How to set up a charitable donation at point of sale

This page will show how to set up a charitable donation product that can be sold at the point of sale by any payment type that the customer chooses. The takings for the donations will be clearly separated for reporting and allocation purposes. The product will be set up in a new product group that will read into a new ZZ group. Therefore all of the takings for charity donations will be recorded separately from all other products. We have used the charity ‘Vision Care for the homeless’ in this document but this set up could be used for any charity of your choice.

Overview

A ZZ group will need to be set up so that all takings can be clearly shown at the end of day, month, quarter or year on the ZZ report (Focus, Maintenance, Daily Branch Control, ZZ report).

Figure 1 (ZZ Report)

Set up the ZZ group

Go to Focus Maintenance, click on ‘Other Details’ and then ‘Products’.  You will now be able to see all of the existing ZZ groups.

• Add a new group in the blank field at the bottom of the form with the name of the charity, as you would like it to appear on your ZZ report.
• The ‘field name’ field should be left blank, it is not applicable for this exercise.
• The sort order is the order in which you would like to see the takings from this group appears on the report.
• Generally these are listed in multiple of ten so that you can squeeze a new group in between existing groups.
• Then enter the VATable amount in percentage form.  This is generally zero rated but not necessarily so, so please be sure of this figure before entering an amount.

Figure 2 (ZZ group)

When this is complete, click on the close button of the ZZ groups form (as shown above) and this will return you to the ‘Product Details’ form.

• Click the ‘Product Groups’ button (fourth from the left) to reveal the Product Groups form.   Scroll down to the last entry in the form window and add your new Product Group name into the empty field underneath.  This can be the same as the ZZ Group name.
• Next you will need to complete the stock controlled field with a Yes/No.  ‘No’ is the correct option for a donation, as you do not hold stock values of products.
• The ‘Nominal Code’ field may be left blank because this is used to identify Purchase Nominal Codes if you use the FOCUS ‘Purchase Invoice Processing’ application, and purchases are unlikely to be made by the practice from the charity.
• Then in the ‘ZZ Group’ click into the field and a drop down arrow will appear.  Scroll down until you find your newly created ZZ group and select it.
• Only check the ‘Fee’ field if you want to choose any products in this new group at the time of sight tests.  This should be left unchecked as it is not appropriate to select charitable donations in that part of FOCUS use.

Figure 3 (Product Groups)

Create the product

From the Product Group form use the close button to return to ‘Product Details’.

• Click on the ‘New’ button and enter the product selecting the newly created product group.
• The supplier can be left blank but if you have your business as a supplier this can be selected.  If the supplier is populated it will enable you to use the advanced reports to analyse the statistics for this product.
• The description of the product must be entered, as you would like it to appear on the Patients’ receipts.
• Unless you want to enforce a standard amount for donation leave the Cost, Retail and Branch price blank. This will enable the user to enter the donation value at the point of entering the donation into FOCUS.

Using the product to take a donation

It is important that every time a donation is taken a new transaction should be created.  This will overcome any issues raised by apportionment of payments.

Figure 4 (Using the product)

Always create a new transaction with just the single donation product.

Figure 5 (Completed Transaction)