Changes to the account area
HI,
My first ever post to the forums was to do with some changes in the account area, I didn't get a reply so I thought I would revisit this as I think it's very important.
When staff do reversals it does NOT give them the opportunity to add notes to explain why. When you preview the reversal on the account page there is a 'notes' section in the preview pane but there is no opportunity when processing a reversal to add notes. Can we have it so that this NOTES area comes up when doing a reversal and must be filled out?
Also on the account page when you see the reversal in the list it would be great if we could see what has been a reversal and what has been a credit note. At the moment it just says CREDIT for both credit notes and reversals. When it's a reversal could the text on that line say REVERSAL and not CREDIT. I thinks it's important to be able to differentiate between the two?
I thinks it's very important to know what has gone on in the clients account workspace and the only way to add notes for a reversal at the moment is actually go into the CLIENT-NOTES area and add a note. It would be much more efficient to actually be able to type a note in the notes area that already exists but we don't have access to it.
What does everyone else think??
Sandra.
Annotating reversals in Customer->Accounts
Hey Sandra,
I think this is a good idea. By the way I love Reverse. It is a massive time saver.
If I break it into your two parts;
Part 1. Having the option to have a note filled for a reversal.
Having a dialog popup which then has its contents transferred into the "Notes" field of the credit/invoice is a good idea. If the reversal was a Refund (from a Payment) or vice versa, there is no Notes field so this would need to be added to the definition of a Refund/Payment to follow through this idea. I reckon we will be getting our staff to intial all reversals also.
Part 2. Having the credit or refund etc indicate they were created via a reversal.
It might be a bit tricky to change the way credit/invoice/refunds/payments are represented based on whether they were created via the reversal process or directly through the Charges or Payments section. What if in the Notes field above, a default portion of the text said something like "Created via Reversal"
Part 3. (Matts Part)
This is a side issue but Is there a way to create a restriction of which users can perform Reversals? I know Tony said once that the framework for permissions is all done. It just needs to be applied as per each clinics preferences but is there some helpful advice as to how we might do this?
Cheers,
Matt C
Annotating reversals in Customer->Accounts
Re: part 1, both payments and refunds have an unused hidden field named "author". This could made visible and set to the the user that created them.
Re: part 2, good idea.
Re: part 3, you can't currently restrict which users can perform reversals, as permissions are based on archetypes, not functionality.
A reversal uses two archetypes, "act.customerAccountPayment" and "act.customerAccountRefund".
If a reversal is being done on a payment, a refund is created - the user must have permission to create and save "act.customerAccountRefund"
If a reversal is being done on a refund, a payment is created - the user must have permission to create and save "act.customerAccountPayment"
So you could set up permissions to prevent creation of "act.customerAccountRefund" and therefore prevent a user from reversing a payment.
However, this wouldn't stop a user reversing a refund if they still have the ability to create an "act.customerAccountPayment".
-Tim
Changes to the account area
Sandra @ Bellarine
Hi Matt,
I would be happy with Part 1 & 2, the 'created by reversal' would do me, I just like to know what steps have been followed to get to the end result.
Your point 3 is valid, we have had staff getting into a 'reversal frenzy' where they try to fix an incorrect reversal with a reversal, etc, etc and get themselves into a terrible mess. It's not so bad these days as people have learnt to treat it with care. If this is configurable to each clinics preferences as you suggest above it would be good.
Sandra.
Changes to the account area
We may be able to add some logic to display a warning if a reversal is being reversed, to give the user an opportunity to cancel it.
Would this be a better solution?
-Tim
Reversals of Reversals Warnings
Hi Tim and Sandra,
Re Reversal Frenzys
We have had the same experience of "reversal frenzys". It mainly comes from poorly applied logic Tim and I'm not sure if any number of warnings would help. More of a staff training and understanding issue.
But just out of interest, how would it know if the act was the result of a reversal?
Re Permissions with reversals
I understand Tim. I think the permissions of archetypes is still a really good idea as it applies so well and so generally. The functionality of Reversals is a special case.
I think we will probably just continue to encourage that people who use reversals think first and if they are not sure, get help from nominated staff. A user who couldn't create Payments for example would be a rather limited staff member! Furthermore, if they leave a note trail, even the worst mess can be worked through. Note that the same could not be said for netvet where tying to sort through journal ammendments etc was tricky if not impossible. Go OpenVPMS.
Matt C
Reversals of Reversals Warnings
When a reversal is made, a link to the original act could be added internally.
This way, if an attempt is made to reverse the reversal (or even reverse the original act again), a dialog could be popped up with a warning.
It could also display the details of the original act.
-Tim
Changes to the account area
Sandra @ Bellarine
Hi,
Re: Part One - Tim's idea above about the author/user being recorded, we don't log into our reception terminals as staff members but as roles so I don't think this would help us. Also several staff can, at times use the one terminal so this would not be reliable for us even if we did log in as individual staff members.
I would be happy with the notes section forcing some kind of explanation of what was being done. This, along with the 'created by reversal' note would do it for me.
Re: Reversal Warning dialog- I'm with Matt here, I think it's a case of staff not understanding the process. I don't know how effective the warning would be. The only solution I could see would be giving selected staff access to the reversal button, ie: security settings but if that's not an option. Notes, notes, notes!
Sandra.
Re: Changes to the account area
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Changes to the account area
Sandra @ Bellarine
Another quick question. Has the ADJUST button always been available to base users on the account page? I just had a querie from a staff member asking about giving a credit note using the adjust button!!
It may have been an assumption on my behalf as I mainly use my higher level log-in, but I was surpirsed that this was availabe to all staff, upon checking with our manager she was too. Is this new? Can I change this so only certain users can do adjustments?
Sandra.
Changes to the account area
The Adjust button has always been available to all users.
At present, the only way to restrict access is to prevent users from having 'create' or 'save' permission to the following archetypes:
A better solution would be to extend permissions to include application functionality rather than simply archetypes.
-Tim
Changes to the account area
Sandra @ Bellarine
Yes, when working with customer accounts I think notes recorded along with the reversal, refund, etc should be mandatory.
Sandra
Changes to account area
YES YES YES can we please get this up & running. I find it very difficult at account time to make sense of reversals, & credits without notes....
I only ASSUME people have put through the transcation incorrectly. And when it is printed out on an account statement some look so embarassing
that i dont send them!! If there was as area to add notes - incorrect payment type or insufficient funds (eftpos/credit card - some people get too excited &
clear the computer screen before the transaction has been finalised by the eftpos machine) it would make my life a little easier.
Adding notes to payments, credits, counter sales and refunds
Hi guys,
Thanks for the feedback. I have created an active project that hopefully describes our requirements adequately.
It describes the following;
"...The solution suggested by the users was;
1. The addition of a Notes field, the same as the field on Invoices, to each of the above transaction types (Payments, credits, counter sales and refunds).
2. In addition to this the option of having the note as a mandatory field for some of the transaction types was mooted, specifically credits and refunds.
3. Lastly when the Reverse button was used to create one of the above types there was a suggestion to add "Created by Reversal" as a default text within the Notes field...."
Note the addition opf counter sales.
I have one last question.
Should the Counter sale transaction type have a mandatory note? Or should this be up to each individual practice?
Cheers,
Matt C
Adding notes to payments, credits, counter .... Update
Hey guys,
This active project has finished discussion time and has had a JIRA created.
JIRA:
jira.openvpms.org/jira/browse/OVPMS-908
Cheers,
Matt C
Adding notes to payments, cre... Funding Update (10%)
This project has been costed at $300.
A user has donated 10%! Thanks for the support!
Development will not commence until the project is fully funded.
Re: Adding notes to payments, cre... Funding Update (10%)
MRR Croydon Veterinary Clinic 0417 835 762 ----- Original Message ----- From: To: Sent: Friday, October 23, 2009 3:12 PM Subject: [OpenVPMS Users] Adding notes to payments,cre... Funding Update (10%)
> This project has been costed at $300. A user has donated 10%! Thanks for > the support! > > Development will not commence until the project is fully funded. > _______________________________________________ > OpenVPMS User Mailing List > users@lists.openvpms.org > To unsubscribe or change your subscription visit: > http://lists.openvpms.org/listinfo/users > Posts from this mailing list can be viewed online and replied to in the > OpenVPMS User's forum- http://tinyurl.com/openvfu_______________________________________________ OpenVPMS User Mailing List users@lists.openvpms.org To unsubscribe or change your subscription visit: http://lists.openvpms.org/listinfo/users Posts from this mailing list can be viewed online and replied to in the OpenVPMS User's forum- http://tinyurl.com/openvfu
Adding notes to payments, cre... Funding Update (20%)
This project has been costed at $300.
A user has donated another 10%! Thanks for the support!
Development will not commence until the project is fully funded.
Adding notes to payments, cre... Funding Update (30%)
This project has been costed at $300.
A user has donated another 10%! Thanks for the support!
Development will not commence until the project is fully funded.
Notes to Payments, credits etc (Update)
Hi everyone,
This functionality is largely complete for the 1.5 release (not available yet).
A small adjustment, the feature to have a mandatory option for some transaction types;
c) Add option to have a note as a mandatory field for some of the transaction types (specifically credits and refunds). This should be optional at a Clinic/location level.
has been left as an implementor task (editing of the archetypes) and will not be a user option.
Cheers,
Matt Costa
Development Update: Payment & Credit Notes complete!
This development is completed and will be in the Version 1.5 release!