inventory Area.

• A free-form input field.
• Contains the manufacturer of a product in inventory.
• This field can be viewed or edited via these screens:
  • Inventory Receiving screen
  • Inventory Reconciliation & Adjustment screen
  • Inventory Transfer Request screen
  • Inventory Transfer screen
  • Inventory Transfer form
  • Inventory Transfer Receiving screen
  • Inventory Transfer Receiving form
  • Prescription Fill screen
  • Product Setup screen → 'Inventory' tab → 'Inventory' subtab