Under company setup, you can add multiple locations. The company information that you enter here is used everywhere in the program. It is used to print receipts, calculate taxes, and assign security rights to Employee types. The tabs capture location and system specific information. You can have multiple locations that share patient and order information. You can also view each locations inventory and transfer between locations. There is also a security section that lets you assign various degrees of security to your employees.
• To update Company information:
1. Follow the menu item sequence … File | Setup | Company Information.
• Company Tab:
Important: If you have one location, overwrite the existing location information instead of adding a new location and deleting the existing location. When adding a new location make sure to add employees for this location in order for them to access the new location information. You also have the option of giving an employee access to all locations by un-checking the single location checkbox in their employee record.
2. In the Company Information Screen under the Company Tab enter the company information. If you have more than one location click the Add Button to add another location and enter location details.
NOTE: When a new company is added, it will have the same company information as the selected company (e.g. If “Company 1” is selected, clicking the Add Button will add a new company with the Settings and Calendar information of “Company 1”).
3. Before creating a new location, you have the ability to copy inventories from all other locations to it:
a. To copy ALL common AND unique inventories from ALL other locations to a new one: The Add Inventory to all Locations Checkbox must be checked in the Settings Tab, when adding the new location.
b. To select which inventory you wish to copy from ALL other locations, The Add Inventory to all Locations Checkbox must be UNCHECKED in the Settings Tab, when adding the new location. You can then choose which inventory you wish to copy by clicking on any of the Add Inventory * Buttons.
• Settings Tab:
4. Under the Settings Tab, you can specify the default settings that the program uses. Enter the Default Prescription Expiry in months from the date of prescription for contacts, glasses and medicinal prescriptions. If receipts will be printed on preprinted forms, you can choose not to print the company information on receipts by un-checking the Print your company name and address on receipts Checkbox.
5. In System Settings Section, specify universal settings that apply to the system irrespective of the location you are working on. The date and phone format define how the date and phone displays in the system.
6. The Commission formula Field captures the setting for commission calculation. Commission calculation can be either based on retail or cost price of the item being sold. Cost commission calculation only applies to Gross and Amount commissions; it does not apply to Margin percentage commission calculation. If the Commission formula is based on Retail the commission will be 10% of $100 = $10. If the Commission formula is based on Cost the commission will be 10% of $10 = $1.
7. Tax on discount Checkbox refers to whether the system should calculate tax before or after the discount is applied. If the checkbox is checked it will apply tax before the discount if unchecked it will apply tax after the discount. For example, an item being sold for $100 is taxed at 10% and has 20% discount. If the Tax on discount is checked then the total tax due will be 10% of $100 = $10. However, if the Tax on discount is unchecked, the total tax due will be $100 - $20 = 10% of $80 = $8.
8. If the prices charged to the customer are inclusive of taxes, check the Price is Tax Inclusive Checkbox. This setting is defaulted for Europe where retail price of an item includes the tax.
9. If you have more than one location and keep the same inventory at all location you can check the Add inventory to all locations Checkbox so that if you enter the inventory at one location it enters it at every other location.
10. In the Default Tax Rates Section you can specify up to two tax rates to apply to products and/or services you offer at your practice.
11. In the Insurance Section if you are going to electronically submit insurance through a clearinghouse using ANSI 837 format specify the Clearinghouse information and account information needed to process insurance claim.
NOTE: The Medicare Service POS is defaulted to 11 if you desired it to be defaulted to something other than 11 please enter it in the Medicare Service POS default textbox.
12. To process credit card and debit card transactions specify the transaction folder where the X-Charge server will keep the transactions in the X-Charge Transaction Folder Field, located below the Default Tax Rates Section. It is the LocalTrans folder in the X-Charge installation folder. In order to process credit card and debit card transactions you will need a merchant account with X-Charge.
13. Checking the Add Inventory to all Locations Checkbox will copy ALL common AND unique inventories from ALL other locations when a new location is created. It will also add any newly created inventory item information to all locations.
14. Check the Synchronize Patient Family Address and Home Phone Checkbox to automatically synchronize patient family address and home phone number when added to that family.
• Calendar Tab:
15. Under Calendar Tab in the Calendar Settings Section, if you would not like to share the Patients that you enter in Calendar module with your Patient module, uncheck the Auto Add Calendar Patient Checkbox. By default, this is checked so that any Patients that you enter in Calendar module are automatically added to your Patient database and are available everywhere in the application.
16. Enter the Start and End time that sets the beginning and end hours on the calendar when viewing appointments. Also enter the default duration that breaks the day into intervals of default duration.
17. In the Work Week Section, setup your normal hours of operation for the usual week. This information is used while booking calendar appointments. During the closed business days the calendar day is displayed in red color to signify holiday. A warning is presented if you try to schedule appointments on a closed day or outside regular business hours for the day.
• Logo Tab:
18. Under Logo Tab, you can add your company logo in .BMP format. Logo gets printed on Patient Statements and Prescriptions. The image must already be saved on your computer then by clicking the Browse Button you can search for the folder it is saved in.
• Commissions Tab:
19. If you pay commission on the specific Product types, specify commission information for each product type in the Commission Tab. If you are specifying the same commission values for each product then specify those values in the commission structure and then associate the commission structure with the employee record or you can directly enter the commission values in the employee record. For further detail on commissions refer to the topic on Commission.
• Security Tab:
20. When multiple staff members have access to your application, you may want to assign security access privileges for specific My Vision Express functions. For example, you might want only certain individuals to access reports. If a staff member belongs to an Employee type that does not have access to Reports; the reports menu item will not show or will be disabled on the menu.
21. By default, there are four different levels of security access or security group that you can assign to users. You can define the security access for each of the application functions to these security groups. My Vision Express allows you to setup unlimited security-groups under Security Groups in Categories setup.
22. Under the Security Tab define the Security functions availability for each of the Employee types listed in the Security group drop-down list. You can enable, disable, or make invisible many sections of the program depending on what you would like your employees to have access to.
23. Specify in number of seconds in Auto-Lock field the idle time after which the application will automatically lock itself. The user is prompted to login again after the duration specified. For example, if the Auto lock is set to 300 seconds, the application will lock itself after 300 seconds (5 minutes) if the application was not used for that duration and will prompt the user to enter their password to enter back into the system. The user is returned to the same screen where they left-off. This prevents any unauthorized use of the application. If you wish to disable this feature enter a big number e.g. 88400 = 1 day.
After you have defined security-access for security group, you can then assign the appropriate security group to each of your Employees. Employee’s security access will be defined by their associated security group's security rights. For example, if you assign security group - User A, whose Reports access have been Disabled, to Employee X then if Employee X logs in, their access to Reports will be disabled. In other words, the Employee inherits the security rights of the security group they belong to. For information on assigning employees to a security see the Security Group FAQ.
NOTE: Any settings changed in Company Setup will take effect after restarting My Vision Express.
• VSP Tab:
1. Contains various VSP features that include a link their website, recent VSP news, and the Refrest List Button that allows you to refresh various VSP List used by the system.
See Also: