How to set up and use a charitable donation

This document will show how to setup a charitable donation product within Acuitas that can be sold at the Dispense page or the Till. Any payment type will be acceptable from the customer. This item will be setup as an Accessory in the Catalog module as there is no physical product within the practice. Reporting on Charity item sales will be possible through the Reports module. We have used the charity “Vision care for the Homeless” in this document but this setup could be used for any charity of your choice.

Overview

All charities will be created in the catalog module. The totals and payments against each charity will be available through the reporting module under Sales Item report.

Figure 1 (Donation Creation)

Set up a Charity item

Open the Catalog module and select the Accessories page. To add a new charity to the system:

• Click insert.
• Enter the name of the charity.
• Enter the supplier name as ‘Donation’. (Please refer to the note below for creating Suppliers)
• Then enter the VAT Type (Exempt in this case). This is generally zero rated but not necessarily so, so please be sure to choose the appropriate type.
• Enter the Charity’s name as the Make. i.e. Make = ‘Vision care for the Homeless’
• Check the Variable price tick box and click close to save changes.

Note: Creating a new supplier with in the Catalog module:

• Click the Suppliers button at the top of this page.
• Click Insert.
• Enter the suppliers name and any other detail you want to record.
• Under Supplier Type, click into the field provided and type Accessory
• Click Ok to save and exit.

Figure 2 (Creating a Supplier)

 

Figure 3 (Dispensing a Donation item)

Using Charity Accessories during dispensing

From the New Dispense page:

• Click the Other button at the bottom of the page.
• Start typing the name of the charity.
• When the required charity becomes visible, highlight it and click select at the bottom of the page.
• We will then either add more items to this dispense before sending to the till or send the charity item to the till on its own by clicking Send to Till.

Using Charity Accessories as a Till Sale

While logged into the till:

• Enter your PIN number and press enter on the Keyboard.
• Click 1:New Sale.
• Click 0:Search.
• Click onto the Accessory page.
• Start typing the name of the charity.
• When the required charity becomes visible, highlight it and click select at the bottom of the page.
• Finalise the sale as normal by either adding more items to the sale or continuing to tender the sale.

Obtaining Charity reports

Within the Reports Module:

• Select Sales from the Report Group navigation bar on the left of the screen.
• Click on “Item” in the list presented.
• Enter the From and To dates under Report Parameters.
• Enter the name Donation in the Supplier field.
• Click Preview to view all donations made during the period you have defined.
• Click Print to print all donations made during the period defined.

 

Figure 4 (Running a report)

Figure 5 (Report result)