If you would like to update your HFM from Access to the new dotnet version please call The Jockey Club and we would be happy to schedule a conversion with you.

Toll Free:  (800) 333-1778

Local:        (859) 224-2800

Fax:            (859) 224-2810

It should be quite easy to move the program to the new machine but there are some things you need to be aware of.� If the database engine is on your machine, it's very important that you have a back up of the database folders and copies of your past billings available.� Please contact us and we will make sure you have a good backup as well as getting the program installed and running on the new machine.� Note: When you move to a new machine, you will need a new registration number before the program will run.� If you do move the program yourself, you will still need to get in touch with us for this code.

There are two areas that need to be backed up.  The first is the program/database. This is where all of your horse, farm and  procedure information is held.  The second area is where copies of all historical billing is kept.  For each billing cycle, a number of PDF files are created, it is these files that you need to back up. 

For the database it would it would best to just backup the entire Horse Farm Management folder.  It can be found on your hard drive "C" in the program files directory.  By backing up the Horse Farm Management folder you will be getting the database and the matching program  files.   If your HFM software running on a network, this needs to be done on the machine that is the database server.   

You can find where the historical billing files are being kept by selecting HELP from the top menu.  Then select Information for Backups.   This page will show the physical location of the database and billing files.   The billing files are stored in the "Save Folder" location.  If you go to that location, such as My Documents, look for a folder HFM-Billing.   Backup this entire folder. 

WE RECOMEND THAT YOU BACK UP YOUR DATA ON A REGULAR BASIS AND TEST THAT WHATEVER SOLUTION YOU ARE USING WORKS.

The question to ask yourself is how bad off would I be if my  machine was to fail right now!   Very few people could just start from scratch.   

There is currently no interface between HFM and Quickbooks.

From the top menu select Setup > Companies

First Time Users:  Select the company "Place Your Name HERE" and click [Edit].  In the "Name" field, DELETE the words "Place Your Name HERE" and type in your own company/farm name.  Enter your address, your phone number, your fax number, etc.

When finished click [SAVE].

To add a second company, from the top menu select Setup > Companies and click [Add].  Enter your second company's name and address, phone number, fax number, etc. 

When finished click [SAVE].

Follow the same steps for each company that you would like to add.

After you have added additional companies, you will be able to select from the drop down list which company you want to work with when you open HFM.

From the top menu select Setup > Companies

Highlight the Company name and click [EDIT].  The information that is entered on this screen is the information will be displayed as the Invoice header.

On this page you change and/or update the Company Name, the Address, the Phone / E Mail Entries, or the Logo.

When you have finished click [Save].

Yes.   From the top menu select Setup > Preferences > Billing Settings > Standard

Enter your comment in the area marked "Standard Billing Invoice Comments".   When you have finished entering your comment, click [OK]. This comment will appear on the first page of each client's invoice.

From the top menu select Setup > Companies

Highlight the Company name and click [EDIT].  On the top, right-hand side of the page under the section "Logo",  click the [NEW] button and then browse for your logo.  Once you have selected the logo for the company, make sure the box is checked to "Show Logo On Invoice" and then click [SAVE].  The logo that you have selected will print on the top, right-hand side of the invoices.

To remove the logo  go back to Setup > Companies,  Highlight the Company name and click [EDIT].  Click the [REMOVE] button that is beneath the logo.

When finished click [Save].

From the top menu select Setup > Companies

Highlight the Company name and click [EDIT].  On the top, right-hand side of the page under the section "Logo",   make sure the box is checked to "Show Logo On Invoice".  If the box is checked and your logo still does not show up on the invoices, try removing the logo and re-selecting it. 

To remove the logo  go back to Setup > Companies,  Highlight the Company name and click [EDIT].  Click the [REMOVE] button that is beneath the logo.

Next, click the [NEW] button and  browse for your logo.  Once you have selected the logo for the company click [SAVE].  The logo that you have selected will print on the top, right-hand side of the invoices.

From the top menu select Master Files > Farms

Click the [ADD] button and enter the Name of the Farm, the Address information, the Breeding Requirements at that farm, any Phone/E-Mail Entries, Contacts and Veterinary information for the farm.   Farm entries could include the stallion farm where your mare will be sent for breeding or the name of a clinic where you might send horses for veterinary services or the name of the track where your horse is currently in training.

When finished click [SAVE].

Yes, in most instances your farm will be the actual location where all of the horses are boarding.   You will be required to select a Farm Name when you enter horses and when you add arrival dates for horses.

You can set up your farm as the Default Farm so you won't have to select from the drop down list for every horse you add or every arrival or departure date that you enter.  From the top menu select Set Up > Preferences > Company Settings and select your farm name from the drop down list.

When finished click [OK].

From the top menu select Master Files > Clients

Click the [ADD] button.  First add yourself as a client (your personal name or your farm name) and then add each of your clients that own horses with you;  whether a person, a farm or a company.  Enter the client's  First Name / Last Name or Farm/Company name or both and any Address,  Phone / E-Mail Entries. 

When finished click [SAVE].

If you are going to enter horses into the system that you own then you will have to set yourself up as a client so that you can assign the appropriate ownership to your horses.

From the top menu select  Master Files > Clients 

Click the [ADD] button.  Enter your First Name / Last Name or Farm/Company name or both and any Address,  Phone / E-Mail Entries. 

When finished click [SAVE].

From the top menu select  Master Files > Clients

Highlight the client's name and click the [DELETE] button.  You will get a message to confirm deletion of the record. Click [Yes] to delete.

You will not be able to delete a client that has been included in a Finalized Billing, has active horse ownership or has procedures that have not been billed.  If this is the case, you might elect to mark the client as "Inactive".

From the top menu select  Master Files > Clients

Highlight the name of the client and click [EDIT].  Click on the Other Addresses tab.  Click the button [New] and select "Billing" from the Category drop down list.  Enter the billing address information and click [SAVE].  

When you select the category of  "Billing", the system will use this address for this client's invoices instead of the address entered on the Client Info tab.  All other categories serve only to store any additional addresses for the client.

Yes you can print address labels for your clients. 

From the top menu select Reports > Labels

Select a pre-defined Avery Label from the drop down list, sort the labels either by Name or Zip Code, select to print labels for Active/Inactive clients and/or clients that are Currently Boarding or not.  Select the Print mode of either Preview or Printer and click [Submit].

From this same screen you can also print client address labels based on the Mailing Codes that have been set up in the Client Master file using the Client Filter, Invoice labels based on the clients included in the currrent billing and mailing labels for all of the Farms that have been entered in the Farm Master file.

No, you do not have to create an invoice for your own horses each month.  You can choose to "Suppress" the billing. 

From the top menu select Master Files > Clients

Highlight your name and click [Edit].   Look on the bottom right-hand of the screen in the Miscellaneous area for the box next to "Suppress Billing".  Click in the box to suppress your  billing.  You will get a message to confirm the billing as suppressed.  Click [Yes] to continue.

Once the box has been checked as "Suppressed", an invoice will no longer be created for you.  There are several billing reports that can be run to review the suppressed charges even though you will not get an invoice each month.

When finished click [Save].

You can choose to suppress any client's billing.

From the top menu select Master Files > Clients

Highlight the client's name and click [Edit].   Look on the bottom right-hand of the screen in the Miscellaneous area for the box next to "Suppress Billing".  Click in the box to suppress the client's billing.  You will get a message to confirm the billing as suppressed.  Click [Yes] to continue.

Once the box has been checked as "Suppressed", an invoice will no longer be created for this client.  There are several billing reports that can be run to review the suppressed charges for clients even though they will not get an invoice each month.

When finished click [Save],

From the top menu select Master Files > Boarding Types

Click the button [Add].  Enter the name of the Boarding Type (Mare, Mare Under Lights, Barren Mare, Mare Pasture Board, Sales Prep, Foal, Weanling, Yearling, In Training, etc.).

If you want to associate this Boarding Type with a Horse Type, select the Horse Type from the drop down list.

Enter the Daily Rate (the amount you will charge per day to board a horse at that Boarding Type).

Select the Billing System "Standard" from the drop down list.

The Debit G/L Account number is optional.  You can enter a G/L Account number or you can leave the field blank.

When finished click [Save].

Follow these same steps to [Add] each Boarding Type.

From the top menu select Master Files > Horse Types

Click the [New] button and type in the Horse Type on the blank line provided.

When finished click [Save].

The Boarding Type is used to calculate the actual per-day boarding charge for each horse.  For example, you may have  Boarding Types of Mare, Mare Under Lights, Barren Mare, Mare Pasture Board, Foal, Weanling, Yearling, Sales Prep, In Training, Layup, etc and each of those Boarding Types can have a different day rate.

Similar Boarding Types can be grouped together in one Horse Type making it easier to produce lists or perform mass procedures.  For example, you may have Boarding Types of Mare, Mare Under Lights, Barren Mare or Mare Pasture Board but they are all mares.  If you have a Horse Type of "Mare", you can associate all of the "Mare Boarding Types" to the one Horse Type of  "Mare".  This will make it easier to produce reports that will list all "Mares" and it will be much faster creating a Mass Procedure that was done on all "Mares".

From the top menu select Master Files > Horses

Click the [Add] button.  You will add all horses that are currently on your farm or horses that may not be on your farm but you wish to track.  When adding horses to the system, you are required to set up ownership for the horse before you can save and exit the horse record. 

Type in the Horse Name. Select a Farm Name from the drop down list if a default farm name has not already been selected.  Fill in as much information as possible in the Horse Info. and Pedigree section on this page.  If you don't have all of the information when you first set up the horse you can always go back later and edit the record.  Please note the [Verify] button at the top right-hand sideof the page.  This is a billable service.  When enabled it will verify the name, sex, color, Date of Birth and pedigree for this horse.  Please contact The Jockey Club directly to purchase this feature.

Next, click on the Ownership tab.  Click the button [NEW DATE].  Enter the new effective ownership date and click [OK].  Find the current owner's name on the Client Search Popup list and click [SELECT]. 

If more than one person owns the horse, click on the [NEW] button located near the bottom of the page to select the next owner.  Enter the appropriate Percent Owned for each owner and mark one owner as the Main Contact.  Each owner will be entered on a separate line and  the Total Percent Owned must always equal 100%.  All board and procedure charges will be billed to owners of horses based on the percent of ownership.

Next, in order to calculate the daily boarding charges you will have to give the horse an arrival date.
 
Click the Boarding tab and then click the button [New Arrival].  Enter the arrival date and click [OK].  Select a "Boarding Type" from the dropdown list,  select the "Vanned by" and select the "Arrived From".

When finished click [Save].

Set up the Procedure Categories first.  

After you have set up the Procedure Categories, you will be setting up the Procedure Master records.  When you set up the Procedure Master records  you are required to select a Procedure Category from the drop down list found on that page.  In order to be able to do so, the Procedure Categories have to be in place first.

From the top menu select Master Files > Procedure Categories.

Click the [ADD]  button and enter a  general Category Name such as Vaccinations, De-Worm, Reproductive, Blacksmith, Vanning, Registration / Nominations, Vanning, Medication, Tack & Equipment, etc.

Select whether or not the procedures in this category will be shown on the Departure Form (Yes, No, Last).  The Billing Category is optional and can be left blankl. 

The G/L Account field is optional.  You can choose to enter a General Ledger Account number or you can leave it blank.

When finished, click  [SAVE].

From the  top menu select  Master Files > Procedure Masters.

Click the [Add] button.  Enter the Procedure Name such as Trim 4, Ultrasound, Tetanus Vaccination, Jockey Club Registration, Scope, New Halter, Strongid, etc.  Enter the Default Unit Charge.  If there is no standard charge or if you don't know what the charge actually is, enter $0.  Select the Procedure Category for this Procedure from the drop down list. 

You have the option to select Unit Type (cc, mg, Vial, Bottle, oz., etc.), Default Performed By and Departure Print (Yes, No. Last).

When finished click [Save].

From the top menu select Master Files > Procedure Masters

Highlight the procedure name "Coggins"  and click [Edit].  At the bottom of the page there is a section labeled "Procedure Types".  Click in the box next to "Coggins" to mark this procedure as your Coggins procedure. 

When finished click [Save].

Now each time you enter a Coggins procedure for a horse, the Last Coggins date on the Horse master page will be updated with the actual date from the Coggins procedure entry.

From the top menu select  Setup > Billing Setup >Service Charge

Click the [New] button.  Type in a Description and enter the percentage for the service charge (1.5%, etc.) in the Over 30, Over 60 and Over 90 columns.  Click [Save].

From the top menu select Master Files > Clients

Highlight the Client's name and click [EDIT].  The Service Charge Setup is on the right-hand side of the Client Info page.  If the Service Charge Field indicates --None-- then the client will not be charged late fees. 

For those clients that you do want to be charged late fees, select the appropriate Service Charge code from the drop down list in the Service Charge Setup area.

When finished click [Save].

Service charges are assessed on a client-by-client basis so a client will never be charged late fees unless you specifically mark the client's master file as such. 

From the top menu select Master Files > Clients

Highlight the Client's name and click [EDIT].  The Service Charge Setup is on the right-hand side of the Client Info page.  If the Service Charge Field indicates --None-- then the client will not be charged late fees. 

For those clients that you do want to be charged late fees, select the appropriate Service Charge code from the drop down menu in the Service Charge Setup area.

When finished click [Save].

Yes, you can set up more than one service charge.   From the top menu select  Setup > Billing Setup >Service Charge

Click the [New] button.  Type in a Description such as "Full Late Fee" and enter a service charge percent such as (1.5%) in the Over 30, (1.5%) in the Over 60 and (1.5%)  in the Over 90 columns.

Click the [New] button again and on the blank line provided, type in another Description such as "Partial Late Fee" and enter the percentages for this service charge in the Over 30 (1.0%), Over 60 (1.0%) and Over 90 (1.0%).

When you are finished click [Save].

To assign one of the Service Charges that you have set up, from the top menu select Master Files >  Clients.   Highlight the Client's name and click [EDIT].  The Service Charge Setup is on the right-hand side of the Client Info page.  Select the appropriate Service Charge code for this client from the drop down list in the Service Charge Setup area.  If the Service Charge Field indicates --None-- then the client will not be charged late fees.  

When finished click [Save].

Yes, from the top menu select  Setup > Preferences > Billing Settings > Standard

Select the Default Standard Service Charge from the drop down list.  When finished click [OK].  The Default Standard Service Charge that you have selected will auto-populate for each new client that you add to the Client Master File.

From the top menu select Setup > Billing Setup > ServiceTax.

Click the [ADD] button.  On the Service Tax Info screen enter  the "Service Tax Name"  and then add the corresponding Service Tax Rate.  The G/L account number is optional.  

When finished click [SAVE].

Next, from the top menu select Setup > Preferences and click on Billing Settings.  Enter the name of the Tax in the field provided and click [OK].

Next, you will have to assign the Service Tax to each Boarding Type and Procedure Master where you want a Service Tax to be applied..   

From the top menu select Master Files > Boarding Types

Select the Boarding Type and click [Edit].  On the Boarding Type Info screen select the Service Tax from the drop down list and click [Save].

From the top menu select Master Files > Procedure Masters

Select the Procedure name and click [Edit].  On the Procedure Master Info screen select the Service Tax from the drop down list and click [Save].

Yes, once you have set up all of your Service Tax information, the Total amount of Service Tax charged for that month's billing will appear on a separate line on the first page of each client's invoice. 

You can see the detail for the Service Taxes that have been assessed on the Pre-Billing Report. (Billing > Standard > Preliminary Reports > Pre-Billing)

From the top menu select Master Files > Clients

Highlight the client's name and click [Edit].  On the bottom right-hand side of the Client Info screen you will see a field "Exempt Code".  Enter a value (can be letters or numbers) up to 15 characters.  If there is a vaue in the Exempt Code field, the client will not be charged any service taxes.

When finished click [Save].

For clients with an Exemption Code entry, the Exemption Code information will be displayed near the top of the invoice under the client's name and address.

From the top menu select Master Files > Horses

Highlight the horse's name and click [EDIT]. Click on the Boarding tab. Click the button [New Arrival], enter the arrival date and click [OK]. Select the Boarding Type from the drop down list.

When finished click [Save].

Please note that the "Expected Arrival Date" field on the Horse Info Form is the date that you expect the horse to arrive on your farm - NOT the actual arrival date. In order to calculate board charges a horse must have an actual arrival date in the Boarding screen.

The program will charge board for the horse "day in" (the day the horse arrives) and "day out" (the day the horse departs).

From the top menu select  Master Files > Horses

Highlight the horse's name and click [EDIT].   Click on the Boarding tab.  Click the button [New Departure], enter the departure date and click [OK].   

When finished click [Save[.

Please note that the "Expected Departure Date" field on the Horse Info Form is the date that you expect the horse to depart from your farm - NOT the actual departure date. 

The program will charge board for the horse "day in" (the day the horse arrives) and "day out" (the day the horse departs).

From the top menu Master Files > Horses.

 If there are no unbilled procedures and if this horse has never been included in a billing, Highlight the horse and click the [DELETE] button.  You will get a message to confirm deletion of the record. Click [Yes] to delete.

If there are unbilled procedures for this horse you will get a message stating that you cannot delete this horse because there are unbilled procedures.  If this horse has never been included in a billing you can delete the unbilled procedures and then delete the horse.  If, however, the horse has ever been included in a billing, you will not be able to delete it.  If this is the case, you might elect to mark the horse as "Inactive".

From the top menu select Master Files > Horses

Highlight the horse's name and click [EDIT].  Look for the box in the center of the Horse Info screen labeled "Active".  Click in the box to remove the check, making the horse Inactive. When a horse has been marked Inactive it will not appear in any of the drop down lists.

When finished click [Save].

From the top menu select Master Files > Horses

Uncheck the "Show Active Only" box at the top of the screen and active as well as inactive horses will be listed in alphabetical order.

From the top menu select Master Files > Horses

Uncheck the "Show Active Only" box at the top of the screen and active as well as inactive horses will be listed in alphabetical order.

Highlight the horse's name and click [EDIT].  Look for the box in the center of the Horse Info screen labeled "Active". Click in the box to make the horse Active again.

When finished click [Save].

Yes,  from the top menu select Master Files > Horses

By default the sort order is alphabetical by horse name but if you click on the column heading "Horse Type", your horse list will sort by Horse Type.  If you click on the column heading "Band Tag Number", your list will sort by the Band Tag Number. The "Active" column heading does not sort the horse list.

From the top menu select Master Files > Horses

Highlight the horse's name and click [EDIT].

Click on the Ownership tab.  Click the button [NEW DATE].  Enter the new effective ownership date and click [OK].  Find the new owner's name on the Client Search Popup list and click [SELECT]. 

If more than one person owns the horse, click on the [NEW] button located near the bottom of the page to select the next owner.  Enter the appropriate Percent Owned for each owner and mark one owner as the Main Contact.  Each owner will be entered on a separate line and  the Total Percent Owned must always equal 100%. 

All board and procedure charges will be calculated based on the percent of ownership indicated on the Ownership screen.

When finished click [Save].

From the top menu select Master Files > Horses

Highlight the horse's name and click [EDIT].

Click on the Ownership tab.  Click the button [NEW DATE].  Enter the new effective ownership date and click [OK].  Find the new owner's name on the Client Search Popup list and click [SELECT]. 

When the ownership changes, you should not delete prior ownership (dates or clients) since the billing process calculates charges based on the effective dates for each owner.

When finished click [Save].

Yes, you can change the owner of a horse at any time during the month and the billing will correctly invoice the original owner(s) as well as the new owner(s) for their portion of the board and procedure charges based on the ownership dates that you have entered. 

From the top menu select Master Files > Horses

Highlight the horse's name and click [EDIT].

 
Click on the Ownership tab.  Click the button [NEW DATE].  Enter the new effective ownership date and click [OK].  Find the new owner's name on the Client Search Popup list and click [SELECT]. 

When the ownership changes, you should not delete prior ownership (dates or clients) since the billing process calculates charges based on the effective dates for each owner.

When finished click [Save].

From the top menu select Master Files > Horses

Highlight the horse's name and click [EDIT].

Click on the Boarding tab.  Click the button [Change Boarding], enter the new Effective date and click [OK].  Select the new Boarding Type from the drop down menu and click [Save].

From the top menu select  Master Files > Horses

Highlight the horse's name and click [EDIT].  Click on the Ownership tab and enter the appropriate value in the Exception Board field for each client listed.  The Exception Board rate will be entered as a dollar amount.  If you do not want a client to be charged any board at all, enter $0.00 in the Exception Board field.

When finished click [Save].

OR

Highlight the horse's name and click [EDIT].  Click on the Boarding tab and look on the bottom right-hand side of the horse boarding screen for the Ownership Exception Rate area.  This Ownership Exception is to be used when you want to establish an exception to the default standard boarding rate based on the Ownership for this horse.  To apply an Ownership Exception, click [New], select the client's name from the drop down list and enter the amount in the Exception Rate field. 

When finished click [Save].

From the top menu select Master Files > Horses

Highlight the horse's name and click [Edit] .  Click on the Ownership tab and enter the appropriate value in the Exception Procedure field for each client listed.  The Procedure Exception rate will be entered as a percentage not a dollar amount.  Procedure exceptions must add up to 100%.

When finished click [Save].

Highlight the horse's name and click [EDIT]. Next click the Boarding tab.  If the owner (s) is to be charged a boarding rate different from what you have established as standard you can enter the exception rate in the Exception Rate field which is found directly above the default Standard Rate field.  An Exception Rate entered in this area will cause the system to charge the exception rate only when the horse is at this specific "Boarding Type". 

For example, if a horse is the Boarding Type of “Broodmare” with an exception rate of $10.00 and then changes to "Sales Prep", the owner will be charged the standard rate for "Sales Prep" and the Exception Rate of $10.00 for "Broodmare" will no longer apply. 

The first Exception Rate field which is found directly above the default Standard Rate field is to be used when you want to establish an exception to the default standard boarding rate for this horse.  An Exception Rate entered in this area will cause the system to charge the exception rate only when the horse is at this specific "Boarding Type". 

For example, if a horse is the Boarding Type of "Broodmare" with an exception rate of $10.00 and then changes to "Sales Prep", the owner will be charged the standard rate for "Sales Prep" and the $10.00 Exception Rate for "Broodmare" will no longer apply. 

The second Exception Rate which is found on the bottom right-hand side of the horse boarding screen is to be used when you want to establish an exception to the default standard boarding rate based on the Ownership for this horse.  To apply an Ownership Exception, click [New], select the client's name from the drop down list and enter the amount in the Exception Rate field.  When finished click [Save].

Yes, If you have not Finalized your billing, you can simply delete the payment from the wrong client and then add the payment to the correct client.

From the top menu select A/R Transactions > Payments

To delete the payment from the incorrect client, Highlight the client's name and click [SELECT].  On the Payment Search History screen select  the payment in question and click the [Delete] button. You will be prompted to continue with deleting the record. Press [Yes] to confirm. 

When finished, close the Payment Search History screen.

Next, add the payment to the correct client. 

From the top menu select A/R Transactions > Payments

Highlight the client's name and click [SELECT].  Click the [Add] button to add a payment. On the Payment Details screen enter the Date Applied, select the Applied To, and enter the Amount of the payment.  Click the "Apply" box next to the invoice where you want the payment to be applied. 

Enter any Payment Comments and check the box "Show Comment on Invoice?" if you want the payment comments to show up on the client's invoice.

When finished click [Save].

If you have already Finalized your billing you will not be able to delete the payment that was posted to the wrong client's account.

In order to correct the client's balance you will enter a Direct Charge Adjustment to the client to which the payment was originally posted for the amount of the payment.  (See instructions on how to enter a Direct Charge/Credit Adjustment).

If you have not Finalized your billing, you can correct a duplicate payment simply by deleting the duplicate payment entry.

From the top menu select A/R Transactions > Payments

Highlight the client's name and click [SELECT].  On the Payment Search History screen select  the duplicate  payment and click the [Delete] button. You will be prompted to continue with deleting the record. Press [Yes] to confirm. 

When finished, close the Payment Search History screen.

If you have already Finalized your billing you will not be able to delete the duplicate payment. To correct the client's balance you will enter a Direct Charge Adjustment to that client in the amount of the duplicate payment.  (See instructions on how to enter a Direct Charge/Credit Adjustment).

If a client makes a payment and there are no outstanding invoices or if they pay more than what is currently owed, these are classified as  "unapplied payments".   On the Payment Details screen you will see the amount of the unapplied payment  displayed in Red on the top right-hand side of the screen under (Amount To Be Applied).

This payment will remain as "unapplied" until the client has outstanding invoices and you actually apply the payment to one of those existing invoices.

If you have not Finalized your billing, you can correct a duplicate payment simply by deleting the duplicate payment entry or by editing the payment information.

From the top menu select A/R Transactions > Payments

To delete the payment entry, Highlight  the client's name and click [SELECT].  On the Payment Search History screen select  the duplicate  payment and click the [Delete] button. You will be prompted to continue with deleting the record. Press [Yes] to confirm. 

When finished, close the Payment Search History screen.

To edit the payment entry, Highlight  the client's name and click [SELECT].    On the Payment Search History screen select  the duplicate  payment and click the [Edit] button. On the Payment Details screen you can edit / update any information as needed.  When finished click [Save].

If you have already Finalized your billing you will not be able to delete the duplicate payment or edit the payment information.  To correct the client's balance you will enter a Direct Charge Adjustment to that client in the amount of the duplicate payment.  (See instructions on how to enter a Direct Charge/Credit Adjustment).

From the top menu select A/R Transactions > Payments

Highlight the client's name and click [SELECT].  Click the [Add] button to add a payment. On the Payment Details screen enter the Date Applied, select the Applied To, and enter the Amount of the payment.  Click the "Apply" box next to the invoice where you want the payment to be applied. 

Enter any Payment Comments and check the box "Show Comment on Invoice?" if you want the payment comments to show up on the client's invoice.

When finished click [Save].

From the top menu select A/R Transactions > Payments

 Highlight the client's name and click [SELECT].  Click the [Add] button to add a payment. On the Payment Details screen enter the Date Applied, select the Applied To, and enter the actual Amount of the payment you have received even if it is less than what was invoiced.  Click the "Apply" box next to the invoice where you want the payment to be applied.  The Net Due for the invoice you have selected will be reduced by the amount of the payment you have entered.

Enter any Payment Comments and check the box "Show Comment on Invoice?" if you want the payment comments to show up on the client's invoice.

When finished click [Save].

Yes.  From the top menu select A/R Transactions > Payments

Highlight the client's name and click [SELECT].  On the payment  search history screen click the [ADD] button to add a payment.

On the Payment Details screen enter the date the payment was received, select the "Applied To" from the drop down list and then enter the check number and the payment amount.  Since this is an advance payment and there are no outstanding invoices, you will have to leave the payment "unapplied".  You will see that the payment amount is indicated in Red on the top right-hand side of the screen under "Amount To Be Applied".

Enter any comments pertaining to this payment and check the box "Show Comment On Invoice?" if you want these comments to appear on the client's invoice. 

This payment will remain as "unapplied" until the client has outstanding invoices and you actually apply the payment to one of those existing invoices.

When finished click [Save].

From the top menu select A/R Transactions > Payments

Highlight the client's name and click [SELECT].  On the payment history screen look in the column marked "Unapplied Amount"  for any dollar amount that is not $0.   Select the unapplied payment entry and click [EDIT].

The Unapplied Amount will be displayed in Red on the top right-hand side of the screen under (Amount To Be Applied). Click the "Apply" box next to the invoice where you want the payment to be applied.  The amount indicated under (Amount To Be Applied) will change to $0 and will no longer be displayed in Red.

When finished click [Save].

OR

 From the top menu select A/R Transactions > Auto-Allocation > Standard > Proposed Auto-Allocation Report and review the report.  If you are in agreement with the Proposed Auto-Allocation of the Unapplied Payments, go back to the top menu and select A/R Transactions > Auto-Allocation > Standard > Finalize Auto-Allocation and click the button [Finalize Allocation].  Unapplied payments will be applied to the oldest invoices first.

From the top menu select A/R Transactions > Payments

Instead of Search by Last/Company Name, click the down arrow and select from the drop down list "Search By Invoice Number".   Enter the Invoice Number and click [Go].  Once the client's name is displayed click [Select] then click [Add] and enter the payment information on the Payment Detail screen.

From the top menu select  A/R Transactions > Adjustments

Highlight the client's name and click [SELECT].  Click the [Add] button to add an adjustment. On the Adjustment screen enter the Date Applied, select the Applied To, and enter the Amount. 

If you want to enter a direct Charge adjustment, enter the amount as a positive number such as 56.74.  When you enter a Direct Charge amount, the Adjustment Distributions area will automatically make an offsetting entry as a negative amount. 

Next, click on the Invoice Allocation tab. If you want to apply this charge to an existing invoice, look for the invoice that you wish to apply this direct charge amount to and click the small square box on the left side of the page under the column "Apply".  After you have clicked the apply box, the charge amount will appear in the far right column "Amount To Apply".  It will be shown as $56.74.

If the client does not have any outstanding invoices at this time, or if you don't want to add this charge to any of the existing invoices, click the [New Invoice] button at the bottom left-hand side of the screen and a new invoice will be created.

Enter any adjustment comments and check the box "Show Comment on Invoice?" if you want the adjustment comments to show up on the client's invoice.

If you want to enter a direct Credit adjustment, enter the amount as a negative number such as (56.74) or -56.74.  When you enter a Credit amount, the Adjustment Distributions area will automatically make an offsetting entry as a positive amount. 

Next, click on the Invoice Allocation tab. Look for the invoice that you wish to apply this credit amount to and click the small square box on the left side of the page under the column "Apply".  After you have clicked the apply box, the credit amount will appear in the far right column "Amount To Apply".  It will be shown as ($56.74).

If the client does not have any outstanding invoices at this time, or if you don't want to apply this credit  to any of the existing invoices, click the [New Invoice] button at the bottom left-hand side of the screen and a new credit invoice will be created.

Enter any adjustment comments and check the box "Show Comment on Invoice?" if you want the adjustment comments to show up on the client's invoice.

When finished click [Save].

Since adjustments are made directly to a specific client not a specific horse, you do not have to be concerned with ownership percentages.

From the top menu select  A/R Transactions > Adjustments

Highlight the client's name and click [SELECT].  Click the [Add] button to add an adjustment. On the Adjustment screen enter the Date Applied, select the Applied To, and enter the Amount. 

If you want to enter a direct Charge adjustment, enter the amount as a positive number such as 56.74.  When you enter a Direct Charge amount, the Adjustment Distributions area will automatically make an offsetting entry as a negative amount. 

Next, click on the Invoice Allocation tab. If you want to apply this charge to an existing invoice, look for the invoice that you wish to apply this direct charge amount to and click the small square box on the left side of the page under the column "Apply".  After you have clicked the apply box, the charge amount will appear in the far right column "Amount To Apply".  It will be shown as $56.74.

If the client does not have any outstanding invoices at this time, or if you don't want to add this charge to any of the existing invoices, click the [New Invoice] button at the bottom left-hand side of the screen and a new invoice will be created.

Enter any adjustment comments and check the box "Show Comment on Invoice?" if you want the adjustment comments to show up on the client's invoice.

If you want to enter a direct Credit adjustment, enter the amount as a negative number such as (56.74) or -56.74.  When you enter a Credit amount, the Adjustment Distributions area will automatically make an offsetting entry as a positive amount. 

Next, click on the Invoice Allocation tab. Look for the invoice that you wish to apply this credit amount to and click the small square box on the left side of the page under the column "Apply".  After you have clicked the apply box, the credit amount will appear in the far right column "Amount To Apply".  It will be shown as ($56.74).

If the client does not have any outstanding invoices at this time, or if you don't want to apply this credit  to any of the existing invoices, click the [New Invoice] button at the bottom left-hand side of the screen and a new credit invoice will be created.

Enter any adjustment comments and check the box "Show Comment on Invoice?" if you want the adjustment comments to show up on the client's invoice.

When finished click [Save].

Yes,  even if a client's horse has already departed from your farm, you can still apply a direct charge to the client.   

From the top menu select  A/R Transactions > Adjustments

Highlight the client's name and click [SELECT].  Click the [Add] button to add an adjustment. On the Adjustment screen enter the Date Applied, select the Applied To, and enter the Amount.  Since you want to apply a Charge, enter the amount as a positive number such as 56.74.  When you enter a Direct Charge amount, the Adjustment Distributions area will automatically make an offsetting entry as a negative amount. 

Next, click on the Invoice Allocation tab. If you want to apply this charge to an existing invoice, look for the invoice that you wish to apply this direct charge amount to and click the small square box on the left side of the page under the column "Apply".  After you have clicked the apply box, the charge amount will appear in the far right column "Amount To Apply".  It will be shown as $56.74.

If the client does not have any outstanding invoices at this time, or if you don't want to add this charge to any of the existing invoices, click the [New Invoice] button at the bottom left-hand side of the screen and a new invoice will be created.

Enter any adjustment comments and check the box "Show Comment on Invoice?" if you want the adjustment comments to show up on the client's invoice.

When finished click [Save].

From the top menu select  A/R Transactions > Adjustments

Highlight the client's name and click [SELECT].  Click the [Add] button to add an adjustment. On the Adjustment screen enter the Date Applied, select the Applied To, and enter the Amount.  Since you want to apply a Credit, enter the amount as a negative number such as (56.74) or -56.74.  When you enter a Credit amount, the Adjustment Distributions area will automatically make an offsetting entry as a positive amount. 

Next, click on the Invoice Allocation tab. Look for the invoice that you wish to apply this credit amount to and click the small square box on the left side of the page under the column "Apply".  After you have clicked the apply box, the credit amount will appear in the far right column "Amount To Apply".  It will be shown as ($56.74).

If the client does not have any outstanding invoices at this time, or if you don't want to apply this credit  to any of the existing invoices, click the [New Invoice] button at the bottom left-hand side of the screen and a new credit invoice will be created.

Enter any adjustment comments and check the box "Show Comment on Invoice?" if you want the adjustment comments to show up on the client's invoice.

When finished click [Save].

From the top menu select Procedures > Procedures Performed.

Highlight the horse's name and click [Select].  To add a procedure for that horse click the [Add] button.

Once on the Procedure Detail screen enter the date the procedure was performed and select the procedure that was performed from the drop down list.  On the Procedure Detail screen you can also select who performed the procedure, enter an Invoice Number for reference, enter an Override Description (the procedure that you select might be "Strongid" and you want to indicate that this particular procedure for this particular horse was

"Strongid - Double dose"). Change the Quantity if necessary, enter any Resuts Details and enter any Scheduling Details if needed.  Type in any procedure comments and select whether or not you want those procedure comments to show on the invoice.

When finished click [Save].

Yes, from the top menu select Procedures > Reports > Procedures Performed

On the criteria selection page select the starting and ending dates for  the procedures that will be included on the report and select the horse's name from the drop down list.  Select to preview the report on the screen or send it directly to the printer.  Click [Submit].

The report will show the Date the procedure was Performed, the Horse's Name, the Procedure Description, Amount Charged for each procedure, Invoice Number, who Performed the procedure, if the procedure was marked to be billed and if it has been billed yet, any Results or Comments that were entered on the procedure detail screen, the Total Count (number) of procedures for the date range you selected and a Grand Total of procedure charges for the date range you selected.

Procedures such as Regumate, SMZ Tabs, Vitamins/Supplements, Bute, etc. would be examples of Recurring procedures. 

Note:  When you are entering a procedure for a horse that has been marked as "Recurring" you will be able to enter the beginning date of the procedure as well as an ending date.  If the procedure will be ongoing, (such as Regumate), the end date can be left blank.

If you have already set up your Procedure Master list, select a procedure master such as Regumate and click [Edit].  In the "Procedure Types" section at the bottom of the page, click the box next to "Recurring".  When finished, click [SAVE].  You can mark as many master procedures as you would like to be Recurring.

Note:  When you are entering a procedure for a horse that has been marked as "Recurring" you will be able to enter the beginning date of the procedure as well as an ending date.  If the procedure will be ongoing, (such as Regumate), the end date can be left blank.

There are three ways to set up a scheduled procedure.

From the top menu select Procedures > Procedures Performed

Highlight the horse and click [SELECT].  Next click the [ADD] button.  On the procedure detail screen select the procedure that is to be scheduled and enter the date that it is to be performed.  Click on the [Scheduled] button and click  [SAVE].  This will schedule the procedure you selected to be performed on the date you have selected.

OR

Highlight the horse and click [SELECT].  Next click the [ADD] button.  On the procedure detail screen select the procedure that was performed and enter the date on which it was performed.  At the bottom of the procedure detail screen enter a Future Scheduling Date and any Scheduling Comments and click  [SAVE].  This will schedule that same procedure to be performed on the date you have selected.

OR

From the top menu select Procedures > Schedule Master and click [Add]. Step 1.  Enter the Schedule Name. This example illustrates "Foals - 10 Day Tetanus".  Step 2. Select the Procedure that will be due (Tetanus).  Step 3 is [opitonal]. Step 4.  Schedule the procedure 10 Day after the procedure Foal Date of Birth has occurred.  This will automatically schedule a Tetanus to be performed on any foal 10 days after the procedure "Foal Date of Birth" has Occurred.

Click [Save].

Once a mass procedure has been completed you will not be able to edit or change the performed date unless you individually edit each procedure record for each horse that was included in the mass procedure.

It is often much more efficient to simply remove the mass procedure and re-enter it with the correct performed date.

From the top menu select Procedures > Mass Procedures.

Highlight the mass procedure you want to delete and click the [REMOVE] button.  A message will prompt to Remove the selected mass procedure.  Select [YES] to continue.

You can enter a procedure that was performed on a large number of horses on the same day via a Mass Procedure entry. 

From the top menu select Procedures > Mass Procedures and click [New].

Select the group of horses and click [Next].  Select the procedure that was done, enter the date the procedure was performed, who performed the procedure, the invoice number (if applicable), change the quantity if needed and enter any comments pertaining to this procedure. 

Check the box if you want the procedure to appear on the invoice and click [Finish].  You will be prompted to continue with the Mass Procedure entry. Click [Yes] to continue. 

You will be notified that the Procedures have been saved.  Click [OK] to continue.  The Mass Procedure Worksheet will be displayed.  The worksheet will show the list of horses that were included in the mass procedure, their Horse Type, the Standard Charge for the procedure,  the Actual Charge and a space to physically write in any comments.

You can print the report or close it from the screen and then close the Mass Procedure Entry Screen if you are finished.

You can change the Boarding Type for large groups of horses all at once through a Mass Boarding Entry.

From the top menu select Setup > Utilities > Mass Boarding Entry.  If you are changing from weanling to yearling, yearling to two-year old, etc., please start with the oldest group first. 

On the Mass Boarding Entry screen select the group of horses to be changed and click [Next].  Select the new Boarding Type from the drop down list and enter the date that the new Board Type will be in effect.  If applicable, enter an Exception [Board] Rate and any comments.  When finished click [Finish]. 

You will get a message to confirm the Mass Boarding entry .  Click [Yes] to continue. 

When completed, the Mass Boarding Worksheet  will be displayed.  This report will show all of the horses involved in the Mass Boarding entry, their Original Boarding Type, their New Boarding Type, the Exception Rate if you entered one, the Start Date for the new Boarding Type and any comments or errors.

You can et up breding seasons either by individual mares or by all mares.

For Individual Mares:  From the top menu select Mare Info > Mares. 

If the mare is not yet in the mare list and you want to add her as a Mare, first click the [ADD] button. The horse list search screen will pop up. Highlight the mare's name and click [Select].  Enter the New Season Year and click [OK].  Enter the information pertinent to that Season Year.  When finished click [Save].

If the mare is already in the mare list,  highlight the mare's name and click [Edit].  On the Mare Entry/Edit screen, click the [NEW] button which is to the right of the Season Year field.  Enter the Season Year you want to add and click [OK].   You can add a current Season Year or any previous Season Years. When finished click [Save].

For All Mares:  From the top menu select Mare Info > Generate Broodmare Season. 

Enter the Season Year and click [GENERATE]. You will get a message to confirm creation of the Season Year you entered.  Click [YES] to proceed.  When completed, a report will be displayed showing all of the mares for which the specified season was created.   If there are no mares that need a new season, you will get a message to that effect when you generate. 

The Generate Broodmare Season is used to generate a new season record for all mares at one time but in order for the system to generate a new season record through this process, the mare must have a previous season year record to generate from and the mare must have a current arrival date.  You can generate new season records at any time during the year and as many times as needed.  Mares that already have a season for the Season Year that you have specified will not be duplicated.

To generate a new season for all mares, from the top menu select Mare Info  > Generate Broodmare Season. 

Enter the Season Year and click [GENERATE].  You will get a message to confirm creation of the Season Year you entered.  Click [YES] to proceed.  When completed, a report will be displayed showing all of the mares for which the specified season was created.   If there are no mares that need a new season, you will get a message to that effect when you generate. 

The Generate Broodmare Season is used to generate a new season record for all mares at one time but in order for the system to generate a new season record through this process, the mare must have a previous season year record to generate from and the mare must have a current arrival date. 

You can generate new season records at any time during the year and as many times as needed.  Mares that already have a season for the Season Year that you have specified will not be duplicated.

You can also add new broodmare seasons individually.  From the top menu select Mare Info > Mares. 

If the mare is not yet in the mare list and you want to add her as a Mare, first click the [ADD] button. The horse list search screen will pop up. Highlight the mare's name and click [Select].  Enter the New Season Year and click [OK].  Enter the information pertinent to that Season Year.  When finished click [Save].

If the mare is already in the mare list,  highlight the mare's name and click [Edit].  On the Mare Entry/Edit screen, click the [NEW] button which is to the right of the Season Year field.  Enter the Season Year you want to add and click [OK].   You can add a current Season Year or any previous Season Years. When finished click [Save].

You can add previous breeding seasons either by individual mares or by all mares.

For Individual Mares:  From the top menu select Mare Info > Mares. 

If the mare is already in the mare list,  highlight the mare's name and click [Edit].  On the Mare Entry/Edit screen, click the [NEW] button which is to the right of the Season Year field.  Enter the Season Year you want to add and click [OK].   You can add a current Season Year or any previous Season Years. When finished click [Save].

For All Mares:  From the top menu select Mare Info > Generate Broodmare Season. 

From the  top menu select Mare Info  > Mare.

Highlight and select a horse name from the MARE ENTRY/EDIT LIST and click  [EDIT]

First select the season year that you would like to work with and check to be sure you have entered a stallion's name in the BOOKED TO  field for that season year.  Next click on the  BREEDING DATES tab. 

Click [NEW].   Enter the date the breeding is scheduled and what time the mare is booked to be bred.  Enter the Session number (Optional).  The system will default the status to Scheduled and place the name of the stallion in the Stallion column.   If the stallion name does not appear in the stallion column, check to be sure you actually entered the stallion's name on the mare info. tab in the BOOKED TO field. 

Optional:  Select who will van the mare to the breeding shed (Vanned By) enter what time the mare will be picked up to go to the breeding shed (Pickup Time),  enter any scheduling comments (needs a double stall on the van, do not hobble, etc.).  

When you have finished click  [SAVE].

When the breeding has been confirmed you will go back to the Breeding Dates tab and change the Status from [Scheduled] to [Bred] and you will enter any pertinent breeding information in the Breeding Dates Comments section.  When you have finished updating the information, click  [SAVE].

From the  top menu select Mare Info  > Mare.

Highlight and select a horse name from the MARE ENTRY/EDIT LIST and click  [EDIT]

First select the season year that you would like to work with then click on the  BREEDING DATES tab. 

 Click on the date you want to delete and click [REMOVE].

Click [Save].

  From the top menu select  Mare Info > Mare

Highlight and select a horse name from the MARE ENTRY/EDIT LIST and click  [EDIT].
Select the season that you would like to work with and then click on the FOALING INFO tab to open the "Foaling Info" screen. 

Note: Foaling information must be entered in the mare's record based on the breeding season not the foaling year.  For example:  If a foal is born on 3/17/11, that foaling information must be entered through the 2010 season.

After entering all of the foaling information and  any comments related to the foal or foaling click on the button on the bottom, right-hand side of the page [ADD FOAL AS NEW HORSE].  The selection box that pops up will be pre-populated with the foal's name based on the settings you previously selected in Setup > Preferences >  Mare/Foal Settings

Edit the foal's name if needed and then select the Board Type.  The Foaling Date will be pre- populated based on the foaling date you entered on the foaling info. page.  Click [OK] and the system will automatically create a new horse record for the foal using the information you have supplied in the Foaling Entry/Edit screen. 

The system will assign ownership to the foal to be the same as the dam's ownership at the time it was born and it will automatically enter an arrival date in the Boarding screen.  If, for some reason you need to change the ownership of the foal you will be able to do so in the Master Files > Horses > Ownership page.
 

After you review the information click [SAVE].

From the top menu select Mare Info > Reports > Foaling

From the top menu select Reports >  Mare Reports > Foaling

Select the criteria for the report and then select to Preview the report or select to send it directly to the Printer and then click [SUBMIT].

There are several reports that show the breeding dates for your mares but the two that are the most concise are the "Breeding Report" and the "Farm Mares Bred Summary".

From the top menu select Mare Info > Breeding Report

From the top menu select Reports > Mare Reports > Breeding Report

 The Breeding Report will show  the last date that each mare was bred.

From the top menu select Mare Info > Reports > Farm Mares Bred Summary

From the top menu select Reports > Mare Reports > Farm Mares Bred Summary

The Farm Mare Bred Summary will show all of the breeding dates for each mare. 

Both reports sort in chronological order.

There are three reports that will show the projected foaling date for mares.

From the top menu select Mare Info > Reports > Farm Mares Bred Summary

From the top menu select Reports > Mare Reports > Farm Mares Bred Summary

From the top menu select Mare Info > Teasing Worksheet

From the top menu select Reports > Mare Reports > Foaling Mares By Location 

The projected foaling date is calculated based on the number that is entered in the field "Days Between Last Day Bred and Foaling Date" that is found in Setup > Preferences > Application Settings > Mare/Foal Settings.

The program comes with a default number of 330 but you can change that number to be whatever you would prefer.

To make the change, go to Preferences > Application Settings > Mare/Foal Settings. To the right of "Days Between Last Day Bred and Foaling Date" you will see a field with the default number of 330.

Change the 330 value to any number that you want to use to calculate the projected foaling date.

When finished click [OK].

From the top menu select Mare Info > Mares.


Highlight and select a horse name from the MARE ENTRY/EDIT LIST and click  [EDIT].
Select the season that you would like to work with and then click on the FOALING INFO tab to open the "Foaling Entry/Edit" screen. On this screen there is a "Slipped or Aborted" check box.  

Check the box to indicate that the mare has slipped or aborted and then enter in the Slipped/Aborted Date.  There is also a field "Produce Status" where you can type a brief description.  The "Produce Status" field is limited to 30 characters.

You can type additional notes in the "Foaling Comments" section on the right-hand side of the Foaling Info. page.

Yes,  you can record all of the breeding dates to both stallions. 

From the top menu select Mare Info > Mares.


Highlight and select a horse name from the MARE ENTRY/EDIT LIST and click  [EDIT].

On the Mare entry/Edit screen either type in the name of Stallion #1 in the "Booked To" field or select the stallion's name from your horse list by clicking on the Magnifying Glass to the right of the "Booked To" field.

Next, click on the "Breeding Dates" tab and click "New".  Enter the date the mare was booked, time and session and select "Bred" in the Status field.  The stallion's name will appear in the column "Stallion".  Follow these steps to enter all of the breeding dates for Stallion #1.

When the mare changes to a different stallion in the same breeding season, go back to the  Mare Entry/Edit screen and either delete the name of Stallion #1 in the in the "Booked To" field and type in the name of Stallion #2 or click on the X to the right of the "Booked To" field if you had originally selected the stallion's name from your horse list by clicking on the Magnifying Glass to the right of the "Booked To" field.  Clicking on the X simply blanks out the field and you can then select Stallion #2 from your horse master list or you can type in the name for Stallion #2.

Once you have Stallion #2's name in the "Booked To" field, follow the same steps as above to enter the breeding dates for Stallion #2.  When you are on the Breeding Dates screen you will see all of the dates the mare was bred and the corresponding stallion name for each of those breeding dates.

The "Final Status" information for your mares is entered or edited on the  Mare Entry/Edit screen in the "Final Status" field. 

The "Final Status" must be selected from the drop down list.

From the top menu select Mare Info > Mares.


Highlight and select a horse name from the MARE ENTRY/EDIT LIST and click  [EDIT].
Select the mare's final status from the drop down list and click [Save].

The "Last Exam" Status information for your mares is entered or edited on the  Mare Entry/Edit screen in the "Last Exam" field. 

The "Last Exam" field is alphanumeric and is limited to 10 Characters.

From the top menu select Mare Info > Mares.


Highlight and select a horse name from the MARE ENTRY/EDIT LIST and click  [EDIT].
Enter the mare's Last Exam information in the "Last Exam" field and click [Save].

There are several reports that show you the "Final Status" for your mares. 

From the top menu select Mare Info > Reports and then select from the following reports:

Or

From the top menu select Reports > Mare Reports and then select from the following reports:

> Farm Mares Bred Summary

> Broodmares

> Mare List by Client

You will also see the Final Status on the following reports:

From the top menu select Mare Info > Teasing Results Report or from the top menu select Reports > Mare Reports > Teasing Results Report and then select the specific criteria for the report.

From the top menu select Reports > Mare Reports > Foaling Mares By Location and then select the specific criteria for the report.

From the top menu select Reports > Misc. Reports > Departure Form and then select the specific criteria for the report.

From the top menu select Reports > Misc. Reports > Health Record and then select the specific criteria for the report.

The "Final Status" information for your mares is entered or edited on the  Mare Entry/Edit screen in the "Final Status" field.

There are several reports that show you the "Last Exam" status for your mares. 

From the top menu select Mare Info > Reports and then select from the following reports:

Or

From the top menu select Reports > Mare Reports and then select from the following reports

> Breeding

> Broodmares

> Mare List By Client

Additionally, the "Last Exam" status can be seen on the following reports:

From the top menu select Reports > Misc. Reports > Departure Form  and select the criteria to print the report.

From the top menu select Reports > Misc. Reports > Health Record  and select the criteria to print the report.

The "Last Exam" Status information for your mares is entered or edited on the  Mare Entry/Edit screen in the "Last Exam" field.

From the top menu select Billing > Standard > Generate Billing. 

Enter the [From Date] and the [To Date], leave Client as [All] and leave Horse as [All].  Click [Generate].  This will generate billing for the date range you have selected for all horses and all clients.

Simply go back to the top menu, select  Billing > Standard > Generate Billing. 

Enter the correct [From Date] and the [To Date], leave Client as [All] and leave Horse as [All] and then click [Generate].  This will generate billing for the date range you have selected for all horses and all clients.

Yes.  If you review the "Edit" Invoices or any of the other Preliminary Billing Reports and need to make corrections, changes, additions or deletions you can still do so. 

Simply make your changes and then from the top menu select Billing > Standard > Generate Billing, confirm your date range, click generate and then review the Preliminary Billing Reports to verify the information.

After you have generated the billing date range you can review or print any or all of the Preliminary Billing Reports .  

From the top menu select  Billing > Standard > Preliminary Reports and then select any of the reports listed on the menu to either view on screen or print.

Yes, after you have generated the billing date range you can view or print your "Edit" invoices.  

From the top menu select  Billing > Standard > Preliminary Reports > Invoices. 

These invoices will have an EDIT watermark across the page.  Do not worry about the EDIT watermark.  When the billing is Finalized the watermark is removed.

Yes.  After you have generated the billing date range, from the the top menu select Billing > Standard > Preliminary Reports and then select Boarding from the menu.  This report will show the total boarding days and total boarding charges for each horse for the billing date range that you have generated. 

When you are on the Billing - Boarding Charges Report criteria screen, you have the option to group the information on the report by Boarding Type.  To do this,  simply click the box Group By Boarding Type.  When that box is checked, all horses with the Boarding Type of [Broodmare] will be grouped together, all horses with the Boarding Type of [Foal] will be grouped together, etc. 

The Billing - Boarding Charges Report criteria screen also gives you the option to select just one Farm, one Horse, one Client or just one Boarding Type.

The Billing - Boarding Charges Report  will show  Total Boarding Days and Total Farm Charges at the end of each Boarding Type section and will give a Grand Total of Boarding Days as well as the Grand Total Amount Charged on the last page.

You can change the owner of a horse at any time during the month and the billing will correctly invoice the original owner(s) as well as the new owner(s) for their portion of the board and procedure charges based on the ownership dates that you have entered. 

When the ownership changes, you should not delete prior ownership (dates or clients) since the billing process calculates charges based on the effective dates for each owner.

Enter and date the receipts as usual.  When you generate for the next billing period those receipts will be included and will appear on the client's invoice.

Yes, while it is not generally recommended, the finalized billing can be "rolled back / undone" but not without the supervision of a support person at TJCIS. 

If you need to make corrections it is preferable to make adjustment entries which will appear on the following month's invoice.

There are two ways that you can re-print a closed invoice.

From the top menu select  Billing > Standard > Print Invoices.   Select the Billing Period Ending date you wish to print and then either select one particular client or leave the Client as [All] to print all of the clients in the billing period that you have selected.

OR

From the top menu select  Billing > Standard > Historical Reports > Invoices.   Select the Billing Period Ending date you wish to print and then either select one particular client or leave the Client as [All] to print all of the clients in the billing period that you have selected.

After you have finalized a billing date range you can view or print the Historical - Boarding Charges Journal.

From the top menu select  Billing > Standard > Historical Reports > Boarding.    Select the Billing Period Ending date you want to see and then select the Print Mode of either Preview or Printer.

There are three main areas where you can run reports that will show outstanding balances for each client.

Area  #1 - A/R Transactions > Reports

From the top menu select  A/R Transactions >  Reports > Aged A/R.     Select one particular client or leave the Client as [All] to print all clients.  Select the Print Mode of either Preview or Printer.

The Aged A/R Report will show you what the total balance is for each client after the last billing was finalized.  This report shows any "real-time" interim Payments or Adjustments along with the (new) actual Adjusted Balance after the interim Payments and/or Adjustments have been entered.

When you finalize the billing, the Total Balance, Current, Over 30, Over 60, Over 90, Accumulated Service Charges are all updated and the Interim Payments and Interim Adjustments are set back to $0.00.

OR

From the top menu select  A/R Transactions >  Reports > Detailed A/R.     Select a Starting Date and an Ending Date, select one particular client or leave the Client as [All] to print all clients.  Select the Print Mode of either Preview or Printer.

This report shows the client balances and includes all of the details for  the individual invoices for the date range you have selected as well as any outstanding invoices regardless of the date range you selected.

Area #2 - Billing

Once you have generated for a particular billing date range, you can preview the Preliminary A/R Report or the Detailed Accounts Receivable Report.

From the top menu select  Billing >  Standard > Preliminary Reports > Preliminary A/R. Select one particular client or leave client as [All] to see the Preliminary Aged A/R Report for all clients. 

This report reflects what the client balances will be once you have finalized the current billing.

OR

From the top menu select  Billing >  Standard > Preliminary Reports > Detailed A/R.  Select one particular client or leave client as [All] to see the Detailed A/R Report for all clients. 

This report shows the details of each invoice that is still outstanding for each client.

Area #3 - Billing  > Historical Reports

From the top menu select  Billing >  Standard > Historical Reports > Aged A/R.  Select the billing date and select the Print Mode of either Preview or Printer.  This report shows the client balances after the billing has been finalized.

OR

From the top menu select  Billing >  Standard > Historical Reports > Detailed A/R.  Select the billing date and select the Print Mode of either Preview or Printer. 

This report shows the details of each invoice that is still outstanding for each client after the billing has been finalized.

Since this varies based on the email system you have, please contact us for detailed instructions.