Stock Letters

These letters are attached to stock items and are automatically generated when that stock item is sold.

An example of this is an After Surgery Care Letter (with information about how to care for the animal at home) attached to a gaseous anaesthesia stock item.

Procedure

1. Check settings in Maintenance.
2. Create a stock letter.
3. Attach the letter to a stock item.

Check settings in Maintenance

1. Go to: Main menu > Maintenance module > Maintenance menu > System Defaults >Financial/Client Invoicing.

   

2. Select Prompt for stock letter printing.
3. Click Save.
   • When a stock item is sold which has an after surgery care letter attached, VisionVPM will prompt the user to print the letter.

There are three options for creating stock letters using the following:

1. Word document
2. Wordpad document
3. VisionVPM text editor (no formatting options).

Set up stock letters

Where Wordpad has been selected for documents in Maintenance > Computer Defaults, the Use a Wordpad document option will be displayed:

If you have not selected to use Wordpad and a Path to Word has been entered in Maintenance > Computer Defaults, the Use a Word document option will be displayed:

If you do not have either Word or Wordpad you will need to use the VisionVPM text editor selecting the Use the letter details field below option:

When Use a Word document is selected, a Word document can be located or modified using the File Name field and buttons at the bottom of the window. The Wordpad option works in a similar way.

To create a new letter using either Word or Wordpad

1. From the Stock Letter window, select Use a Word document or Use a Wordpad document.
2. Click New Letter.

   

3. Type a name for the letter and click OK.
4. When the Word or Wordpad opens, type the required text and select available merge fields as required.
5. Save the document when completed.

To convert an existing stock letter to Word or Wordpad

1. From the Stock Letter window, copy the existing stock letter.
2. Select Use a Word document or Use a Wordpad document.
3. Click New Letter at the bottom of the window.
4. Enter the name of the new document and click OK.
5. Paste your existing stock letter into the new Word or Wordpad document.
   • You will be required to re-insert the merge fields within the document.
   • Save your document and it will then become available for selection in the File Name list.
6. Click the File Name arrow and select the new document.
7. Click Save.

To modify an existing Word or Wordpad letter

1. Select Use a Word document or Use a Wordpad document.
2. Click the File name arrow and select the required document.
3. Click Modify Letter.

   The letter will be opened in Word or Wordpad for editing.

To view existing Word or Wordpad stock letters

1. Select Use a Word document or Use a Wordpad document.
2. Click Browse Folder.
   • Your stock letters will be displayed.

To create a Letter using the VisionVPM text editor

1. Go to: Main menu > Maintenance module > Maintenance menu > Codes and Descriptions > Stock Letters.
2. From the Stock Letter List Details, click Insert, and in the Code box, type the code for the after surgery care letter.
3. In the Letter Title box, type the description of the letter.
4. In the Letter box, type the details of the letter.
   • Optional: Merge fields can be added to the letter. Select the required field in the box on the right side of the window and double-click on it to insert.
5. Click Save.

Attach letter to a stock item

1. Go to: Main menu > Stock module > Stock menu > Stock Details > select stock item.
2. Click the Letter Code arrow, and then double-click to select the stock letter you wish to attach to the stock item.

   

3. Click Save.