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Summary or Detailed Activity Presentation on Client Invoices

Overview

iStable offers both a summary and detailed view option when presenting an activity billing line on a client’s invoice.  For many activities a single summary invoice line is the desired presentation – for example 30 days of  Day Rate.  There are other activities though that it is desirable to break out as a separate invoice line on the invoice for every occurrence of the activity. In this case, iStable supports designating that an activity be displayed in detail on the invoice. For example, if a Vet exam occurs twice during the month on the 4th and 23rd, each activity will be separately displayed on the Client invoice with their corresponding dates and charges.

Designating an Activity as Summary or Detailed

By default, all Activities in the system are initially established as Summary Activities.  When creating a new activity or from the Activity listing page you can designated that an activity be “Display Detailed on Invoice”.

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Invoice Presentation

In the following examples a Clipping Activity was performed twice during the billing period of July, once on 7/2/2015 and a second time on 7/26/2015.  The screen captures are partial views of the PDF invoice generated by iStable.  The same rules apply for the Quick Books output file as well.

 

Summary Form

All occurrences of the Clipping Activity are summarized into a single row on the invoice.  The row will have a count of the # of occurrences (2 in this example) that the Activity occurred during the billing period.

 

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Note:  Even when an Activity Item is designated as being a Summary item, there are two circumstances when they may still be presented as separate lines:

  1. Pricing Change – If during the billing period the Unit Price of the Activity changes between two transactions, the system will separate these transactions to two separate lines.
  2. Ownership Change – If the ownership of the horse changes during the billing period such that the owner’s Unit Price (Client %) would thus be different on the two recorded Activities, a separate row will be presented for each.

In both scenarios, the system does this so that the Quantity times the Unit Price (Client %) always equals the Extended Price on the invoice.

Finally, do not confuse the Occurrences count with the Quantity column on the invoice.  An example where these figures would be different would be the scenario in which which a qty of 4 vaccinations were given on 2 different dates.  In this case the qty column would sum to 8 while the Occurrence Count would equal 2.

Detailed Form

All occurrences of the Clipping Activity are listed as  separate invoice lines.  Notice that since they are separately listed the Activity Date of each occurrence is also presented.

 

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