Chapter 29 - Back Up / Power OffTable of ContentsAppendix 1 - ID Record


UTILITIES

The Utility Menu is reached by typing [U] at the Main Selection Menu.

WARNING: Many of these programs are destructive in nature and should only be used by data processing trained personnel. Please be certain that you are aware of the consequences of your actions when executing these procedures. It is strongly recommended that you perform a BACKUP prior to utilizing any of these functions
        A. Void a Journal Transaction
        B. Account to Collection
        C. Account Special Handling
        D. Payment Type Modify
        E. Modify Transaction Terminal ID
        F. Change Provider Code
        G. Mass Video Update
        H. YTD Client Fields Cleared
        I. Modify TOT/YTD Fields
        J. Run a Program
        K. Set Environment
        L. View and Update Client Count
        M. File Validation Utilities
        N. Open Cash Drawer
        0. Billing Defer Cycle Mode
        P. Try Intelligence Rule
        Q. Patient Screen Defaults
        R. Erase *.fil Journals
        S. Recreate Logon File
        T. Delete Invalid Recall and Medication Records
        U. Delete Invalid Clinical Records
        V. Hot Queue Reset
        W. New Hot Queue
        



A. Void a Journal Transaction.

Transactions completed in error, may be voided. A Journal entry is created for the void ON THE DATE THE TRANSACTION IS VOIDED. The cash totals are adjusted for the date the transaction was VOIDED, NOT the date of the ORIGINAL transaction. Whenever possible it is best to void a transaction on the same day that it occurred. Please do NOT alter the system date to void a transaction, as this may not achieve the results you desire. Once you have voided a transaction, you may not unvoid" it or void the voiding transaction.

From the Main Menu select [U] Utilities then Void a Journal Transaction. Enter the date the transaction occurred. Enter either the transaction number or <F5> to search for the transaction by Client number. When the transaction is displayed, you will see a screen similar to below.

If the transaction displayed is the correct one, answer [Y] to "VOID This Transaction?" If not, answer [N] check the date and transaction number and try again.

Recalls and Reminders are NOT removed when a transaction is voided. You must adjust them manually, see the V/BOSS Quick Reference for directions on doing so.

B. Account to Collections

To indicate that you have turned an account over to a Collection Agency, from the Main menu select [U] Utilities then Account to Collections at the Utilities Menu. You will be asked to enter the Client Number. After doing so the Client's name, account balance and contents of the comment line (if any) will be displayed with the prompt: "IS THIS THE CORRECT CLIENT?" If so, type [Y]. If not, recheck the account number and re-enter. Typing [*] will set the flag on. <Spacebar> will remove it. Flagging an account in this way results in no more interest or service charges being applied to the account. If a Monthly Statement is printed, (see CONFIGURATIONS) it will read "****COLLECTIONS****." For more specific instructions, see RECEIVABLES.

C. Account Special Handling

If an account requires special attention at Monthly statement time, you may indicate this by flagging the account. From the Main Menu select [U] Utilities then Account Special Handling at the Utilities Menu. Enter the Client Number. The Client's name, account balance and contents of the comment line (if any) will be displayed with the prompt:

"IS THIS THE CORRECT CLIENT?" If so, type [Y]. If not, recheck the account number and re-enter. Then select the appropriate flag symbol. See RECEIVABLES for a listing of the different flags and their meanings.

D. Payment Type Modify

If you have the abbreviation .Pytc set to [Y], you may modify just the payment type of a transaction. That way you will not have to Void the transaction if the only change needed is the payment type. From the Utilities menu select Payment Type Modify. Enter the transaction date then the transaction number. The transaction will display, if you entered the correct transaction number, enter the correct payment type:

C for Cash

K for Check (you may then enter a check number)

V for Visa

M for Master Card

X for American Express

0 for Other credit card

E. RESERVED: Change Provider Code

When logged on as the System Administrator (ADMIN) you will see the choice "Change Provider Code" instead of "**RESERVED**" on the Utilities menu. This selection allows you to correct errors made in assigning a Provider Code either to an entire transaction or to individual line items within a transaction. You must know the date and the transaction number of that needs changing. The accounts must not have been aged yet.

While logged on as the System Administrator, from the Main menu select [U] Utilities then Change Provider Code. Enter the date and the transaction number. The transaction will be displayed. Enter the Provider Code that was entered incorrectly and then the correct Provider Code. Enter the line item number that this effects. If the whole transaction should be changed, enter [99]. Line item numbers appear in bold type under the Trans# column in the picture below.

F. Mass Video Update.

This feature allows you to view and/or modify the following Client fields: 1) A/R Flag; 2) AR-STAT; and 3) the Comment line. From the Main menu select [U] Utilities then select Mass Video Update. The following screen will display so that you may select the desired clients.

Using this screen, you may identify specific criteria to be used in selecting Clients for this process. 1) In the first two fields you may select an alphabetical range of Clients, or by pressing <FlO> twice you may include all Clients. 2) If you press <Enter> to accept [*] in the next field, V/BOSS will select Clients with any entry in their AR-STAT field. If you prefer to select Clients with a specific entry under AR-STAT, you may enter the desired entry instead of pressing <Enter>. 3) In the AR Flags field you may also choose to include Clients with specific flags on their accounts (# Special Handling; $ No interest; ! No Statement; @ Bankrupt;* Collections). 4) Unless you type [Y] in the "Process zero balance accounts?" field V/BOSS will only include Clients with an A/R balance.

After typing [N] or [Y] in the last field, V/BOSS will select the appropriate Clients and display the following:

You may scroll through the Clients using <F2> and <FlO> and the arrow keys. Changes may be made in the following fields: Flag, AR-STAT and Comment.

If you highlight a Client and press <F3> a window will display showing the Client's address and associated Patients.

When finished, press <Fl> to exit.

G. YTD Client Fields Cleared.

At or around January 1st you may reset the Client YTD Fields. From the Main menu select [U] Utilities then YTD Fields Cleared. This function may take quite a while to run as it must read and rewrite the entire Database. It will display the record # currently being processed so you may keep track of how well the program is progressing.

H. Run a Program.

Many programs are accessed through this selection. Please DO NOT randomly type things here. The program you will generally access here is Configurations. If you need to make a change in your system Configuration (see CONFIGURATIONS), from the Main menu select [U] Utilities, arrow right once and select Run a Program. When prompted to "Please enter program name" type [CONFIG]<Enter>. Press <Enter> until you get to the feature(s) to be changed. After making your change(s), continue to press <Enter> until you are exited from the program. Logging back on updates your change(s) on THAT WORK STATION. You must exit from V/BOSS on other work stations and log back on to update the change(s) on them also.

There are 2 programs involving the Client and Patient Special Fields that you may have a need to run. If you decide to "rearrange" the order of the Special Fields, you will need to run CONFIG to change the Field headings and then run MOVESPEC to move entries that may have been made under these Fields. For example, If you were to move the COUNTY field on the Client Screen from the 5th position to the 1st, you would need to run MOVESPEC to move the individual county entries from the 5th to the 1st position also. To do so, enter [MOVESPEC] as the program name. You will be prompted to enter the number of the FROM field then the TO field. In the above example, you would enter [05] as the FROM and [01] as the TO. You would then enter [C] if these are fields on the Client screen or [P] if they are on the Patient screen. The program would then run.

The other program that involves the Special Fields is HWFSET. This program looks at the field labeled [Hw Prev]. When it finds a canine with a blank Hw Prev field, it enters [NO-HW]. This will enable you to do a mailing selection on dogs that are NOT on Heartworm Prevention. To run this program, enter [HWFSET] as the program name. You will be prompted to enter the number of the Hw Prev field. Enter this number, answer [Y] to Are You Sure? and the program will run.

If you recently converted from V/BOSS Release 3 to Release 4 and use the Pharmacy Program, you will probably want to run the PHREFILL program. The Release 4 Pharmacy Program allows you to indicate a maximum number of refills on each prescription. Prescriptions issued while you were on Release 3 will have this set at zero. PHREFILL allows you to change this default setting for those prescriptions. To do so, enter [PHREFILL] as the program name. You will be prompted "Set Pharmacy Max Refills Entire File?" Press [Y] to continue. Enter the number of the refills you want set. The program will then run.

If you recently converted from V/BOSS Release 3 to Release 4 and use the Pharmacy Program, you will probably want to run the PHREFILL program. The Release 4 Pharmacy Program allows you to indicate a maximum number of refills on each prescription. Prescriptions issued while you were on Release 3 will have this set at zero. PHREFILL allows you to change this default setting for those prescriptions. To do so, enter [PHREFILL] as the program name. You will be prompted "Set Pharmacy Max Refills Entire File?" Press [Y] to continue. Enter the number of the refills you want set. The program will then run.

Another program which effects the Pharmacy Printer should be run when updating to Release 4.5. From the Main menu press [U] Utilities, arrow right once and select Run a Program, then enter [DEVLOCK] as the program name. This program only takes a second and you will not see anything happen. The result will be that label printed will be queued when more than one workstation tries to print at the same time. You may add Plok if you wish to DISABLE this feature.

K. Set Environment is for Programmer use ONLY!!

L. View and Update Client Count

After selecting Update Client count, you may view the number of Clients currently registered in your system. Client status is not considered, this is a total number of all Clients. Clients who have been deleted are not counted.

M. File Validation Utilities.

USE THIS FUNCTION ONLY IF YOU FULLY UNDERSTAND WHAT YOU ARE DOING OR WITH THE ASSISTANCE OF A CRT SYSTEMS REPRESENTATIVE! !!

N. Open Cash Drawer

is for Clinics with electronic cash drawers. This function allows level 9 staff members to open the cash drawer without performing a transaction. If abbreviation .Cadz is in your system with text of N, the cash drawer will NOT open when a transaction is processed where no payment is made.

O. Billing Defer Cycle Mode

is part of VPF and was designed for Boarding Only facilities, if you have this software package on your system, see the VPF chapter.

P. Try Intelligence Rule.

This selection allows you to see if a particular Rule has been created. From the Main menu select [U] Utilities, arrow right 3 times and select Try a Rule. Enter the a Procedure Code. If a rule exists for the Procedure Code you have entered, it will be displayed. If it does not exist the message "NO RULE FOUND Any Key to continue" will display. If you think a Rule exists but you are unsure of the format, you may prefer to select [R] Recall from the Main menu, then [I] Intelligence Nodes then List. Enter the first letter(s) that you think the Rule will start with. All Rules starting with what you entered will be displayed.

Q. Patient Screen Defaults.

Shown below are the default fields available for update by the system on the Patient Screen.

CAUTION!!! If you have any satellite clinics, you MUST duplicate any changes you make to these Patient Screen Defaults at those locations also to avoid SERIOUS problems. Making changes at one clinic ONLY changes it there!!

V/BOSS comes set up to update these fields with the dates that corresponding Procedures (with Rules set-up) are performed. You may add other fields to these defaults. Up to fifteen fields are available for update. Fields 16 and 46 are for Procedures that must have Rules established to clear recalls and perform other functions (such as print certificates) but are not to update the Patient Screen with a date.

As an example, we will add the combination Feline Leukemia/FIV test as a Patient screen default.

Things to keep in mind:

  1. You may not have a blank field in between used fields. For example, the FELFIV test must be put in field 38 above, it cannot be in field 39 or below.
  2. Any defaults that should appear on both the Canine and Feline screens, must be across from each other on this table as in the case of RABIE* and STOOL*.
  3. If you add defaults here, you must also enter Procedures and Rules that explain to the system what Procedures update and clear the field in question.

To add the FELFIV test, use the arrow keys to highlight field 38. The cursor will be in an area to the left of the table. Type [FELFIV] at the cursor position. It will be entered into field 38. Press <F2> to update. Add the Procedure(s) which will be used when you administer this test and which should update field 38. Also add a corresponding Rule (see below). It is best to keep the Procedure(s) and Rule(s) in the same format, for instance, if only one Procedure is needed, make it's code [FELFIV]. Also name the Rule [FELFIV].

R. Erase *.fil Journals.

This function is for use ONLY by clinics that were converted from V/BOSS Release II or III to Release 4. Duplicate Journal entries were created in Releases II and III when End of Day Reports were processed. This function erases the duplicate entries which frees disk space.

S. Refresh Logon-File.

A record is created every time someone logs on to the system. This file may be periodically recreated to save disk space. From the Main menu select [U] Utilities, arrow right 4 times and select Refresh LOGON.FIL. Answer [Y] to "Are You Sure?".

T. Delete Invalid Recall and Medication Records,

All Recall and Medication Records without an associated Master Record will be deleted. This Program can take a long time.

U. Delete Invalid Clinical Records.

This selection deletes any invalid Clinical Records in the system. This program can also take a long time.

V. Reset HOT Queue.

You must be logged on as the System Administrator to use this function. This function clears all Client and Patient records from the Hot Queue list.

W. New HOT Queue.

You must be logged on as the System Administrator to use this function. This function allows you to set up separate Hot Queues for desired workstations. Enter the appropriate path to the Hot Queue that should be used at the workstation at which you are accessing this function.


Chapter 29 - Back Up / Power OffTable of ContentsAppendix 1 - ID Record


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