Animana Financial Quick Reference Guide

Introduction

The purpose of this article is to define financial terms in context of the Financial module within Animana. Animana can be used to create sale- and purchase invoices, book cash, card and other payments. Do journal bookings, create P&L and balance reports. Do vat reporting, monthly invoicing, debtor management, daily cash counts. It has cost center functionality, can create SEPA bank collection and SEPA payment batches. Basis for VAT can be invoice system or cash system. It uses double-entry accounting although it might not be obvious when creating e.g. a sale invoice. Many tables can be exported in Excel format for further processing or importing in other software. For some countries, specific export formats are available like in Sweden SIE4, the Netherlands audit-file and Germany GdPDU.

Prerequisites and Warnings

NOTE: Making a financial change within Animana may impact your VAT return.

NOTE: All transactions performed within the Financial module of Animana are the responsibility of the practice accountant or other authorized user. Animana Support should not make any changes for customers but we can advise on where to find information or to attain a certain goal.

Definition: Financial Module

To reach the financial module within Animana; click on Extra > Financial. All actions within this menu are part of the financial module.

Book years

In Animana a book year follows the calendar year. At the moment there is no option for a broken book year or book year with different start- / end date. A new book year for the next year is automatically created at the first of December.

Ledger numbers

Every book year has it’s own set of ledger numbers. Just like with book years, ledger numbers for the next book year are automatically created on the 1st December. You can add more ledger numbers as needed or change the name and number. Only a few system ledger numbers cannot be changed. The same ledger numbers in different book years are linked to each other to enable copying of balance ledger number values as new start amounts at the beginning of a new book year. Start amounts can also be set manually, also for P&L ledger numbers – to enable a migration from another system to Animana during the book year.

Uninvoiced

The uninvoiced section displays a list of all products that have been booked to a patient or client record but have not yet been included in an invoice. An example of when you might have uninvoiced products is when an animal has been admitted to your clinic for surgery and recovery over a number of days.  In this situation any products booked to the patient during the duration of the animals stay would remain uninvoiced until the client picks the patient up and is ready to pay.  Another example is where the client has reserved a bag of food, which will only be invoiced when the client picks it up and pays.

Another reason that products will appear in this list of uninvoiced products is if someone has forgotten to invoice products that should have been.

Monthly account holders invoices will also be listed in uninvoiced because their invoices are only generated at the end of the month.

Used for: An overview of all uninvoiced items (products that are booked on a patient but the invoice has not created).

Day Overview

The Day overview is where you perform your daily cash count. A cash count is performed to ensure the amount of cash in your register and transactions on your card machine, match the invoices processed in Animana for that day. For full information about Day Overview or Cash Count see Day overview (cash count).

Used for: Cashing up, booking in daily receipts.

DayOverview List

Shows you a complete list of all your Cash Counts over a period of time, sorted by month.

Used for: An easy and quick way to see an overview if your cash counts were performed correctly as it also displays cash differences. Can easily delete a saved cash count as well to start over.

Add Expenses

Here you can add/log a purchase invoice into Animana for processing and account balancing. You can add your purchase invoices here and link them to the ledger they need to be booked against. When a payment has been physically made for this expense you can also add the payment on the purchase invoice here too – simply click on the Payment tab, (Only if a payment was made with available payment button/type – otherwise add it as a new transaction in Balances). You can choose to do this banking in your own time frame – either at the end of the month or as soon as a new expense comes in. For full information on adding expenses click here: https://help.animana.com/kb/add-expenses-purchase-invoices/

Used for: Adding purchase invoices/expenses in Animana to ensure your books are balanced!

Question: What if I have processed the payment but I have mistakenly booked my purchase invoice/expense on the incorrect cost type/ledger?
Answer: If the invoice is in the open VAT period, then you can go to the relevant purchase invoice in the supplier’s client file and change it in the invoice. If the VAT period is closed you will need to create a credit invoice and redo adding the expense.

Balances or (Balance/cash bank)

Shows all your cash books and bank books or any other ledger you have marked as a cash or bank book.

Used for: To display all your incoming and outgoing payments/transactions which require processing in Animana. Also used to process incoming or outgoing bank payments like paying off purchase invoices or processing incoming bank transfers. This is also where you transfer your card payments to the bank ledger after your card company has paid you! The same would apply to any inbetween ledger like your insurance or safe where you want to then reflect money has physically come or gone to the bank.

Monthly Accounts

Monthly accounts allows you to invoice all clients with one click. (All uninvoiced items)
Clients that do not pay on each visit but receive an invoice once a month (or any other set period) can be set up as a ‘monthly account’ clients.
Monthly accounts are primarily used for large animals and horses but can also be used for other businesses (breeders, stables, etc.) or organisations (shelters, charities, service animals, etc.)

Used for: Invoice all uninvoiced items including Monthly Account holders in ‘one click’

Monthly Accounts > Subscriptions

This where you run your subscriptions. it will also provide an overview of all subscriptions and if they have been invoiced yet. If they are invoiced a green tick will appear. If not the tick will stay gray.

Note: Products added to client/patient files as a result of running the subscription, will go to ‘uninvoiced’. Therefore, no invoices will actually be created here only the product(s) are added to the client/patient file.  

In order to run your subscription, first choose a date in the date field. All subscriptions for that specific month will be added to the client/patient file. Most clinics do a monthly invoice run after running subscriptions, to actually create the invoice for the subscriptions.

Potential challenges: If subscriptions do not reach the uninvoiced stage, it could be caused by new subscriptions added after the subscriptions for that month where already run. For example, if you run all subscriptions on the 15th of the month and you add a subscription on the 21st, this newly added subscription will not arrive in the uninvoiced stage.

Used for: adding subscription products to the client/patients.

Monthly Accounts > Monthly Accounts

Used to generate the invoices for your subscriptions. For example, if a clients have a pet health plan which you’re invoicing yourself. Used to invoice your monthly account holders who would get one invoice for entire month e.g. herds and companies like RSPCA – business to business, potentially including dog breeders.

Monthly Accounts > Monthly Overview Caretakers

Overview of all caretakers. This will show all caretakers with an invoice for the selected month and will print an overview for each owner.

Monthly Accounts > Direct Debits

It was used as an overview before the SEPA and TVHeide plugin. SEPA plugin and TVHeide are only ones used (NL and DE). There is currently no UK equivalent.

Monthly Accounts > – SEPA plugin

Where a new SEPA batch is added.

Monthly Accounts > Direct Debits (SEPA)

Used regularly in Germany and the Netherlands, especially on large accounts to run a direct debit. Uses the SEPA plugin.

Used for: To collect payments directly from clients bank accounts.

Monthly Accounts > Price Correction

Only accessible by IDEXX Animana support; used to change prices for products already added to patient file but not yet invoiced.

Monthly Accounts > Overview Clients

This provides an overview of all clients who have specific financial settings like ‘Bad Debtor’, ‘Direct Debit’, ‘No Administration Fee’ etc. A full list can be found in Animana > Extra > Financial > Monthly Accounts > Overview Clients

Used for: Keeping track of which clients have these specific settings activated.

VAT percentages

Vat percentages are set automatically per country. Animana can handle vat percentage changes during the year.

VAT Overview

Shows an overview of revenue and VAT; both paid and received. You cannot filter by location. For Netherlands accounts this will also generate a report for your tax return.

When closing the VAT period, you are blocking all invoices for changes, however you can still take payments. New invoices created on an already closed VAT period will be transferred over to next period so you will never miss VAT.

Note: Only VAT on invoices will be included in this overview. Direct bookings on VAT ledgers (either through journal bookings or bank transfers) , will will not appear here and need to be calculated manually before doing your tax return.

Clicking Details will show all information about what product, client and invoice the VAT was booked on. We always advise to check the VAT = 0% extra carefully, as there are only a few things allowed to have VAT=0%.

Used for: Closing the VAT period and seeing your VAT overview.

Journal

Allows you to book directly from one ledger to another without an invoice.

Used for: Mostly used by Accountants or Bookkeepers for making corrections and for booking salary.

Outstanding Invoices

An overview of all open amounts totaled per client including the date of the last reminder sent.

Used for: Currently only used as an overview

Debtors (New)

This allows you to send statements to all clients with open invoices at the same time.  It will allow you to create debt letters according to legislation (note: in the Netherlands you need to have send certain letters before handing them over to a collection officer). The oldest invoice on client file comes first in the list.

Note: one rule applies to all – there is no way to exclude clients other than excluding the invoices (this can be done via edit invoice -> choose option in field, exclude debtor).

Letters generated in debtors (New) will be added to client file.

Used for: Sending reminders to your outstanding Debtors

Debtors

Provides a list of all open invoices for all years. Possibility to filter by using filter, printing multiple invoices at the same time and send out reminders individually. Grand total in the bottom should be the same as in ledger accounts receivable.

Letters sent out of reminders will not be added to the client file.

Used for: Sending reminders to your outstanding Debtors

Creditors

Provides a list of all outstanding purchase invoices. Grand total in the bottom should be the same as ledger account payable.

Turnover

Will give you the total turnover for the entire account on invoice date. Including and excluding VAT.

If you need this separated by location, then use Extra > Reports > Location > show : amount

Note: Not possible to filter by location, possible to select a preset time period.

Turnover (Invoice Details)

Will give you an overview on turnover on invoice detail, with products grouped by client. You can filter by location, date etc… This report can be different from the turnover described above because this in generated on invoice details only. So for example, if you add a product on 31st of July and you generate an invoice for this product on the first of August. The turnover for this product will show up in turnover invoice details in July and in turnover for August. 

Balance Sheet

Provides an overview of ledgers with existing bookings (ingoing or outgoing) for the selected year. Within Balance Sheet you can see all transactions on that ledger for a defined period.

Used for: Checking and revising the accounting by accountant and exporting for external bookkeeping.

Balance Sheet Monthly

Will provide accumulating totals for each ledger. Provides a quick overview over the year.

Used For: Accountants to quickly check the ledgers.

Profit and Loss Account

A profit and loss statement (P&L) is a financial statement which summarises revenues, costs and expenses incurred during the year. It provides an option to export for specific period.

These records provide information about a company’s ability – or lack thereof – to generate profit by increasing revenue, reducing costs, or both. The P&L statement is also referred to as “statement of profit and loss”, “income statement,” “statement of operations,” “statement of financial results,” and “income and expense statement”.

Used for: An overview of all your Profit and Loss accounts. You can export data from here for use in an external accounting program.

Balance

An overview of all your ledgers (including ledgers with no bookings on them), for the selected year. In the balance summary, both columns (credit and debit), show a total amount which should be equal.

Debit = what you should have/own – the value of your stock, the value of everything you have.

Credit = the credit takes the debit ledgers into account to calculate the profit/loss – the amount you have paid out and the amount of tax you owe. They both match up because the credit column is taking the data from the debtor column.

Used for: An overview of all your Balance accounts. You can export data from here for use in an external accounting program.

General FAQs

Question: Why is there a difference between the grand total in my debtors list and in balance sheet > accounts receivable? (Normally this is the same value because accounts receivable will show you all your sales invoices with invoice numbers with debit and credit columns).
Answer: In this case a debit is monies coming in (money that people owe you) credit is money that you have already received from those who owed you. Therefore, the end amount of the accounts receivable should equal the debtors list. Accounts receivable only shows value for the selected year, debtors list shows all debtors from all years. Therefore, the Accounts receivable for that year needs a start amount from the previous year’s outstanding debtors. For more information see  https://help.animana.com/kb/bookkeeping-year-transition/

Question: How do i start a new book year?
Answer: Animana automatically starts a new book year, but the start amounts have to be manually entered.

Question: What is the difference between Balance Sheet and Balance?
Answer: In Balance Sheet you only see the ledgers with bookings on them (ingoing or outgoing) and in balance you will see ALL your ledgers, including the ones with zero value/bookings for that year.

Question: Why do I need to close my VAT period?
Answer: Normally your tax return is performed periodically. After doing your tax return, you will not want the ability to make changes to invoices from that period. This is why you close your VAT period.

Question: Why is there a difference between the grand overview of the VAT ledger and the VAT overview?
Answer: All direct bookings on VAT ledgers (either through journal bookings or bank transfers) will not show up on the VAT OVerview and need to be calculated manually before doing your tax return.

Question: Why is there a difference between my turnover report per location (extra > reports > location show : amount) and payments taken for that location? 

Typically, you would expect the sum of your debtors list(money owed) and payments taken(extra > reports > Payment Type choose : x location), to equal the amount presented in the turnover report (extra > reports > location : filter on location and amount)

However, if you have multiple locations – an invoice may have been raised on location ‘A’ and the payment may have been processed on location ‘B’. The only way to reconcile your turnover against payments on multiple locations is to look at the grand total for all locations (extra > reports > location : DO NOT filter on location) and (extra > reports > Payment Type DO NOT filter on location)

 

Updated on 31 January 2022

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