Cloud Release Notes

2.3.39 - January 2017

New Features

This release contains the following new features which will be covered in more detail in sections below:
1) Search by Invoice Number in Accounts
2) Login Security
3) History Filters
4) Document Template Filter
5) Patient Details Wildcard Search
6) Stock Transfer Process
7) Clinical Notes - Highlight

Click Here to Jump to Fixed Bugs
Click Here to Jump to Known Issues
Search by Invoice Number in Accounts

A new search filter titled invoice number has been introduced into the accounts screen.

This allows the user to search via specific invoice within accounts.

Download the New Feature Document here

Login Security

To improve security options, a password policy has been added.

Password complexity has been introduced, along with password expiration that requires a new password after 42 days.

The following are requirements for new passwords:

Must be at least 7 characters
Must not be the same as the user’s previous 5 passwords

Contain characters from three of the following four categories:
English uppercase characters (A through Z)
English lowercase characters (a through z)
Base 10 digits (0 through 9)
Non-alphabetic characters (for example, !, $, #, %)

Download the New Feature Document here

History Filters

A new functionality has been added to the history tab within the treatment module to allow users to hide associated treatment discounts from the list. This is a tick box functionality and will be stored as part of the user profile (will remember on the last selected option for each user).

Download the New Feature Document here

Document Template Filter

A filter has been added to the document selection window to allow searching for the document by name.
The filter is wildcard enabled and will search for any part of the document name.

Download the New Feature Document here

Patient Details Wildcard Search

Wildcard search has been added to the following options in patient details, Species, Breed and Colour.
This allows quicker and easier selection of data.

Example enter: Shep
Will find “German Shepherd Dog” and “Belgian Shepherd”

Download the New Feature Document here

Stock Transfer Process

The stock transfer screen has been improved with a quantity allocation for batches which allows the movement of several batches in the same movement.

Download the New Feature Document here

Clinical Notes - Highlight

Clinical Notes will now appear with red font when * is appended to the beginning of a clinical note.

Download the New Feature Document here

Known Issues (click to expand)

We continue to resolve minor reported issues, there is currently no known major defects.

Maintenance Work (click to expand)

Treatment Area

Composite Performance (9478)
Improvements have been made relating to composite item performance

Mileage Surcharge (8288)
The functionality ‘mileage surcharge’ has been removed from the program


Print Debt Level (9022)
The print debt level field within client additional information has been removed


Specific Site User (7476)
Maintenance has been completed for specific site users that could view all sites within specific modules

Bugs Fixed (click to expand)


Special Characters (9457)
VetXML cannot handle special characters like the pound sign


Practice Name Formatting (9455)
Treatment labels are formatting the practice name without any spacing


Monthly Invoicing Exception (9579)
An exception occurs when printing monthly invoices within the finance menu

Insurance/ VetXML

E-Claim History (9474)
No history is being collected when sending e-claims via VetXML


Insurance Assigned To Patient (9200)
VetXML insurance claims were not collecting the relevant insurance plan data for patients with a set insurance plan within patient details

Document Management

New Image Render (9889)
New images are not rendering for document management templates

Debtors/ Patient Reminders

Print Letters/Chase Up Letters (9250)
An exception occurs when printing letters from the reminders module. An exception also occurs when printing chase up letters from within the debtors’ module


Print Archive (9111)
Print archive is not collecting the relevant client/patient data


Treatment Date Alert (6101)
The treatment date alert ‘Treatment date cannot be before the current accounting period. The treatment date has been set to today’ has been implemented


Business Address (9477)
The clients’ business address details are being used for the treatment label, rather than the mailing address


Parent Composite Items With Overwrite Flag (9443)
Parent composite items with overwrite value set with no standard cost are displaying as zero value within the composite window

Stock Centres

Deleting Slave Stock Items (9551)
Deleting a slave stock centre item from pre-invoice or deleting the item from the accounts module is returning the item to the main stock centre

Treatment Area

Send To Functionality (9267)
The send to functionality within the treatment module is ignoring the patient selected within the fast track menu

Destocking From History (9211)
Items are not destocking when the quantity of an item is amended within the history tab

Invalid Microchip (9128)
Entering an invalid microchip number causes a system performance issue to occur

Branch Site Historical Pricing (9118)
Editing an item in a patients’ history at a site that has differing minimum charge/overwrite price values stored within code entry is overwriting and amending the original cost

Item Has Already Been Added (9075)
The alert ‘Item has already been added. Do you want to add a duplicate?’ is not displaying if the original treatment items description has been amended in draft

Multi Dispensing Fee (8822)
The first selection for multi dispensing fee treatment items is blank but adds a value when selected

Invoice Generation (9317)
Invoices are not generating when a treatment is saved with a clinical note. This relates to the default ‘automatically print accounts invoice on save’

Manual Treatment Exception (9503)
An exception occurs whilst adding a manual treatment to draft

Edit Label Amends Vat Value (9826)
Editing label item within pre-invoice or history adds VAT to Charity No VAT clients

Edit Treatment Exception (9420)
Exception occurs when editing treatments

Repeat Prescription Flag (9150)
Repeat prescription treatment items without label required is not adding the correct quantity value. When repeat prescription is selected for a code, label required should be automatically selected

Reprint Labels (9145)
Reprint labels is not completing the action within the repeats tab

Alter Sex Alert For Multiple Patients (9174)
Alter sex item prompt displays for all patients with items in draft

Fast Track Patient Repeat Prescription Link (9617)
Repeat prescription is not adhering to fast track patient selection

Manual Treatments (9503)
An exception occurs when adding manual treatments

Lab Result Stored In History (9907)
Double click lab result line within treatment history does not open lab results window

Add Weight Exception (9623)
The default Clinical Code is not selecting a default option, resulting in an exception when adding a weight record to a patient if not set in settings.


Duplicate Surgeons (9207)
A check has been added to help reduce the possibility of duplicate practitioner entries.

New Appointment Ui Refinement (6515)
The new appointment window will now grey out search fields when a client or patient is selected.

Rota Dates (9921)
Surgeon availability at separate sites is restricted by differing rota dates

In-Treatment Colouring (9887)
In-treatment status colour amended to be a lighter shade of purple

Right Click Menu (9343)
Incorrect context menu options when right clicking specialist surgeon appointment slots

Appointment Reasons (9339)
Cut, copy or drag appointments is losing specific surgeon reasons when the appointment is edited

Allow Future Dates (9364)
Despite the default ‘allow future dates’ being applied, the ‘treatments cannot be made in the future’ alert still displays

Euthanised Appointments (9308)
Unable to create appointments for euthanised patients. Additionally, the euthanasia alert incorrectly displays for cremation surgeon appointments

Appointment Deletion Refresh (9658)
Deleting a standard surgeon appointment is not refreshing the diary day view automatically

Day List Practitioner (9344)
Appointment label is not collecting the day list practitioner

Add Another Patient Data Retained (9228)
Diary right click option ‘add another patient’ copies data from the original appointment

Duration Value Reset (9312)
Amended duration value is resetting to original reason duration length when the appointment is edited

New Appointment Client (9465)
New appointment client search is not returning all client records

Copy Availability (9555)
Copy availability does not work for any selection of less than 52 weeks

Edit Appointment Reason (9323)
Editing an appointment for a repeat prescription/hospital surgeon is removing the appointment reason

Future Appointment Navigation (9367)
Future appointments navigation, followed by reception navigation, is causing module loading issues

Edited Appointment Duration Retained (9866)
Edit appointment is retaining the previously selected duration value, rather than adhering to each specific reason duration

Show Surgeon After Treating (9807)
The default ‘show surgeon list after treating’ is ignoring the fast track surgeon/diary surgeon selection

Zero Duration (9157)
Appointment reasons set with a default duration of zero within libraries, is not collecting the default appointment length value set within defaults

Day List Practitioner (9345)
Drag & drop, cut & paste, as well as copy & paste removes day list practitioner

Schedule Sms Reminders (9301)
An exception occurs when selecting the schedule SMS reminders functionality within the Diary module

Treatment Label

Species (9531)
Species data does not show on printed treatment labels

Calculate Quantity (9466)
Calculate quantity prompt does not generate

Commencing Date (9458)
The commencing date within the treatment label is not adhering to the item date set within treatment draft

Patient Null (9412)
Reprinting or editing a treatment label is not collecting the patient name & displays the values as null

Dispensed By Surgeon (9456)
Dispensed by surgeon does not match the prescribed by surgeon when the setting to enforce the action is set.

Treatment Label For Sell As Whole Pack (9414)
Treatment label for sell as whole pack items is not adjusting to quantity per pack

Manual Field (9161)
Manual treatment label data is retained for all clients/patients. This field has been subsequently removed as it is no longer required

Html Formatting (9601)
All treatment labels are printing with HTML formatting, regardless of default setting

Edited Description Field (9410)
Edited description does not show or print in the treatment label

Commencing Date & Treatment Date (9458)
Commencing date within treatment label is not collecting the amended treatment date within fast track

Edit Or Reprint Label Patient Data (9412)
Edit label or reprint label is removing patient data

Reprint Batch Data (9622)
Reprint label within draft is removing batch data

Species For Treatment Labels (9531)
Species data is not being collected for treatment labels


Delete Shipped Items (9065)
Unable to delete items that have been shipped

Auto Add (8363)
Auto add within wholesale ordering is ignoring the grouping level

Updating Prices (9374)
Processing price updates is not amending code entry items for branch sites that are ticked to track main site pricing

Outstanding Order Site Selection (9332)
Amending the site via the outstanding order tab & double clicking an order to return to view orders is causing system instability

Tote Scan Order (9389)
Tote scanning orders is not receiving the stock

Batch Duplication Restriction (9775)
Batch duplication restriction is also restricting the addition of expiry date & barcode within the wholesale module

Tote Scan Order (9389)
Tote scan order is not receiving stock

Wholesale Price Update For Track Main Site Items (9374)
Updating prices via wholesale is not amending any track main site branch item values

Outstanding Orders (9332)
Selecting an outstanding order for a site that is separate to the site set within view orders is causing system instability

Duplicate Batches (9385)
Duplicate batch numbers are not restricted within wholesale view orders

Supplier Details ( 9644)
Supplier details are intermittently not matching the selected supplier within wholesale

Health Care Plan

Core Category Amends To Non-Core Category (9392)
Core category health care items when saved to estimates become non-core when saved to treatment history

Suspended Hcp Restrictions (9209)
A suspended health care plan patient can have HCP discounted items stored within estimates added to the draft & history continuously

Crediting Hcp Discounted Items (9180)
Standard cost item values are being applied to the health care accounts balance when the treatment item is credited

Write Off Negative Account (9453)
Selecting write off for a negative balanced account is increasing the negative value, rather than zeroing it

End Plan Drop-Down (9204)
Ending a health care plan removes it from the health care drop-down completely

Hcp Exception (9780)
Editing a health care item within draft or history causes an exception to occur

Core Category To Non-Core Category (9392)
When saving a core category health care treatment item to estimates, the item is transformed into a non-core health care treatment item

Statements (9186)
The health care plan statement feature is greyed out

Active Plan (8981)
The health care accounts plan drop-down does not default to the current active plan

Plan To Replace (9121)
The plan to replace functionality within health care plans is not filtering by the selected species type

Hcp Discount (9178)
Health care plan discount for an active HCP patient can be added to a non-HCP patient via the fast track menu within the Treatment module

Write Off Hcp (9518)
An incorrect permissions error displayed when attempting to write off a health care account


Printing Exception (9668)
A null exception occurs when printing invoices

Invoice & Item Dates (9669)
Invoice date is being set as item date & vice versa

Charity No Vat Field (9287)
Charity NO VAT does not lock the VAT field and subsequently does not set the VAT value field to zero

Multi Invoice Data (9703)
Multi invoice is not collecting current date data causing no invoices to be printed.

There Are No Invoices To Print (9464)
‘There are no invoices to print’ alert displays within the monthly invoices functionality, despite valid data being available within the set criteria range

Predefined Discount Entry Vat Value (9582)
Predefined discount entries VAT rate is not adhered to within the accounts module

Email Multi Invoice (9699)
Email multi-invoice accounts right click is not generating the relevant records

Charity No Vat (9287)
The charity no VAT functionality within client additional information in Reception is not locking or zeroing the VAT fields within the Accounts module

There Are No Invoices To Print (9464)
When printing invoices within the monthly invoices functionality, the user receives an incorrect message stating that ‘there are no invoices to print’

23:59:59 (9315)
Treatment items added at 23:59:59 are not being included within the item dates statement

Code Entry

Treatment Type Treatment Options (8216)
New codes added in code entry will now use the Treatment Type Library for the on/off settings for treatment options (i.e. Label Required, Is Flea).

Selecting & Deselecting Overwrite Flag (9434)
Ticking overwrite in stock/non-stock then doing the same for non-stock/stock (or vice versa), causes an exception to occur

Treatment Panel (9514)
A display issue occurs within the code entry treatment options drop-down menu

Code Deletion Exception (9556)
An exception occurs when deleting code entry items. Same error occurs within code entry archive

Code Addition Exception (9501)
Code entry exception occurs whilst adding a new item

Reminder Required Code Exception (9502)
Code entry exception occurs whilst adding an item with reminder flag enabled

Hide & Unhide (9356)
Hiding a code at a branch site is unhiding the code at the main site

Net-Net & Net-Net-Net Values (9357)
Net-net & net-net-net are adding with an incorrect calculated value

Item With Reminder (9502)
An exception occurred whilst adding a new code entry treatment item with the reminder required flag enabled

Overwrite Flag For Historical Items (9521)
Amended overwrite price values for historical items stored within a patients’ treatment module are ignored when adding to draft or repeating for today


Print Exception (9840)
Printing statements or invoices from debtors is causing an exception to occur

Group Statement With Invoices (9498)
Group statement with invoices is not collecting all client data

No Invoices To Print (9324)
Debtors displays ‘no invoices to print’, despite relevant data being present within the set criteria

Invoice Sorting (9316)
Debtors invoices are not sorted by invoice number

Current Balance 0 (9206)
Debtors statements are not printing for clients with a current balance value of 0

In-Patient Charges (8502)
In-patient charges are printing with null values. This relates to the default ‘Print in-patient charges’ located within the reporting tab

Multi-Invoice Report (9498)
Some contacts are not being included within the multi-invoice date range report

Invoice Exception (9447)
An exception occurred when processing invoice reporting within the Debtors module

No Invoices To Print (9324)
An incorrect message ‘no invoices to print’ displays for active debtors

Stock Control

Stock Transfer Exception (9215)
An exception occurs whilst transferring stock between sites

Select Button (9217)
The branch transfer selection button disappears from the panel after transferring an item to a separate branch

Batch Quantity Transfer Between Stock Centres (9366)
Batch quantity values are not amending when transferring stock from the main stock centre to a separate slave stock centre

Stock Centre For Batch Traceability (9216)
Amending stock centre drop-down within the stock adjustment batch traceability window is not amending the batch data to match the relevant stock centre

Cancel Button (9218)
Selecting cancel within the batch branch transfer window is still transferring the stock

Stock Movement Batch Data (9421)
Stock transfer for a code item is not displaying the associated batch data within stock movement

Quantity Amendment For Batch Item (9736)
Incorrect quantity value is being amended for a batch item within stock transfer

Batch Transfer Between Stock Centres (9366)
Batch quantities are not amending when transferring stock from one stock centre to a separate stock centre

Barcode Reader (9221)
Stock transfer barcode reader does not select relevant code within the results grid


Supplier Data (9362)
Unable to update supplier data within libraries

Predefined Discount Entry Multi-Site (9577)
Cannot add predefined discount entries for the same code across multiple sites

Appointment Reasons (9048)
Appointment reasons site filter is retained when amended but the data relates to the logged in site

Letter Paragraph Exception (8844)
An exception occurs when selecting a letter paragraph for a newly created reminder type

Unexpected Error Updating (7033)
An unexpected error occurs when amending stored library data

Supplier (9362)
An incorrect alert displays stating ‘supplier already exists’ when amending the supplier discount value, restricting value amendments

Treatment Type Flags (8216)
The treatment type flags which can be set within the libraries module are now linked with the new code entry module


Patient Details Exception (8698)
An exception occurs whilst attempting to load patient details. This relates to blank description fields for patient categories

Inactive Reminders (9259)
Inactive reminders still flag some patients with the ‘reminder overdue’ status

Default Discount Category (9293)
The setting Default Discount Category when set will auto populate the Discount Category on registration of clients or patients.

Wording Amendment (9407)
Wording amendment required for information line that is recorded within client additional information when generating letters via the Report Wizard module

Inactive Reminders (9259)
Inactive reminders still flag the patient as reminder overdue

Last Visited Date (9335)
Deleting treatment items is not resetting the last visited date

Batch Traceability

Batch Linked With Prescriptions (9405)
Batch stock levels are amended by prescription treatments

Batch & Stock Centres (9415)
Batch stock levels are not returned to the selected stock centre

Treatment Label & Linked Batch Stock Levels (9886)
Editing a label and changing the quantity is not updating the batch stock levels or standard stock levels

Show All (9263)
Newly created batch numbers are not showing unless the user selects ‘show all’

Current Date (9117)
Batch numbers with current date expiration date values are incorrectly displaying as expired

Batch Stock Levels (9405)
Batch stock levels are incorrectly adjusted when processing a prescription treatment

Clinical Note

Exception When Editing (9855)
Error generated when editing clinical notes for a second time

Data Moved To The Clinical Code Field (9869)
Editing and saving old clinical notes is incorrectly amending all history/examination/diagnosis/plan entries to the clinical code field

Accounting Period Edit (9870)
The accounting period is ignored for first clinical note edit, causing an exception to then occur on the subsequent loading

Short Text (9212)
A short text abbreviation stored within clinical notes is incorrectly being inserted if the short text letters make up part of a word


Communication Config Data Reset (9917)
Amended data fields within communication config functionality for Idexx Interlink within the general lab are incorrectly resetting when logging out and then back in

Client Category Drop-Down (9540)
The client category drop-down list is not displaying any data within the general lab analyser screen

Lab Deletion (9562)
An exception occurs when deleting any lab requests or lab categories


Hcp Reminder Items (9408)
Patient reminders are not reinitiating correctly when attached to health plan treatments

Re-Initiate Reminders (9920)
Re-initiate reminders are causing duplicate animal ID and recall type ID records to become active

Inactive Clients (9398)
Reinitiate reminders is marking certain clients as inactive


Health Care Sales By Surgeon (9192)
A treatment type filter has been added to the report ‘health care sales by surgeon’, along with description search fields

Statement Direct Debit Payments Health Plan (9190)
An exception occurs whilst generating the report ‘statement direct debit payment health plan’

Health Care Sales By Client Report (9400)
Health Care Sales by Client report is causing an exception to occur


Removed Setting (9160)
It is no longer possible to Hide the Prescribed By option from labels.

Estimates (9024)
Saving to estimates from the draft screen will now warn you when saving for more than 1 patient that more than 1 estimate is being created.

Treatment Date Alert (6101)
A treatment date alert is now displayed when the setting “Treatment Date is booking date” is enabled but the setting cannot be used due to accounting period restrictions.


Transfer Treatment Linked To Diary Appointment (9440)
Transferring a treatment should not transfer the associated appointment

Appointment Label Text (9307)
Appointment label text is overlapping the next line

Clearing Memo Data (9387)
Clearing memo data before entering new text is not storing the new entry

Labs Internal

General Lab Exception (9239)
An exception occurs restricting access to any separate module when navigating to the general lab module

General Lab Analyser (9540)
The client category drop-down list does not generate any data

Deleting Lab Requests Or Categories (9562)
An exception occurs when attempting to delete any lab request or lab category that is associated to an active lab result

Branch Transfer

Batch Transfer (9329)
Branch transfer is not transferring the batch stock level

Transferring Batch Stock Levels (9329)
Batch stock levels are not transferred along with the linked treatment item quantity when transferring stock via the branch transfer functionality


E-Claim History (9474)
VetXML e-claim history is not sending

Microchip Exception (9306)
Microchip records for clients without a first name recorded are not showing the correct message when sending to VetEnvoy

Special Characters (9457)
Special characters are not being handled for VetXML claims

Compliance Reminders

Automatic Schedule List (9302)
Compliance reminder automatic schedule list exception occurs for single site users

Single Site User (9302)
A single site access user receives an exception when attempting to open the compliance reminder automatic schedule list


Return To Stock (9404)
Prescription treatment items are returned to stock from history

Prescribed Prescription Items (9608)
Prescribed by for prescription items is looking at dispensed by, rather than prescribed by

Global Price Update

Retail Pricing (9878)
Global price update is not working for retail prices

Data Retained (8827)
Previously added data filters are retained within the global price update functionality

Labs External

Requisition Id (9320)
External lab requests and results for patients without requisition ID’s are missing within the patient lab


Newly Created Patient Categories (8812)
Newly created patient categories only display unknown as a selectable species type despite additional types being assigned to the new category

Patient Reminders

Export To Csv Column Data (6874)
Additional column headers & associated data have been added to the patient reminders export to CSV file


Patient Name (8129)
The pre-invoice report does not collect the patient name data

Price List

Treatment Categories (8878)
Treatment categories stored with blank description values display as blank within the associated drop-down filter

Report Wizard

Export To Csv Exception (9532)
An exception occurs when exporting data to CSV within the Report Wizard


Appointment Length Value (9871)
Amending the stored value for the settings field ‘appointment length’ within the diary tab is causing an exception to occur

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