NEW TO OPEN VPMS
HI there ,
we are a new subscribers to the OPENVPMS
We have managed to install the latest version of 1.7 on windows 8
BUT we have encountered few issues
1-when we creat an invoice the GST amount does not seem to be added to all items -some items will show the GST while others won't- though GST is active on the system
2-when we add more than one reminder to a patient , the existing reminder gets deleted and replaced by the new one (will not take more than one reminder/patient)
3-How to set up group reminders
4-How to set up stock orders with suppliers such CENTVET ,LYPPARD and ALL YOUR MARKETING NEEDS
Re: NEW TO OPEN VPMS
This should all be covered by the online help. If not, please let us know. Taking your points in turn, see:
1. Taxes
2. Reminders
3. Reminder Groups
4. Stock Control
ESCI
Re: NEW TO OPEN VPMS
Adam - further to Tim A's links to the documentation, my guesses are:
1 taxes: look for taxes being set at either the product or product type level. As the doco says - if you have a standard 'same for all' situation as in Oz then you should only need to set tax at the practice level.
2. Reminders - I suspect you have multiple reminders set with the same group. See discussion at http://www.openvpms.org/forum/multiple-reminders-single-patient-failing
3. same link as above - be careful about the differences between the group flag (to group multiple reminders on the one document sent to the customer) and reminder groups (which let one reminder cancel another).
4. nothing to add
Regards, Tim G
Re: NEW TO OPEN VPMS
Thanks TIm,
it seems that i have not explianed the issue with the GST application
at the level of practice the GST is active for all ,
for each product and service the GST is also ticked
for iexample when i bill a consult ,it will incorporate the GST component but when i bill a cat spay or vaccination it will not include the GST - also when the invoice is created the GST will not show up on the client invoice for some products and services while it will show on others?
adam
Re: NEW TO OPEN VPMS
Humm - for the Oz setup you should have GST set at 10% in Admin|lookups|tax types as follows: (I didn't bother setting the description)
At the practice level, you should have:
For all products and all product types - NOTHING, ie
and
Note that the above images come from a 1.8beta2 system and shows things (like Pharmacy) that are not in 1.7.
Can you try killing off the tax settings for the products and product types. If it comes good, pls yell, you may have discovered a bug [ie things get confused if taxes set at all levels.].
Regards, Tim G
Re: NEW TO OPEN VPMS
Hi Tim,
I am one of the nurses at the clinc. I am looking into trying to set up the reminder system on OpenVPMS. I am finding it difficult to get clarification via the documents that you linked us to. Could you please assume I am beginning from scratch and need a step by step guide.
We have reminder types set up. We had groups set up, I have removed them all except 'Vaccinations' and 'Other' I need support and advice on what sort of groups to set up and what to put in them as I am concerned about cancelling reminders out.
I then need to know about the process of generating the reminders that are due to be sent, grouping multiple reminders for the one client and exporting to be sent to a third party for processing.
Can you please take me through these steps in their simplest form, with examples.
Alice
Re: NEW TO OPEN VPMS
Alice - I will respond with more detail tomorrow if you need - the grandchildren just came home.
However, v.quickly: DO NOT have a reminder group with different types of reminders in it - ie do not have a reminder group Vaccinations containing F3 Vaccination, G6 Vaccination, xxx vaccination etc reminders in it. If you do so the F3 will cancel any outstanding G6 etc etc - not what you want.
Don't use reminder groups unless you specifically need one reminder type to be cancelled by another.
Grouping reminders sent to a customer. Since you are using a 3rd party to send these out, don't you just want to export the reminder data and send them the spreadsheet - and let them do the grouping. In fact if you are using export, then the Group flag on the reminder type does not matter - see http://www.openvpms.org/documentation/csh/1.7/admin/type/reminderType#gr... which says (in part):
Regards, Tim G
Re: NEW TO OPEN VPMS
ALSO,
I am trying to add stock quantities to the system. I was using Products - Stock Management - Stock Adjustment to do this. But then I found Administration - Organisation - Stock Location and selected MAIN CLINIC PHARMACY. Stock adjustments that I had finalised were not showing up under the products section of this stock location.
All we want to be able to do is view stock on hand, it is proving very confusing and time consuming. Please help
Alice
Re: NEW TO OPEN VPMS
Alice - if you are using a Windows 7 or Windows 8 workstation, get someone to show you the Snipping Tool (search for 'snipping') it is wonderful for documenting things.
OK - take a product - as you can see there are 2 in the zz store [we use things (customers, products, patients, practice locations) starting zz as test items - so we can play with things on the production system). Below is the view screen with the Stock Locations tab selected.
Now lets create a stock adjustem with one one item in it - the zz product:
as you can see we are adding 42.
NOTE NOTE NOTE - the above (and all the other screen shots) are from my 1.8 test system - in your 1.7 system, the above screen looks like:
So if you are running 1.7.1 they it will show a 'Adjust Quantity By'
OK - now let us finalise the stock adjustment and see what we get:
Ahah - it worked - the original 2 has 42 added to give the new stock of 44.
So what is different in your place??
Regards, Tim G
Re: NEW TO OPEN VPMS
So is this the correct way to enter our inventory into the system for the first time?
When I went into the Administration tab - Organisation - Stock Location - MAIN CLINIC PHARMACY - Products, it didn't show up items I had added in Stock Adjustment, unless they were already in that list of products, in which case it updated the quantities for those.
When I tried to add the products to this list it came up with, ERROR "Failed to validate Products of Stock Location: Duplicate active product location relationship"
Re: NEW TO OPEN VPMS
Yes and no - the Admin|Org|Stock Location allows you to view products at a stock location and adjust their quantities - BUT NOT to create the stock holdings.
To enter a new product, use Products|Information|New - as you enter the product details you can also enter the stock holdings.
However, I would be tempted to:
This gets your base product names and price data in.
Now use the Stock adjustment to set the quanties. [Note that in 1.8 there is an export/import facility for this.]
Regards, Tim G
Re: NEW TO OPEN VPMS
ARRGGGHH - I think I just spent 10 minutes answering the wrong question.
The answer to "All we want to be able to do is view stock on hand," is as follows:
You found the correct screen- Administration|OrganisationStock Location - but as you said initially this does not show the stock details for the product. All you do is click on the line and it expands to show you the detail - see below.
NOTE - I have just reviewed the help text for this screen. It is deficient in that it does not say that you click the line to show the details. Also (at least in the 1.8 test system there is a bug in that in view (rather than edit) mode, the products are not sorted by name.
Re: NEW TO OPEN VPMS
Hi Tim,
Thank you for your replies, has clarified a lot. The spreadsheet of products is much easier to work with while I am adding our inventory for the first time.
With reminders, how do we export them to excel sheets like this?
Alice
Re: NEW TO OPEN VPMS
You can export reminders if you are using an external provider. However once you export you cannot reimport reminders to update the system, like you do with prices.
Re: NEW TO OPEN VPMS
That is fine, how do we do it?
Re: NEW TO OPEN VPMS
Alice - go to the reminders screen - Reporting|Reminders - then press Alt-F1 [this is good advice anywhere in OpenVPMS - press Alt-F1 for help].
If you read through the text you will find:
So: a) best to have your customers with one contact location with purpose Reminder; b) ensure all (or all that you want to export) your reminder templates have the Export box ticked.
Regards, Tim G
Re: NEW TO OPEN VPMS
I don't understand how the templates work? I have to add templates to all the reminder types? Even if we are not using that template to generate a letter and exporting to a third party?
Also, products were exported to excel sheet which I got excited about because I was going to add all quantities but this only exports the price information. So do I need to go throught and search and add each products quantity one, by one?
I am finding the help information difficult to understand.
Alice
Re: NEW TO OPEN VPMS
I don't understand how the templates work? I have to add templates to all the reminder types? Even if we are not using that template to generate a letter and exporting to a third party?
Also, products were exported to excel sheet which I got excited about because I was going to add all quantities but this only exports the price information. So do I need to go throught and search and add each products quantity one, by one?
I am finding the help information difficult to understand.
Alice
Re: NEW TO OPEN VPMS
I also went into 'Administration' and then 'Templates' and clicked ont he Dog Vaccination Reminder Template and couldn't see an option to click Export?
Re: NEW TO OPEN VPMS
Also,
I have been adding stock quantities and when we sell items, it is not automatically adjusting the quantity. How do I fix this?
Re: NEW TO OPEN VPMS
Almost certainly you have not got Stock Control turned on for the practice location.
By the way, have you read through the Concepts section - see http://www.openvpms.org/documentation/csh/1.7/concepts
Worth doing.
Regards, Tim G
Re: NEW TO OPEN VPMS
Alice - see below - Export id one of the properties of the template use for a specific (1st, 2nd, 3rd etc) reminder
Note that even if you did not have the template exposed, you could have pressed Alt-F1 and would have seen a screen shot with the template exposed and Export showing.
Regards, Tim G
Re: NEW TO OPEN VPMS
I appreciate all of your help but in all honesty, reading the help documents just confuses me more. I do not understand how the system works and it is so that I cannot even figure it out myself by playing around as there are too many variables that if not considered will produce errors or not allow the system to function properly. I am really having a hard time.
All we want to do is;
1) Learn how to export our reminders so that we can send them to a third party without having to copy them manually, one by one into an excel spreadsheet.
2) Learn how to add stock quantities into the system and then have them automatically adjust once a product is sold
3) Send orders to our supplier via OpenVPMS
I really need everything laid out from the beginning, step-by-step as if I knew nothing about the system.
When you have time, I would appreciate it, or if I could speak to someone on the phone that would be preferred.
Alice
Re: NEW TO OPEN VPMS
Alice: 1 & 2 should be addressed in the replies above. 3) (if you mean using the ESCI system) I would not attempt. In your current situation I would simply print the orders that the system generates and fax/email them to your supplier.
Phone - I am in Hong Kong for the next week.
Regards, Tim G
Re: NEW TO OPEN VPMS
Alice,
I have sent you a private message with my mobile please feel free to give me a call... Either tonight or next week .
Ben
Re: NEW TO OPEN VPMS
Alice,
I have sent you a private message with my mobile please feel free to give me a call... Either tonight or next week .
Ben