18.3. Item Sales

*THE BIG WHAT
An item sale is a non-medical item that a volume or public client may purchase from your clinic. Item sales will not show up in the animal’s medical record and can include things like t-shirts, over-the-counter medications, or e-collars.

Item Sales

Use the shortcut located on the Jumbo Menu to access the over-the-counter sales page.

Shortcut to Item Sales page

Public Clients

Items sales are items that your clinic sells where no client information is entered into the computer. Typical items would be T-Shirts, E-Collars, and over-the-counter flea medication for which you take no client info. Navigate to Accounting > Item Sale: https://clinichq.com/app#/accounting/item-sales.

Click New Sale:

Creating a new sale

Over-the-counter sale is the default option. Here, add items and enter the payment amount. Public Item Sales must be processed with Cash, Check, Credit Card (POS), or Credit Card (Manual).
Click Save Sale and Make Payment. This will put the funds on your reconciliation report so your drawer balance at the end of the day will be correct.

New Item Sale

*Note: Credit Card (E-payment) is NOT an option for Item Sales because there is no client information to link with the sale. Item Sales must be processed with Cash, Check, Credit Card (POS), or Credit Card (Manual).
We recommend purchasing a terminal from MP Group if you use the integrated MX Merchant system with Clinic HQ and perform Item Sales often.
Read more about purchasing a terminal HERE.

Volume Clients

1. Sometimes, you may want to sell items to a volume client in bulk. Common examples include: charging for fuel to come and pick up animals or charging for admission forms. There is no information to associate with any animal in particular – yet you need to sell the item to a volume client and create an invoice. Navigate to Accounting > Item Sale: https://clinichq.com/app#/accounting/item-sales/new.

2. Change the radio button to Volume Sale. Here, add in items and select your volume client from the drop-down list and click Save Volume Sale and Bill. An invoice will be created.

Unlike appointment invoicing, Item Sale invoices will not be auto-emailed. The VC can view the invoice from their Portal or you can manually email by viewing the invoice from Invoices. From the invoice preview, scroll to the bottom and add an email address.

3. Since this is now an invoice, payment is not recorded from the Item Sales page. Navigate to Volume Client Apply Payment to record payment received or allow VCs to pay online through their Portal.

Volume item sale

Emailing the VC Item Sale Invoice

If the Volume Client needs a copy of the Item Sale billing, this can be viewed from the Portal. If they need an emailed copy, it must be manually sent from Clinic HQ.
Please go to Accounting > Invoices here: https://clinichq.com/app#/accounting/invoices.
Click on the invoice number.
At the bottom of the preview page, enter an email address, and click “Email.”
(If you do not know the billing email, locate that information from the VC profile in Search Clients/Animals. Copy and paste it to the invoice preview as mentioned above.)

Remove Payment

Once payment is made, click the little red trash can icon to adjust or remove it. This will delete the sale. In the case of volume client item sales, it will also delete the invoice.

Removing a sale

Refund Payment

Refunding an Item Sale/Over the Counter sale.

1. You will need to go to the Reconciliation report for the day the original payment was made from the Item Sale.
2. Click View Details next to the public sale transaction.
3. From* Action* dropdown select the Refund Payment.
4. Choose the type of refund and save the transaction.
   

Item Sales are refunded from the Reconciliation