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1. 2010 Pearce amp Robinson LTD all rights reserved More Advanced Procedures 148 e Choose Yes to confirm See Also Enable username and passwordl148 13 1 2 Change a User Password e Start the Setup Wizardh20 and skip to the Users Technicians page Users Technicians dd al the people who vall be using Transactor meluding technicians Username Full nams UserCode John Jones J hANAGER Manage MHGR Peter Smith Add New Modi Delate e In the list highlight the User and choose Modify e Enter the new Password into the Password and Confirm Password boxes and choose Ok See Also Enable username and password log in 148 13 1 3 Enable username and password log in In the standard single user transactor installation you will not need to log into Transactor This is an option that can be turned on using the Setup Wizard Enabling username and password log in e Start the Setup Wizardh2 tool e Inthe Setup Wizards start page click the Advanced button tick Users Technicians and click OK 2010 Pearce amp Robinson LTD all rights reserved 149 Transactor Dental Lab pa Advanced Wizard Setup _ The current pages activated in the wizard iF Laboratory Name and Address Categories fe Users Technicians T Surgeon Types Show the _ Users technicians wizard f On Bookout Optid page 4 Starlings Numbers 4 Data Backups 4 Surgeons and Practices 4 De
2. In the Caption of the Modify Dental Practice box you will see the Practice Account No eg Modify Dental Practice 69 Obtaining a list of Practices with all the Practice numbers 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing 104 From the Tools menu choose Export Data In the Data Records box choose Practices Choose Export to File In the File name box enter PRACT in the Folders box choose a folder you are familiar with eg C tran61 Choose Ok In My Computer or Windows Explorer locate the file PRACT CSV open it and print it out This Comma Separated text file contains a list of all your practices the Practice No In the First column under CustID 11 Tools 11 1 Patient Search To locate jobs by patient name 1 Choose Patient Search from the Tools menu Window Help 2 In the Patient Search window type all or the first part of the patient s surname and press Enter or click Find All jobs with patient names matching your search text are listed Once you have a list of jobs you can view any job by highlighting the line and pressing Enter or clicking View With the job in the mini viewer you either choose Close or Select to retrieve the job onto the Main Form 11 2 Locking and Posting Jobs Jobs and payment transactions are initially marked as not locked what is also called un posted Transactor will allow you to Modify these You should periodically pe
3. Report Booked in jobs by Due Date For 4LL dates leave Due Date blank Sort by Due date Due Date i Change Page Format A4 210 297 mm M Output to All the jobs booked into you lab are listed grouped by Due Date The list is in Due Date order so the most urgent jobs are at the top 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab Booked In Jobs DentaLab Limited Printed 21 6 2009 12 12 Due Date Surgeon Doce Patient On BookOut OF S09 Fri Berestord 274 1360 Mr F Masan Charge Berestord 274 1361 E Quigley Charge Dodds 204 1362 Tim Jones Charqe 06 08 09 Sat Dodds 204 1367 R Richardson Charge Dodds 204 1363 his L Vest Charge Dodds 204 1369 K Fiann Charge Kelly 235 1370 C Patterson Charge Adams 326 1371 hrs 6 Helzon Charge Adams 325 1372 R Harris Charge 098 08 09 Sun Kelly 235 1364 Mr D Morrison Charge Beresford 274 1365 VW Thompson Charge Berestord 274 1373 S Jenkins as Trimble Total Value 2425 13 Some labs run this report every day specifying the next day s date thereby getting printout of all the jobs due back tomorrow Booked in Jobs on Book in date Lists a summary of each job booked in on the given date Booked in Items Lists line item details of each booked in job for the given Due Date DentaLah Limited Printed 21 8 2009 12 38 Booked In Items Due on Sat 08 08 09 Deca Surgeon Patient Gty Description
4. Alternatively you can choose Action Modify F4 change the job details and then Book the Job In In the Confirm Action window click OK Notes In the Confirm Action window the Output to selection can be pre set for printing a Job Ticket ss 2010 Pearce amp Robinson LTD all rights reserved 43 Transactor Dental Lab 6 3 6 4 See Also Coffee Break Tour Jobs and Documents 261 Printing Setuphsd Selecting an Existing Job The Finding a JobI 43 topic shows several ways to locate and retrieve a Job onto the Main Form Once selected onto the form the job will appear in gray text because you can t modify it without choosing an Action such as Modify You can now perform any applicable Action on the document such as Modify Book Out etc The main Actions are shown on the Function Bar situated at the foot of the Main Form and also under the main Action menu See also Understanding Actions 17 The Clear Form Actionis Finding a Job There are several ways to locate and retrieve a Job on the computer The fastest is by using the Doc No also called a Job No To Retrieve a Job Document by Doc Job No e Clear the Main Form if it is not already clear F12 e Type the Doc No into Doc No box Satie Cos Alo e Press Enter The Job details should now appear on the Main Form if not then the Doc No is invalid use one of the methods below to locate the job Sometimes you don t have the Job No h
5. Rochette Bridge Study Model CRGN OPMANUFACTURE DECLARATION E This complete appliance has not been wholly manufactured within the EU Other Manufacturing locations are ORIGINI Zang Chi Dental Lab 21 Block ZangLang Ind Pa Bejing China Your atentionis drawn to the folovaingatd ement Tisis acustoremadernad cal deic tha has been manufactured bo satisfy the desi cn cheracten sti cs and properties specified by the presen ber for the above named patient Thismedical deiis intended for eause Lae Dy Th s paterk and conons to thera avant essertial requirements speci edin Anne ofthe Medical Ce ces Directive and the United Kingdom Med tal DEM es Regul sans tts stent COSINE aera tO manic paros et have bag psa arc Cr rofurbished foran novio palia s FUSE By the way the ORIGIN codes you see on Transactor s Main Form won t be printed in the items area of the Patient Statement Transactor picks up these details and puts them neatly into your Declaration List Clever stuff don t you think See Printing Patient Statements 87 for a example print out There s more things you can do to optimize your process and save repetitive typing You can decide whether to manually add the ORIGIN product code onto Jobs as and when required or to setup Jobs so that one or more ORIGIN codes are automatically on new jobs See New Document Setupl15 2010 Pearce amp Robinson LTD all rights reserved ot Transactor Dental Lab 10 8 Practice Reports Pra
6. T Code Description That Surgeon has now been selected onto the Main Form In the example lab Mr Beresford s practice address is the same as his invoice address and so Transactor has no need to display it in full In case you are wondering Surgeons can have several accounts each one working out of different practices You ll see how this works in the User Guide We chose Mr Beresford account no 274 as the Surgeon in our example because that s one of the four surgeon accounts that has sample jobs The others are Adams Dodds and Kelly If you Know a Surgeons s account no you can use it to quickly select the surgeon even more quickly Let s try this but first remember to clear the form F12 2010 Pearce amp Robinson LTD all rights reserved 23 Transactor Dental Lab 9 9 e In the Surgeon Account box type 274 and press Enter Surgeon Account Mr Beresford s details are retrieved onto the Main Form Another way select a Surgeon onto a clear form is by surname Don t forget to clear the Main Form first e In the Surgeon Account box type the surgeon s surname or just the first few letters of it and press Enter Surgeon Aceon A e A window will appear showing any Surgeons matching what you typed If only one account is showing you can just press Enter to save time otherwise highlight the correct account and then choose Select MM Surgeon Account Selector Find B
7. All EL message Message This complete appliance E beer wholly manufactured within the EL This complete appliance has not heen wholly manufactured within the EU Other Manufacturing locations are This is the multiple origin message There are two messages encoded in this box By default a Patient Statement will be printed with the first simple All within EU declaration This is the text before the Divider as shown in the above image The second non EU message is the one Transactor will print if ORIGIN1 or ORIGIN2 codes are found on the job along the list of manufacturers NB even if your lab currently does not out source outside the EU you can leave this second message intact it just won t be used See below To change the company logo Preparation place your company s logo image file into the C tran61 lab exe folder on your PC The file type must be 2010 Pearce amp Robinson LTD all rights reserved as Transactor Dental Lab either bitmap BMP or Windows Meta File WMF The filename must be less than 8 characters with no spaces so for simplicity rename your file to logo bmp or logo wmf The image should have been Supplied by your graphics designer as a high quality graphic to the correct intended size With the correct logo file you should have pin sharp printouts indistinguishable from pre printed stationery e Inthe Printout Type Properties e In the Pictures group box enter the logo s file
8. started Any of your existing predefined Line Notes can be made to appear in the new job Choose New Document Setup from the Tools menu 2010 Pearce amp Robinson LTD all rights reserved More Advanced Procedures 152 New Document Setup When starting a New Job The following LINE NOTES wall be added Line note code Description PATIENT SHADE NOTATION R L From here you can customise the level of pre set details you want to record with each e New Job e New Credit Note e New Query You can specify up to 6 line notes that will be automatically added to a new blank document ie when you choose Action New Job New Credit Note or New Query Select the line notes from the dropdown lists To remove a selection choose the blank entry at the top of the list 13 5 User Preferences These User Preferences can speed up and simplify your work with Transactor To Change User Preferences e Start the Setup Wizardh2d and go to the Users Technicians page 2010 Pearce amp Robinson LTD all rights reserved 153 Transactor Dental Lab Setup Wizard Users Technicians sa Add all the people who will be using Transactor including techricians Usename Full name UserCode John ome shd Add H Es MANAGER Manager MGR _Add New NICK Nick Moore HH Miodity PETER Peter Simi PS Sie Always Logon e In the list highlight the r
9. 150 e Printing on Confirm Action You can pre set the way Transactor handles the usual printing of job tickets delivery notes credit notes invoices and queries when you perform an Action ie Book In Book Out etc The Print on Confirm Action window allows the lab manager to pre set the usual printing settings which appear in the Confirm Action window according to the Action being performed See Printing On Confirm Action 7A 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 146 12 2 14 End Page Setup Wizard End Page da And finally Congratulations You have completed the Transactor Setup Wizard Remember you can re start this Setup Wizard at any time to add new surgeons products and services and adjust prices etc Choose Setup Wizard from the Tools menu or click the wizard button on the toolbar pe Here are some more settings they are also available trom the Tools merna Customize the level of pre set details you want to record with each job Mew Document Setup Personal preferences when you logon and use Transactor User Preferences To quickly leam how to use Transactor try the FI Full help guidance is available in Transactor Help Coffee Break Tour See the shortcut on your Help can be started from the Transactor Help Windows desktop menu or from the toolbar Goto Start lt Back See e New Document Setuplish and e
10. 2010 Pearce amp Robinson LTD all rights reserved 179 Transactor Dental Lab Sungeon Account Surgeon Adams B Mr BDS 328 421 02 D Cooden Dental Surgery era 1344 146 Cooden Sea Rd A sete Bexhill On Sea East Sussex sual Prices NHS 11 Tek 01424 579135 Acrylic Jacket Crown Study Model TIP When you do credit notes keep an eye on the Tax Date if you want your Statements to show it in then correct month Confirm Action xy Y Finalise Credit Note cr e Finalise the cuner credit note Output Credit Note 44 To Preview window A Ah ha the Credit Note is now in the surgeon s Account History e In the surgeon s Account History window right click the Credit Note and choose Allocate Credit 2010 Pearce amp Robinson LTD all rights reserved Frequently Asked Questions 180 Invoice Date DocNo Description PATIENT Amount Paid Balance 1316 Job Booked Out Charge wond 104 35 1568 60 0 119 0307 1321 Job Booked Out Charge Hughes G 72 00 1660 60 0 F 20403 07 1327 Job Booked Out Charge Hist K 70 00 1730 60D 2003407 1328 Job Booked Out Charge Royce 3200 4 1762 600 21403407 1333 Job Booked Dut Charge Poole D 5050 1823 10D 124403407 1337 Job Booked Cut Charge Crockett P 6950 4 1892600 25403407 1341 Job Booked Dut Charge Ambrose P 75 00 1367 600 26 03 07 1344 Job Booked Out Charge Reynolds M 2150 1398 100 27409407 1349 Job Booked Out Charge Berning P 57 0
11. Category OTHER 1367 Dodds Richardson E 1 Cold Cure Feline 1367 Dodds Richardson F 1 Lingual Bar 1200 Dodds Fiann 1 Cold Cure Reling 1371 Adams Melson hits 0 72 50 Gold Total 3 78 Category PROSTHETICS 1308 Dodds West L Ms 1 438 Teeth Chrome plate 130608 Dodds F hyn mi 1 410 Teeth Chrome sel Multiple le Booked in Items Summary Lists item totals in tabular format for each sales category and Due Date 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing s Booked In Items Summary DentaLab Limited Quantity per Sales Category Printed 21 6 2009 12 39 07 08 09 Fri O 0 2 0 4 O 0 o 0 6 08 0809 Sat O O 3 78 2 6 0 0 O O 11 78 CSS Sun 0 0 3 3 4 0 0 10 100609 Mon O O 1 1 5 0 0 D T 110809 Tues O O 3 2 6 DO 0 O O Booked out jobs on going Lists jobs that are booked out of the lab On Going therefor not charged The report is in date order so older jobs can be identified which have not been returned to the lab in a reasonable time for completing Jobs by Due Date Lists all jobs for the given Due Date regardless of the Job State There is a column showing whether each job is Booked In Out On going or Charged 10 6 Printing reports or labels using Profile Groups To print labels or another report where you are able to enter a Profile name instead of an account no e Simply enter the group s profile name instead of the Surgeon A c no Report Address Labels x Options P
12. e Type in the Due Date and press TAB The cursor will now be on the first line in the Code column This will normally be the PATIENT SHADE HOTATION R L A ee e In the Code column with the Patient code highlighted press the Enter key or simply start typing the patient surname Transactor will know you want to enter the Patient name 2010 Pearce amp Robinson LTD all rights reserved Basic Working Procedures 42 Code PATIENT SHADE HOTATION Diezcripilon Pr Surname Intials Tithe Extra Smith John Mr Do not pint on invoice _ Cancel Depending on your New Document Setuplis you may have further pre set job detail lines to complete Notation for example e On blank rows in the Code column press Enter to add more lineitems to the job See Selecting a Product Servicel 59 e From the Action menu choose Book In Book Out or Hold Notes To abort adding a new job from the Action Menu choose Delete See Also User Preferences 152 On Bookout Optionsli3a Adding a new Product Senicel 62 6 2 Booking Ina Job To Book In a completely new job e Start a new job see Starting a New Jobl41 e Choose Action Book In F7 e In the Confirm Action window click OK To Book In an existing job Select the Job onto the Main Form see Selecting an Existing Jobl 43 If the job is eligible to be Booked In you will be able to choose Action Book In F7
13. 1138 Invoice Wells C 38 29 Part Paid Invoice 24 06 08 1216 Invomnce Resves P 11625 E MB 27 TT s 26 0609 1207 Invoice Baley B 174 20 3680 47 D 26706705 1211 Invoice Catet 106 64 efi 27 06 08 1213 Invoice Rigby N 106 52 29 06 09 1222 Invoice Brown G 78 28 39 _ 03407409 1219 Job Booked Cut Change Booth H 92 46 4064 370 y 03 07 08 1229 Job Booked Out Charge Price F 120 10 4184 47 D 04207709 1235 ah pu 79 47 4263 94D 05407409 1204 115 06 4379 000 05 07 08 1215 81 03 4460 03 D 05 07 09 1242 a T 35 26 4555 290 156 found Totalopen 111206 CURRENT BALANCE Options 9 Black items are Locked cannot be changed be Close The Surgeon Accounts jobs and payments are listed in invoice date order The Symbols in the Paid column indicate the payment status lf the payment or job has been Locked you will not be allowed to modify or delete it You can highlight any item in the list and press Enter or click View to see more information about the highlighted entry Adding a Payment to a Surgeon Account To Add a Payment to a Surgeon Account 1 Select the surgeon account onto the Main Form see Selecting a Surgeon Account 49 2 From the Surgeon menu choose Payment 3 Choose the payment method 4 Type the amount and any additional details 5 Click OK to add the payment to the surgeons account Note Directly after adding the payment the Allocate Credit window will appear See Allocating a Payment to Un
14. 120 Bonded Crown Precious 120 Bonded Crown special edition 120 2010 Pearce amp Robinson LTD all rights reserved 111 Transactor Dental Lab 12 12 1 Configuration and Preferences Most of the Configuration and Preference settings are available in the Setup Wizardli2i but you may notice that some of these facilities are also directly available under the Tools menu The Setup Wizard can be used to configure the following Laboratory name and address details Nominal Categories Advanced Only Users amp Technicians Price band details Surgeon Types On Bookout Options Starting Surgeon Account number and Document Invoice number Data Backup drive letter Quick entry of Dental Practices and Surgeon details Product and Services including prices Printing Setup Customisation of new documents New Document Setup New Job Setup and User Preferences The following configuration items are available directly under the Tools menu as well as in the End Page section of the wizard e New Document Setuplish and e User Preferences 153 Operating an In House Surgery or Denturist department Due to the rise in popularity of In House Surgeries or Denturist departments a future version of Transactor will naturally support this business model In the meantime there s several ways to setup the current version of Transactor to support this functionality see the summary below Disclaimer We hope these solutions
15. 456789 IN EMERGENCIES Code Diecompeion Price City PATIENT SHADE NOTATION R L For the moment we ll skip Usual Prices On Bookout and Due Date info as these are explained in the main Help e Enter a Patient name by double clicking Patient in the Code column 2010 Pearce amp Robinson LTD all rights reserved 29 Transactor Dental Lab Modify Line PATIENT Surname Extra Initial Tale Williams John 10500005 Now we ll move on and enter some Product Serwces T Do mol pint on invoice e Place the cursor on a blank row in the Code column and press Enter or choose Products amp services from the Product Service menu E Products and Services Find by Code Find State SALES ITEM open Code Description Pice Independent Stock Category 4 10 Teeth Chrome Skel Multiple SBT 4 8 Teeth 6210 yes Prosthetics 4 87 OP 4 9 Teeth Chrome Plate 122 09 yes Prosthetics AJC Acryhc Jacket Crown 17 50 yes Cinan B ndg BCNP Bonded Crown Mon precions 79 80 yes Crown Bdge BCP Bonded Crowe Precious 23 60 pas Cromn Brdge BCSP Bonded Crown special edition 85 60 ves Gosti BFNF Bonded Pontic Non precious 44 35 yes Cromn Bndge BRANP Bonded Retainer Morn precious 86 15 pes CrowntBndge CCR Cold Cure Relire 13 00 yes Other 43 found il Close e Highlight an item such as BCP and choose Select onto form e Verify or amend the price and quanti
16. Also See Patient Statements Set Up 83 Printing Patient Statements 87 MHRA document Guidance to Changes to the Medical Devices Directive 93 42 EC with respect to custom made devices statements Terms MHRA Medicines and Healthcare products Regulatory Agency MD Directive Medical Devices Directive The Medical Devices Directive covers the regulatory requirements of the European Union for Medical Devices Patient Statements Set Up This topic will guide you through setting up an A4 Patient Statement To invoke the Printout Type Properties for the Patient Statement e From the Tools menu choose Printing Setup Printout Type Properties e In Printout Type choose Patient Statement A4 or A5 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing NOS Printout Type Properties x Pina Tires Iv Enabled Page Fomat Patient Statement A4 A 210 297 mm e Credit Note 84 E Debes Note to Practice 44 Ad M A a oo Stat row offset id address 10 Font size 7 16 fr Style I Uppercase Address Pichues File name amp extension Picbure files should of bmp or wmf Pos YPoz XoY be locabed in the 13 tangi ab ene AS mb ma E deso i nulactured within the EU Ths complete appliance has not beer manulacioed To change the Declaration Statement e Inthe Printout Type Properties e Change the text in the Message area e Choose Close This is the Simple
17. Booked In Start Date Invetce Date Doc No Surgeon PATIENT mount Paid Internal Mote 08 08 03 1360 Berestord Masons CCOO IA Bereshord Quigley E 69 28 Dodds Jones Tim 108 60 Dodds Summers 14 86 15 Kelly fel orrigom D 55 54 Adams Jennings S 35 91 Berestord Thompson 83 60 Dodds Richardsor 30 35 Dodds WestL 122 85 This window can list jobs and other documents grouped by their current state of Credit Notes Jobs Booked In Jobs Booked Out Charged Jobs Booked Out Ongoing Jobs On Hold Payments Authorised Payments Unauthorised ie not cleared Queries Finalised Queries On Hold X Deleted Documents Doc No and Date only 2010 Pearce amp Robinson LTD all rights reserved Basic Working Procedures 48 Notes This list works in the same way as most of the other lists in Transactor You can drill down and view documents individually in detail by highlighting the line and pressing Enter or clicking View 6 10 Doanormal Daily Backup To Back Up Your Data 1 Insert your external storage device if you use one 2 In Transactor choose Exit from the File menu 3 Inthe End Session window choose the Exit Transactor and Backup data option and then click Yes 4 When the backup has completed remove your external storage device Notes When the backup has completed check that there are no error messages Once you have responded to the instruction Press any key to continue the backup window should c
18. Credit Note Delete Job Delete Query Despatch Back Orders Finalize Credit Note Finalise Query Hold Job Hold Query Do not display Surgeon A c Balance Reporte alowed C Min level C Level May Aged Debtors Audit Trail Booked In thers Booked In ltem Summary Booked in jobs Booked Out Jobs Delivery Notes by Due Date Ds Modify Credit Mote Log History Modify Job New Booked in jobs by book in date Modity Query Payments New Credit Note Practice Summary date range New Job l You can also set your system up to grant or deny users the ability to e add new products and services e give refunds e suspend delete a Surgeon Account e display Surgeon Account Balance 13 6 Changing the Form Text Font Choose Font from the Tools menu You can change the font of the text on the Main Form to a different size and style This won t change the fonts used in list windows 13 7 Maintenance Menu Transactor provides a Maintenance Menu available from Transactor s program group when you install Transactor From Windows Start All Programs Transactor v6 1 Maintenance Menu See below 2010 Pearce amp Robinson LTD all rights reserved More Advanced Procedures 156 E lransactor 6 1 Maintenance Menu Ensure Transactor is closed not running before using these tools Backup Database Restore From Backup Repair Database Re Index Database Sel Database Location
19. Ctrl P Delete Suspend Clear From Form e In the Surgeon Account History window highlight one of the jobs at the bottom with a description of Job Booked In MM Surgeon Account History Beresford J Mr 274 x Invoice Date DocNo Description PATIENT Amount Paid Balance l 26 07 09 1266 Job Booked Out Charge Hopkins A 10253 7 1824630 a 2907409 1228 Job Booked Out Change Anderson 10253 032 160 2807409 1329 Job Booked Out Charge Jackson F 55640 088 56 D 01 08 08 1345 Job Booked Out Charge Tominsan 5450 2143 06 D 03 08 09 1350 Job Booked Out Change Blair T 37 14 4 2190 20 D 10408409 1322 Job Booked Out Change Summers K 6350 249 700 21708708 CHEQUE 300 50 50 80 27208408 1373 Job Booked Out Charge Jenkins S 490 07 438 27D 1360 Job Booked In blason A 9880 E 1361 Job Booked In Quigley E 69 28 1356 Job Booked In Thompeon 83 560 1330 Job Booked In Rawlings T 70 639 1385 Job Booked In blarming H 47AT 1352 Job Booked In smith 15 50 135 Job Booked In RES ET PO 30 found Totalopen 643 79 Ophores 0 Black items are Locked cannot be changed e In the Surgeon Account History window highlight one of the jobs at the bottom with a description of Job Booked In 2010 Pearce amp Robinson LTD all rights reserved Coffee Break Tour 32 e Click View then in the next window press Enter to choose the Select Onto Form button e From the Action Menu choose Modi
20. DATE PRINTED PAGE 328 2212007 1 of 1 DATE DOCS DESCRIPTION PATIENT AMOUNT BALANCE Balance brought forward 0 00 244 0007 1232 Invoice MM Carter 54 50 54 50 244 007 1239 Invoice Mir GS Miller 63 90 120 40 2440007 1246 Invoice C Black 58 50 176 90 2441 0 07 1247 Invoice hi Fuller 62 50 241 40 254 007 1252 Invoice Mr E Jackson 59 50 329 90 251 0007 1253 Invoice Mr D Whittington 97 30 427 20 261007 1259 Invoice Mir E Robinson 56 23 465 45 294 0 07 1264 Invoice P Reece 62 03 545 46 SOM O07 1270 Invoice J Evans 66 50 631 96 311007 1277 Invoice K Crowther 49 03 630 99 314 007 1276 Invoice K Smith 25 00 705 99 Unallocated Credits 0 00 TOTAL PAYABLE 705 99 Current Month 705 99 Previous Month 0 00 2 Months 0 00 3 Months 4 00 Sn AA AAA TARA ATA IAEA AAA ADS ADA TAS AAA AAA In this example there are no unpaid invoices or unallocated credits 561 and so as at the end of this Statement month the surgeon s account balance is zero What sort of things could throw you off here Well you may print a statement and find the Surgeon s sales payment or invoice that should be on a statement but isn t This is more than likely because the Invoice or Payment s Tax Date needs changing See Invoices Not Showinglt751 2010 Pearce amp Robinson LTD all rights reserved 183 Transactor Dental Lab 17 17 1 Once you are happy with your Statements you should close down that month s transactions by running the Locking and Posting J
21. Practice can be produced after a booking out session of several jobs The Usual Printing when Actioning Window would be setup like this Usual printing when Actioning documents from this PC x Condition Action Dutput o_o Copies m Printout Type as pS ey Ti psg 5 a o 8 55 gt 3 E O 235 29532 S OoOo3 86264 S6SS82B2R2E FR O o a G O o ow k raian Ola aaa ce ag aa ing Job Ticket 44 me Tee so al e CEC ee a O eaa Deivey Note to Practice 24 CMR OOOO Bah Que Sl E O a FAC Note that we havn t ticked any boxes in the Print Document column Why is this Action Print Document explained 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing When we choose the Print Action we may want to choose a document to Print Out rather than be presented with a whole bunch of pre selected documents So leave the Print Document column in the Printing Setup Printing on Confirm Action dialog un ticked When you choose the Print Action from the Action menu or from the tool bar Printer Icon you can select what documents you want printed at the time Print Document lssue printout requests for the curent document hs Print Document Issue printout requests for the current document Patient Statement 5 4 To Printer i copy Poo y Of course if your business rules dictate that you are going to usually p
22. SURGERY LID Surgeon Account Brown Te ie Private ip Direct Patient sid Doc fi MM Surgeon Account Selector Find Brown N Fired Surgeon name Practice name amp address or Invoice address only I Code Brown Gordon Mr 7 Retirement Vilas Robeltebridoe East Sussex TMSA OPP Brown Jessica Me 2 24 Mung Bean Street Battle East Sussex TM34 DEE lf this Direct patient has been treated here before they may be listed under Surgeon Name choose Select or Add New e f you chose Add New enter the full name address and other details of this new Customer Patient 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 114 Sumanmne Initials Title Professional tiles eg BIDS Brown Go rdon M r FP company name Type eal pes DENTAL PR CTICE a Direct Patient Private Default np A INVOICE ADDRESS Street 77 RETIREMENT VILLAS o Town ROBERTSBRIDGE Profile County EAST SUSSEX Postcode TM38 SPP County SUN mon Homo Lat i Retirement Villas Robertsbridge East Sussex Uzual Fios TH98 8PP Pol Ni ei Tek 01424 7778 FT Apooriment Date On Eookout hvoice Charge y Dist Date 03 09 10 Fri e In the Due Date AKA Appointment date enter the date which has been agreed with the customer and written in your appointment diary e Choose Action New Job F3 if you havn t al
23. User Preferences 152 13 More Advanced Procedures The chapters in this section describe functions and procedures that are more advanced Once you get used to working with Transactor you may use them just as frequently as the functions described in the Basic Working Procedures 407 section However is probably a good idea to wait until you have a good working knowledge of the program before you start studying these chapters 13 1 Users Technicians and Passwords In the standard single user transactor installation by default you will not need to log into Transactor This is an option that can be turned on by Enabling Username and Password log inh4a In Transactor the user list can consist of e Anyone in your lab who may log into Transactor 2010 Pearce amp Robinson LTD all rights reserved 147 Transactor Dental Lab and or e Technicians who you may wish to assign job items to when booking work in Users Technicians Add all the people who will be using Transactor including technicians UserCode I Enable Logon for Users Goto Stat Help Also See Assign technician and work units to items 64 13 1 1 Add or delete a user e Start the Setup Wizardl2d and skip to the Users Technicians page Users Technicians Add af the people who vall be using Transactor including technicians Username Full mare Userlode John Jones Jl Manage HGF Peter Smith PS e In the list highlight the User and choose Delete
24. Wizard s20 Data Backups page To Change the Default Data Backup Drive 1 Start the Setup Wizard and choose Skip to Data Backups 2 Choose the drive letter where your backups should be located 3 Choose Finish 2010 Pearce amp Robinson LTD all rights reserved 135 Transactor Dental Lab Setup Wizard Data Backups dal Choose the location for backing up your laboratory data _ Ju Pa TAe Lata art Wo f Which disk drive do you TE want to backup to 150 i Typically A Floppy dive C your internal Hard dive O CO DVD E onwards USB removeable flash memory drives As always with removable media store safely away from dust heat and sunlight Notes The disk drive choice defaults to the C drive usually your computer s hard disc drive If you have a USB memory stick for example your computer will give this its own drive letter which you should see in Windows Explorer when the USB dewce is in place For example if your backup location is set to E a removable storage device you will see the backup files appearing in that drive s folder in Windows Explorer 12 2 9 Surgeons and Practices You will need a list of Dental Practice names addresses and surgeon names for this task 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 136 Setup Wizard Surgeons amp Practices om Preparing to add pour Dental Prachces and Surgeons The next 2 pages
25. a An is E O da a E 87 o Practice Te DOWNS ii ei 91 9 Products SCIVICES cio 92 TO Surgeon RED OMS oda inicia 93 OAT NT CAS oss E E ees ea ences AAA E E O A E E canons AE OAE 94 Summar VIN VOICC S asini A ct 96 Ti Tecnniclan RG DOGS icira taa 97 12 Priinung a Jop TICKER srian a a a aaa aE EEA SEENA 98 13 Printing Delivery Notes svociiciontaiaar cian 99 14 Printing Surgeon address labels ocoococoncccoccococcorocoanoconcaconcornncarnnnarnnnararnararnnrarnnnarnnnarnnnans 99 15 Printing Practice address lablelS oocococonconococonconococoncanarononcararronnarararnnnanararnnnanararnrnananans 102 Part XI Tools 104 Tt Patent Seares dd 104 2 MOCKING anal POSUN JODS ri rin 104 3 PRINU Manada 106 A UUIG Sioi a a a a a E a a a a 106 5 Backing Up amp Restoring Your Data ad 107 O EXPO Dala eci ENE 108 Part XII Configuration and Preferences 111 1 Operating an In House Surgery or Denturist department coocococncconccconcococonracnanaroncarannanas 111 Separate Transactor Installation Method lt lt lt 22mmnononcnnnono nono 112 2 Using the Setup Wiz aL 120 Laboratory Name AGGRO SS iii saad ced dee aaa nates pte A Aaaa Aa ARa aiaiai 122 Categorie S mts A A A ea EE a ea 123 Users Technicians sie ee ee ee A ee eee nnmnnn nnmnnn nnmnnn nnmnnn 125 Price BAGS se a 126 Surgeon Type S riren aaa aaa aiaia anA A aaa aaa aaa a aaaea ada Aaaa Daia eaaa a aS 127 On BOOK GUE OD TONS sararan ee niaaa aiaa aaa aaa Aani aa Haa eae SAE AEAEE na
26. basic tasks you will use when working with Transactor lt is designed as a How To guide You can use the table of contents as an index Although it is organized roughly in the order that you would perform the tasks you don t need to begin at the beginning and work your way through Most topics contain links to background information and other relevant subjects so you can just pick out the task you need to perform and begin See also Special Job Typesleg Introduction 2 Coffee Break Tourl 141 More Advanced Procedureshi4 2010 Pearce amp Robinson LTD all rights reserved NIN Transactor Dental Lab 6 1 Starting a New Job This guide assumes you have Transactor running with a Clear Form 187 To Start a New Job e From the Action menu choose New Job F3 A new Job Doc number is generated and the initial job details are added to the job see New Document Setup 154 e Select a surgeon account see Selecting a Surgeon Account 49 In the Usual Prices box choose a price band most closely applicable to this job and press TAB Choose the On Bookout option On Bookout On Going When the Job is booked out it will be temporary without charging If you retrieve the job details 43 during this period the Job Status will display Booked Out On Going On Bookout Charge When the job is booked out An Invoice will be generated on the system but may or may not be printed at this point depending on your configuration 74
27. be printed on any Invoices Despatch notes If you want the note to be only internally visible use the Internal Note area shown near the bottom of the Main Form Function Bar This shows what Hot Key Functions are available to you depending on what you are doing at the moment The fancy name for this behaviour is Context Sensitive Also See Coffee Break Tour 147 Modifying Deleting amp Inserting Line ltemsTs0 3 3 1 The Main Menu The Main Menu can be accessed by clicking or by holding down the Alt Key and pressing the shortcut key which is shown underlined Transactor 6 15 DentaLab Limited Modify Invoice 1389 rot i J File Wiew Surgeon Product Sernice Acton Reports Tools Window Help T EJES e E gt qQ E MrJ Beresiood BD Most regularly used menu items have Hot Key reminders Product Senice Action Reports Tools Wir Products and Services Ctri L Modify Line l Delete Line Ctrl Del A Insert Line Ins Information For example if you are entering details in a Job hold down CTRL and press DEL to delete the currently selected line item row There is no need to use the mouse to go to the menu Available and unavailable grayed out menu items 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab When you drop down a menu you may see some menu choices are not available These choices are not appropriate for what you are doing on the Main Form at th
28. details on the procedures described in the tutorials please refer to Basic Working Procedures 401 in Transactor Help DO feel free to experiment because anything you do here won t affect your main Live Transactor system So get the coffee on and let s get started Tour the Main Form 157 Do you prefer a printed tour If you prefer to print out this tutorial a printer friendly version is available as follows e From the Windows Start menu choose All Programs program files Transactor v61 Printable Coffee Break Tour Ji Transactorv61 _ E Maintenance Menu El Printa ble Coffee Break Tour gt Read Me pa Transactor Help En Transactor v6 1 EE If your computer is not able to open PDF files you can get a free PDF Viewer from the internet One such viewer Is available from www foxitsoftware com or www adobe com e In the PDF wewer from the File Menu choose Print 2010 Pearce amp Robinson LTD all rights reserved 15 Transactor Dental Lab 9 1 Tour the Main Form Let s start by taking a look at Transactor s Main Form using the example lab data called DentaLab LTD with its set of fictitious Surgeons and sample jobs Starting the example dental lab Transactor Main Form e From the Windows Start menu choose All Programs or Program Files Transactor v61 Transactor Example Co You should now see the Main Form lt may help to maximise this window BN File View Surgeon Producti Service Reports
29. new code into the Rename to box and then click OK 8 11 Stock Control ltems Some Products will be appropriate for keeping track of va Stock Control for example Precious Metal or Equipment To Setup A Product for Stock Control e In the Product Service Properties s2 window choose More Add New Product Service Descnption Category Code 60 LOS Gold 9 Caret Grams GOLO Product Service Properties More e Technician T Work required TE Stock Control Pietened Gy In stock 0 MANAGER ud BeCide Level 20 i Code Ow Desenplion e Tick Stock Control e Enter a Re order level if required You cannot enter a Qty In Stock at this point We ll do that next TIP lt may be appropriate to enter the Units in brackets after the description eg Grams To Add or Adjust Qty In Stock e In the Product Service Properties 621 window right click the Product and Choose Stock In Out 2010 Pearce amp Robinson LTD all rights reserved e Transactor Dental Lab Products and Services x Eind by Code G Find State SALES ITEM o Code C Description Price NHS i Stock Category GEN CB General crown amp bridge tem pes Crowr brndge GEN OTHER General other bem ES iher GEN PROS General prosthelics fern pes Prosthetics GOLD 60 Gold 6 52 yes Other GOLDS Gold 3 Care Guam 650 Modroch Gold GOLDIN s Gold Inlay fincluding gol Pekte 21 21 yes Diber Make Obsoleta Propert
30. or re indexed in place by using the Maintenance Menul55 however if the data is badly damaged you may need to restore from a backup For the above reasons and for extending the life of your computers we recommend the added protection of an Uninterruptible Power Supply UPS such as the product below available from most Computer Suppliers htto www apc com index cfm Arc SHE United Kingdom Change Search Onder Status View Cart by Schneider Elecerie Home Products Support Sernices Selectors Howto Buy Back UPS ES Best Value Battery Backup amp Protection tor Home Computers Product information gt Model Informador gt Features 4 Benefits gt Service Programs Runtime Chart gt Manuals and WWarranties gt Agency Approvals nite Papers gt Press Releases The most popular desktop UPS inthe world The Back UPS ES offers our best value for protecting your home and home office computer systems Completely redesigned to use less power during normal operation the Back UPS ES provides enough backup power for you to work through short and medium length power outages Italso safeguards your equipment mom damaging surges and spikes that travel along your utility and data lines Most models include our award winning Sofware which automatically saves open files and gracefully shuts down your computer during extended outages Additional features like an audible alarm LED status indicator user replaceable bat
31. out text this indicates you can t accidentally modify any details Look at the Function Bar to get a hint of what you can now do with this job document 2010 Pearce amp Robinson LTD all rights reserved Coffee Break Tour 28 In fact there are several ways to quickly retrieve job details onto a clear Main Form Surgeon History which we have just used or Job Number or View Booked In Jobs due by Tools Patient Search You can type all or the first part of the patient s name and press Enter View Jobs Documents Scroll down to the selected Job Try each of these now Clear the Main Form each time 5 7 Booking In a New Job You ll need a clear Main Form so if there s a job showing you need to clear it first Starting a New Job e From the Action Menu choose New Job or press F3 Notice the new Document No The Job No is visible on the right This Example Lab is set up to do to automatic job numbering but in your Live system you can use the Setup Wizard to opt for manual job numbering so that you enter the new job numbers yourself if you wish e Select a Surgeon onto the Main Form If not sure how to see Tour SurgeonsT21 Si eon FOO Surgeon Mr P Dodds BOS 204 4505 39 D Do Shale i Robertsbridge Dental Surgery Feherence 69 High Street oe Robertsbridge East Sussex Usual Prices independent 1 TN32 5AP A Charge E Tek 01424 879089 amgant 1208 09 Weil CAN BE CONTACTED ON 0123
32. reserved l Transactor Dental Lab 3 Selecting a EXiStnG JO 43 A Finding AJO Dias 43 5 IMOGITYING A JODA oia 44 0 BOOKINO QUEA JO oras 44 7 Delivery Notes at BOOKOUt Time coocococococococncncncnnononcncncncanarararororannnnrnananananannnnnnnananaranararanans 46 8 Deleting a JOD oia 46 9 Listing all Jobs amp Other Documents ococcococccconccconcncononcoconcarnncarnnnnrnrnarnrnararnnrarnnnarnnnararnarannas 47 10 Doa normal Dally Back Docs Ion iR in riai 48 Part VII Surgeon Accounts 48 1 Selecting a Surgeon ACCOUME isiccioninai ic 49 2 Adding a New SUrGeOM ACCOUNT wicsticccedeereresectes mer cnctigureencwesundeieresedtiiceusevcbesvesadvesenselvuevests 49 3 Adding an Opening Balance sssaaa aa enanas 51 4 Modifying a Surgeon ACCOUNT occisa ias adela 52 5 Viewing a Surgeon s Jobs amp Payments coccococcococcococoncoconcacnncarnnnarnnnararnararnnnarnnnarnnnararnanannas 52 6 Adding a Payment to a Surgeon Account cooconncconcncononcnnoncnnonenconencnnnnrnnnnraronenrnnnnrnnnarnrnnranons 53 7 Making a Refund Payment ciel 53 8 Deleting a SUTTON ACCOUNT rain 55 9 Suspending a Surgeon ACCOUNT rssmi isiu a E a a R a ARR 56 10 Allocating a Payment to Unpaid INVOICES coccococococcocococononcaracononcararonnanararornnnararnrnanararannnnas 56 11 Modifying or Deleting a Payment cicioconi onoci ncciaicac cd an 57 12 Grouping Surgeons Dy Profiles ui e 57 Part VIII Products and Services 99 1 S IECUNG a Productservice ss denia a aae
33. take you through the process of adding the names and addresses of the Dental Practices you do business with and the names of the Surgeons who wak from them ou vall need the following mfonmation ready 1 List of Dental Practice names and addresses 2 Surgeon names Hed fou do not have to add all this mformation in one go pou can come back to the Wizard and enter more later or lt Back Finish e Click Next to begin data entry of Dental Practice name and addresses Note that the screen below will be blank when you first start to enter practice details Setup Wizard Dental Practices Add the Dental Practices pour surgeons work from To add a new Dental Practice click Add New To make changes highlight a Practice and click Modify or Delete ou can click Next at any time to begin adding Surgeons to the Practices Practice Hame Battle Dental Sur eI l Address 24 Mount Sheet Batile ge Add New Beresford Dental Practice 39 Old London Road Hastings Bexkall Dental Surgery 41 London Road Bexhil On Sea Bohemia Dental Practice 129131 Bohemia Road St Leonard On Sea _ Modify Cooden Dental Surgen 146 Cooden Sea Rd Bexhil OnSea Grove Dental Surgery The Grove Battle Delete Hastings Dental Surgery 202 St Helene Park Road Hastings Mercer Dental Surgery 127 Grand Parade St Leonards On Sea Old Town Dental Surgery 249 High Street Old Town Hastings Radford Dent
34. the End Session window choose the Exit Transactor and Backup data option and then click Yes e When the backup has completed remove your external storage device Note In the trial system the option to do the standard backup on exiting Transactor is disabled although you can still do a manual backup For a full description of backing up and restoring your data see Backing Up amp Restoring Your Data 1071 Register Transactor If you have purchased Transactor and have obtained a registration key you must enter the details into the system so that you can continue to use Transactor after the 40 day trial period Also see How to buy Transactor l 9 To register 1 Start Transactorl 117 2 l the free trial period has expired you will be presented with the Transactor Registration window 2010 Pearce amp Robinson LTD all rights reserved Getting Started a Otherwise choose Transactor Registration from the Help menu 3 Enter the details supplied in your confirmation letter It is important that you enter these details exactly as they are written including use of Capitals 4 Click on Register You should see Transactor Registered Successfully 5 Click OK If your registration is not accepted by Transactor see Getting help a 5 Coffee Break Tour Welcome to the Coffee Break Tour Use this tour to get familiar with using Transactor If you haven t yet installed Transactor see Install Transactorl 10 For more
35. the requirements of Setting up printers etc and wish to optimize the printing process now read on Setup Wizard Printing Setup dal Setup everthing to do with printingoutput to printers files and batch queues Setup or modify Output Frink channels to printers files and Rohs eae batch queues P aa Setup or modify Printout Type properties of Invoices Delivery Notes Credit Notes Job tickets Reports etc EAU TBE MEREMERE Setup or modify usual printing preferences when Actoning aoe jobs documents eg Booking jobs In and Out etc A Alsi ees alae Transactor initially assumes printing ls to blank 44 stationary Click Output Channels to assign your printers to a Transactor Output name Click Printing on Confirm Action to pre set default printing choices when Actoning Jobs Goto Start Back Finish e Advanced Allowed Printout Types for Document States Setup or modify the allowed Printout Types for each Document State You should not need to change these settings e Output Channels Setup or modify Output Print channels to printers files and batch queues See Printer_Output Channels h50 e Printout Type Properties Setup or modify Printout Type properties of Invoices Delivery Notes Credit Notes Job tickets and Reports such as Statements and Price Lists etc These properties include paper size font size and switches for printing to pre printed or blank paper See Printout Type Properties
36. the simpler approach given in the solution above is that you do not suffer the problems of replicating payment allocations and adjustments after the fact in two separate systems Such things would otherwise cause data entry duplication at best and at worst cause inaccuracies For more information on Transactor s built in sales ledger functionality and controlling your debtors please see the following topics in Transactor Help Also See Accounting Reports 62 16 4 How to Email Documents Invoices or Reports How to Email Documents Invoices or Reports Use a PDF Printer AKA Virtual PDF printer such as Cute PDF Writer Follow the 3rd Party tools link on www transactor co uk We recommend you ask your local computer person to install it for you FAQ Content Once you have a virtual printer program installed on your PC you can choose to print to a PDF file instead of to paper These files are ideal for emailing as attachments Print to your PDF printer instead of your normal printer The PDF file can be attached to emails When printing Transactor Invoice or Statements choose Print Preview then choose to print to the PDF Printer instead of your normal printer 2010 Pearce amp Robinson LTD all rights reserved Frequently Asked Questions 174 NOTES When the Virtual printer is installing choose NO to making it your default printer or it could cause you inconvenience when printing your usual documents In Transac
37. them Actions are done by choosing them from the Menu but they are also available from the Function Bar at the bottom of the Main Form The Function Bar is a handy way to quickly see what Actions you can choose Some may be disabled grayed out because it isn t valid for what you are doing For example if you have no job details showing on the Main Form Book Out just doesn t make sense Let s do some simple Actions now just to get a feel for it The New Job Action e From the Main menu choose Action New Job or choose F3 New Job from the Function Bar 2010 Pearce amp Robinson LTD all rights reserved Coffee Break Tour 1 Reports Tools Window l Actions Quick Menu F9 New Job New Credit Note Mew Guary You will see that the top right of the Main Form shows the Doc No which is also the Job No Notice that the State box describes the job s status in full New Job later on this could display Booked In Booked Out or Booked Out Charged State Docho 1300 We ll cover New Jobs and Booking In later for now we ll just practice aborting this new job to go back to a clear Main Form A New Job has been started Transactor won t let us simply click Clear Form so we need to practice using the Delete Action e From the Main menu choose Action Delete Transactor doesn t want users to do things like deleting jobs accidentally so it asks you for confirmation e In the Confirm Action dialog
38. will work well for what you intend to use them for however they are ideas only and not fully tested Please configure and test your own system at your own risk and satisfy yourself that the system works for you Pearce amp Robinson Ltd cannot be held responsible for any loss of data or business resulting from using Transactor Separate Transactor installation method This topic describes one method of using Transactor to administer an In House Surgery or Denturist using a separate Transactor installation 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 112 Advantages e The installation can can be on any compatible pc anywhere in your business e An economical solution if you already have a licence for one transactor installation e Collect full customer patient details including post code address telephone email and history with invoices and payments for each customer patient e Appointments can be made using the Book in Action The Due Date can agree with your written desk top diary and the Booked In Jobs by Due Date report acts as an appointment list e More Transactor instances can be installed one for each Denturist or In House Surgeon if you wish to account for each separately Disadvantages e You need to get used to the Surgeon Account labels and menus representing the Customer Patient instead For instance Customer Patient history is obtained from the Surgeon History menu e There is a
39. you start with the Coffee Break Tourl11 otherwise Install Transactor 10 first So with Transactor Installed and the Coffee Break Tour completed you should Set up Transactor for your labh DON T worry about making any mistakes at this stage since you can clear down the datalio and start from scratch DO Get helpl 87 if you are stuck or are looking for a feature and can t find it There s a lot more to Transactor behind the scenes that meets the eye 4 1 Install Transactor If you have already installed Transactor from a CD or from the website download skip to either Do this if ou have Vista or Windows 7 101 or Use the Coffee Break Tourl11 A Installing Transactor e Start your PC e Close any Windows programs that may be running e Insert the Transactor CD into your CD drive The Setup program should automatically run NOTE lf the program does not auto start double click the Setup exe file located on the CD e Click Next on the Welcome screen and follow the on screen instructions e The setup program will install the main Transactor icons onto your desktop NOTE You can also access all the Transactor icons by clicking on Start All Programs Transactor v61 IMPORTANT Windows Vista or Windows 7 users For Transactor to run correctly on your PC please see System Requirements 1 4 2 Do this if you have Vista 32bit or Windows 7 32bit Configure Transactor for Vista 32bit or Windows 7 32bit Vista and Windows 7 have ext
40. 0 2055 100 28403407 1353 Job Booked Dut Charge webb 5290 7108 000 2870307 1359 Job Booked Out Charge Rutherford 41 50 8 7143 500 F 2007 CHEQUE 1234567 218 00 asl 1390 Credit Note Finalized La 1371 Job Booked In 56 48 152 390 1372 Job Booked In Information 41 90 154 250 1379 Job Booked In Select onto Form 47 48 241 77D 1384 Job Booked In Mew 76 23 318 000 e Choose Auto Apply Allocate Credit Adams B Mr 328 CREDIT a LP i DEBITS paid wath this credit and those stil outstanding Inv Date DocNo Description Orig Amt Due Amt Credit Paid Invoice Rutherford 1 1365 Document Jennings S 35 91 95 91 0 00 7 1371 Document Melson G 56 48 56 48 0 00 1372 Document Haris 41 90 41 90 0 00 1379 Document Davis A 47 48 47 48 0 00 1384 Document Whiting C 76 23 76 23 awo 7 found a e The allocation is now done Choose Close CREDIT Credit Note 1390 r DEBITS paid with this credit and those till outstanding Docho Description 28208407 1359 Invoice Rutherford 1365 Document Jennings 1371 Document Helon G 1372 Document Hars A 1379 Document Davis A Document Whitimg C 2010 Pearce amp Robinson LTD all rights reserved 181 Transactor Dental Lab We are now ready for the Walk thru of an end of month statement and posting ts 16 10 Do the end of month Statement and Locking In thi
41. 0 Comment IT his is what we owe the Sugeon as at end 31 Jarl 74 Modifying a Surgeon Account To view and or modify surgeon account details 1 Select the surgeon account onto the Main Form see Selecting a Surgeon Account 49 2 Choose View Modify from the Surgeon menu Alternatively you can press the Enter key when the Surgeon Account box is highlighted or double click the left mouse button while the mouse pointer is hovering over the surgeon address box 3 The Modify Surgeon Account window appears You are now able to adjust any details as necessary 4 Click OK to update the surgeon account See Also Understanding Surgeons and Practices 23 Tour Surgeons 21 75 Viewing a Surgeon s Jobs amp Payments The Surgeon Account History window gives a complete picture of all past and present jobs and payments for that surgeon From this window you can drill down onto job details select jobs onto the Main Form and perform several other functions available from the Right Click menu To view the Surgeon Account History 1 Select the surgeon account onto the Main Form see Selecting a Surgeon Account 49 2 From the Surgeon Menu choose History 2010 Pearce amp Robinson LTD all rights reserved 53 Transactor Dental Lab 7 6 1 1 MM Surgeon Account History Dodds P Mr 204 Invoct Date DocHo Desenption PATIENT Amount Paid Balance FE 22 06 09 1203 rvoe Fraser W 8010 315310D a 340609
42. 01424 252675 040200 Tova Meson ft ME Template seta F Alea MCAT CN 5 BCRP Borded Crown Hoa precas JOH FOO CCR CoM Cure Roline 19 06 i Line Items Fa Mew Job Fa Hodiy FS Poet To were el of br decuments press ENTER The Transactor Window showing the Main Form The Toolbar 7 and Main Menu The Main Menu Toolbar or Toolbar for short Quick access to useful functions which are also available from the standard windows Main Menu The Main 6 Form The Menu Form displays the the job details in a Job Document including the Surgeon Practice and Due Date In the Line items area several types of Line items can be entered e Special Template Line Notes eg Patient Shade etc e Product Service line items e Line Notes Line items template area This area appears automatically when each new job is started and this is where the Patient and other required common details are gathered More or less information can be gathered by customizing this template area using the Setup Wizard See New Document Setuplish Line items products amp services or line notes This area is where you enter the Job Item details such as Product Codes for work services or physical stock items These items normally have a chargeable value populated from the selected price band 2010 Pearce amp Robinson LTD all rights reserved Introduction 6 You can also enter as many Line Notes as required These Line Notes will
43. 10 7 2 Setting up Manufacturing Location Origin codes If your lab uses other Non EU laboratories for all or part of the manufacturing process then these need to be listed on the Patient Statement for the job that it concerns This is done by adding a product lineitem onto the job with a code of ORIGIN1 or ORIGIN2 etc Each manufacturer must have an individual origin code The presence of an ORIGIN code on the job will signal Transactor to use the Non EU declaration and list the manufacturers on the Patient Statement To add or change Origin codes for other Manufacturing locations e Ona Main Form blank or a job being modified click in the Code column and press ENTER e In the Products and Services dialog in the Find by Code box enter ORIGIN e In the State box choose NOTE 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab 10 7 3 Products and Services Find by Code ORIGINI State NOTE 4 Note If ORIGIN1 already exists this will be listed so just right click it choose Properties and check the details are correct then skip the rest of this topic e Click Add New e Enter the manufacturing location name and short address There are limited characters so you may need to abbreviate e Choose OK and then Select Onto Form to verify it looks ok on the form Code PATIENT SHADE HOTATION ME SM ORIGIN ORIGIN Description Anderson B DT R 6 L G Maryland Roche
44. 212401407 1209 Invoice Kemp 4 69 23 58 18 0000 m 2101407 1212 Invoice Rees N 159 95 159 85 0 00 a A 1220 Invoice Gil T 49 26 49 26 0 00 eV 1223 Invoice Moss L Eb 90 Eb 30 0 00 orl Al 1156 Invoice Reed G 52 23 TERE 0 00 l 39 found Totals 2952 64 122 85 This will automatically allocate the credit to the oldest unpaid invoices jobs Alternatively you can directly specify to which items to allocate the credit by highlighting them in the list and clicking Apply A tick indicates a fully paid or allocated item a half filled box indicates a partly paid or allocated item The Surgeon Account History window and the Jobs Documents window show the paid allocation status of each transaction in the Paid column See Also Walk thru Payment allocation and Credit Notelt75 Modifying or Deleting a Payment To Modify or Delete a Payment 1 Select the surgeon account onto the Main Form see Selecting a Surgeon Account 49 2 Choose Surgeon Account History 521 from the Surgeon menu 3 Double Click the Payment transaction or highlight and press Enter 4 In the Payment window choose either Modify or Delete If the payment has been Locked 168 you will not be allowed to modify or delete it In the Surgeon Account History 52 Un Locked transactions are in blue Grouping Surgeons by Profiles How to set up Surgeon Profiles for Group Surgeons e In the Surgeon Account dialog click Profile 2010 Pearce amp Robinso
45. 2149 500 1365 Job Booked In Jennings 5 95 91 2245 41 D 1371 Job Booked In Nelson G 56 48 301 890 1372 Job Booked In Harris R 41 90 2343 79D 1379 Job Booked In Davis A 47 48 2391 27 0 1384 Job Booked In whiting E 76 23 2467 500 EZ Job Booked In Robson B 103 02 270520 liena aaa __ History Q Black items Closed Posted Blue items Open Unposted Close All the transactions in the list are blue indicating we haven t done any Locking and Posting of Jobs ho yet The dates of the sample Transactions may be different on your system but it doesn t matter just accept your dates will be different to our examples here Notice the Paid column is clear none of the Invoices have been paid yet e Close the Account History window e From the Surgeon menu choose Payment e Enter the amount of 2119 and choose Ok Payment Payment dams B Mr 328 Date 23 03 07 Method CHEQUE Cheque No 1234567 Credt Receipt C Debit Refund Add Credit Receipt e In the Allocate Credit form Choose Auto Apply This is the default button you can just press Enter 2010 Pearce amp Robinson LTD all rights reserved 177 Transactor Dental Lab Adams B Mr 3 8 Allocate Credit y co a AE Looking down the list you can see that Job document 1359 has a balance of 30 50 This is because the surgeon has decided not to pay for J
46. 2702407 Method TENIAN 2 Choose a Refund A Ed AA ss a Method e g E A Adjustment Cheque Cash etc Comment Surgeon Overpaid for last months statement a e Close How to Choose a Debit Refund Method In cases where you wish to physically send the Surgeon money choose one of these Debit Refund Payment Methods e Cheque Refund e Cash Refund e Bank Transfer Debit e Card Refund 2010 Pearce amp Robinson LTD all rights reserved 55 Transactor Dental Lab 7 8 In case where you just wish to adjust the Surgeon s account balance choose one of these Debit Refund Payment Methods e Adjustment Debit e Opening balance Debit e Write Off Over payment Debit The other methods are visible in the Payment Method dropdown list Method CHEQUE Refund EN Adjustment Debit qe WO Bank Transfer Debit CHEGUE Refund Card Refund Cash Refund Cheque Adjustment Debit Opening Balance Debit Write Off Overpayment Ommernt Deleting a Surgeon Account You can mark a surgeon account as DELETED to stop the account being used A DELETED account remains on the system together with all its previous jobs and payments and may be re instated at any time To delete a surgeon account 1 Select the surgeon account onto the Main Form see Selecting a Surgeon Account 49 2 From the Surgeon menu choose Delete lf a deleted surgeon account is selected onto the Main Form the word D
47. Action but the item is greyed out Why Those Functions or Actions aren t appropriate for the current state of the Main Form See Understanding Actions 17 e want to alter a Job but it won t let me why not If you can t choose Action Modify then the job has been Locked e booked a job into the wrong Surgeon how do change it the Select Surgeon menu is greyed out Unless the job being newly booked in Transactor won t allow you to change the Surgeon You ll need to delete the job and start a new one See Understanding Actions 17 e lve got all the month s jobs on Transactor how do i enter the sales receipts and print statements Try this Walk thru Payment Statement and Postingh7 and Walk thru Payment allocation and Credit Notel175 e What is the Lock Finalised Documents item under the tools menu and when should do this Locking and Posting Jobs 104 is normally done after the end of the month e What happens if i never do a Lock Finalised Documents Eventually the Surgeon History window will reach its limit for displaying un locked blue jobs approximately 300 for each surgeon at which point you will be warned that the Locking of Finalised Documentsho4 is overdue e How do retrieve a job by job number rather than by using the surgeon history list On a blank Document Form type the job document number into the Doc No box and press Enter e Transactor is running can see the menu bar but my main booking for
48. Adding a New Surgeon Account 1 In the Surgeon Account box type the surname of the new surgeon account and press Enter Surgeon oct 2 Check the surgeon account is not already listed in Transactor and click Add new NOTE With this selection window you can see if this surgeon or one with this name already has an account lt is ok to setup two or more accounts for the same surgeon if that s what you intend See Understanding Surgeons and Practices 23 All Dental Practices already in Transactor will be listed in the Practice Selector window Look for the Dental Practice from which this surgeon account will 2010 Pearce amp Robinson LTD all rights reserved Surgeon Accounts 50 be working If the practice you want is in the list highlight it and click Select and go onto step 4 If the Practice is not already listed click Add new fill in the practice name and address and click OK to add the practice to theTransactor database 3 In the Add New Surgeon Account window fill in the rest of the name 4 Click Select to associate this Surgeon with a Dental Practice in the DENTAL PRACTICE box Add New Surgeon Account Sumame Initials Title Smith John Mr company name DENTAL PRACTICE Select Professional titles ag BOS BDS Type ES Usu Surgeon NH Click Select to choose a Dental Practice 4 Click Select to associate this Surgeon with a Dental Practice i
49. B 10 wo ow gap 0 50 e 7 Cohen heading E detal lines t Y Subtotal headings 0 __ Patient Pos jo Patent Pos E Siye m Pictures a 7 Ae of bmp or wami xPos YPos mddtext2 m E 90 2565 j0 Xprintofiset 0 Y print offset A io lo io Access Level 0 3 L Message Also See Creating A Letterhead 7e 13 3 Printer Output Channels 2010 Pearce amp Robinson LTD all rights reserved 151 _Transactor Dental Lab To Configure Output Channels e In the Main Form from the Tools Menu choose Printing Setup Output Channels Setup Output Channels HC Global Settings Local assignments Qutput Name Output Type Batch Queue Batch queue T EE o ee alll eee FiesEmal FilePath A o wd Oo hed o ewa Po wd o Nawed OK eea Output Name This is your chosen assigned name it could be Lazer Printer for example Output Type Batch Queue Sends the document or report to the batch queue for printing later via the Print Managerlioe Printer Sends direct to the Assigned Printer see the Button Assign to Printer File Path A special file will be created in the specified Folder Requires a Report Viewer available from Technical Support however if you wish to create PDF files suitable for emailing see How to Email Documents Invoices or Reports h7A 13 4 New Document Setup You can configure Transactor to automatically have a certain layout on the screen when a new job is
50. Contents Table of Contents Part Welome to Transactor 1 Part Il System Requirements 1 Part Ill Introduction 2 1 WDY AAA CA A A EE Aa N EEEE EAEE 3 AA E e E e a EE A EE ENEE EE 4 3 Th Us r Merla ce o Nd ae hae eet ea bet late ee 4 ThaMaiiM nieesieaicsni ciel dt 6 The Toolbar A e io 7 A Getind helena alada nie 8 5 OW to DUy Transactol sisii S 9 Part IV Getting Started 10 T Iptal WANSA CO 10 2 Do this if you have Vista 32bit or Windows 7 32bit ooococccccococococococononononononnncararararararananano 10 3 US the Coffee Break OU a a e a a RE 11 4 Start y r live TranSa ClO eiridinn E eE REAREA EAEn Enae Eaa 11 5 Setup TranSactor for your laD orina 12 6 Back UP yo r D la cision a a aa ala 13 7 Register Transa ClOF AAA o ue Aa ia aTa Baai 13 Part V Coffee Break Tour 14 1 Tourte Main FONT siseses e a eE e Obini 15 2 Und rstanding ACUONA Silicio 17 3 he Clear Form Aclantis 18 4 TOUR SUIGCONS eai a il a 21 5 Understanding Surgeons and Practices oococccconccnoconnoconcaconcaroncararnararnararnncarnnnarnnnararnanannas 23 0 JODS ANG Documents ii aa a a a a aa 26 BOOKING IN a NeW JOD ernis a EE 28 o BOOKING QUA JOD A A E A E Ra 30 9 Pining a dally re pOr cista E E E A E RAER 33 A 37 A ING XU eier a A E aa E E E r Ea a E E 40 Part VI Basic Working Procedures 40 1 Staning a NEW JOD usir AAA E aA EEEa 41 2 BOOKE Ma JON a ai a as 42 2010 Pearce amp Robinson LTD all rights
51. Convert old db to v6 1 Close Database Location ctranb1Wablliveldata Warning Improper use of the Maintenance Menu facilities could damage your Transactor data lf you are not an IT professional Contact Ushss before using these functions Backup Database This provides you with an advanced way of backing up your data It is done when Transactor is not running 1 Close Transactor if it is running 2 In Windows select Start All Programs Transactor v6 1 Maintenance Menu 3 Choose Backup Database 4 You will be prompted to enter a location and filename You could include today s date as part of the filename to help you uniquely identify the backup Filenames before the zip must be no more than 8 characters long and must contain a combination of only letters and numbers 9 Click OK Restore from Backup This provides you with an advanced way of restoring your data It is done when Transactor is not running 1 Close Transactor if it is running 2010 Pearce amp Robinson LTD all rights reserved 157 Transactor Dental Lab 2 In Windows select Start All Programs Transactor v6 1 Maintenance Menu 3 Choose Restore From Backup 4 You will be prompted to enter a location and filename see above 5 Click OK Repair Database This option repairs the unlikely situation where data files may have accidentally become corrupted due to computer crashes power loss etc After this Repair Da
52. ELETED will be drawn over it To undelete a deleted surgeon account 1 First ensure you have a Clear Forml18 2 From the Surgeon Menu choose Select 3 In the Status drop down list choose Deleted 4 Right click the Surgeon and choose Un Delete Notes You can also Undelete a Surgeon Account if it is displayed on the Main Form The quickest way to select the Surgeon 491 is by Account Number but you can also use the Select Account window To Select a Deleted Surgeon Account onto the Main Form 1 First ensure you have a Clear Form 18 2 From the Surgeon Menu choose Select 3 In the Status drop down list choose Deleted 4 Highlight the Surgeon Account and Choose Select 5 From the Surgeon Menu choose Un Delete 2010 Pearce amp Robinson LTD all rights reserved Surgeon Accounts 56 Also See Suspending a Surgeon Account 56 7 9 Suspending a Surgeon Account You can use Suspend to mark an account as on hold To suspend a surgeon account 1 Select the surgeon account onto the Main Form see Selecting a Surgeon Account 49 2 Choose Suspend from the Surgeon menu Once a surgeon account has been SUSPENDED it will still appear listed as Status normal in the Surgeon Account Selector window but it will appear in RED text You can still select the surgeon account onto the Main Form and use it as normal but it will have the word SUSPENDED drawn over it To un suspend a Suspended surgeon account 1 Sele
53. Modify your Product Service items See Also Stock Control Items 68 8 6 Assign technician and work units to items This topic will show you how to configure product items so that a technician is assigned as the item is entered onto a Job In addition work units per item quantity can be configured and reported on You should consider the benefits and disadvantages of enabling this feature Benefits You can specify the number of work units per item qty You can produce a periodical Technician Work Charged 97 and Technician Work Completed reportl97 allowing you to run a work incentive bonus scheme or identify low performers Disadvantages Slow data entry takes longer to put items onto a job when booking in or out Data integrity operators would have to be careful to check the correct technician has been assigned Data integrity when work is reassigned to a different technician the computer must be updated or it will be incorrect At present there is no report which can show what booked in work is assigned to what technician e have not already added your Technicians as Users first read Users Technicians and Passwords 14 To enable Technician work units for a Product Item e Addl621 or Modify 6A a Product Service item e In the Properties dialog choose More Product Service Pro pe rties More M Technician i Wok required Stock Control l Avaroa mo ime T a in stock gt per unit riris 123 it ee 2010 Pear
54. Months 0 00 3 MmMonths 0 00 Statement Date Range Similar to the Statement Monthly but lists all jobs charged for and payments paid in within the specified date period with a balance brought forward and aged debt analysis Statement Unpaid Invoices This Statement shows all unpaid invoices for 1 or more surgeons With line item details below the 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing 96 Patient DentaLab Limited 17 High Street Battle East Sussex TH33 OAE Tel 01424 775007 Email salest transacior oo uk STATEMENT To End of August 2009 To Mr B Adams BOS Cooden Dental Surgery Pd po Printed 132008 East Sussex p i of TH39 4SL age Date Doce Description Patient Details Amount Balance 0507 08 1232 invoice hi Carter 54 50 54 50 Bonded Crown Precious NHS 05 07 09 1239 invoice hir Miller 65 90 120 40 Acrylic Jacket Crown MHS Bonded Retainer Non preciouz NHS 0507109 1246 Invoice Black 55 50 175 90 Bonded Pontic Mon precious MAS Cold Cure Reine MHS CSF 0g 1247 Inne oie hl Fuller 62 50 241 40 Bonded Pontic Mon precious NHS Gold Inlay including gold MHS OB sr 09 1252 Invoice bir E Jackson 85 50 329 90 Bonded Crown Precious MHS Cold Cure Reline x 2 NHS ne Fra 1754 Raia bir Mi WURR ined an Oy an avr 2 See also Walk thru end of month Statement and Postinglt8 10 10 2 Summary Invoices This report summarises invoices
55. Old London Road Hashing a Practice inthe Bexhill Dental Surgery 41 London Road BexhibOr Sea list Bohemia Dental Practice 129 131 Bohemia Road St Leonards On Sea Cooden Dental Surgery 146 Cooden Sea Ad Bexhal On Sea Grove Dental Surgery The Grove Batlle Suigeons at Battle Dental Surgery Then click Add G2 Mr A Parsons do G2 MrFPalel the selected B Mr Bhari These are the Surgeons Practice de PATA Ar aho work out of Battle Dental Practice Goto Stari Help Back Next gt Finish A list of Surgeons will appear in the bottom window who work out of the selected Dental Practice Take a mental note that Mr J Blunt has a Surgeon Account assigned to this Practice Suppose Mr Blunt has just phoned to say he will now work out of Bohemia Dental Surgery as well as Battle Dental Surgery e In the upper window select Bohemia Dental Practice note there are already three Surgeons with accounts at this Practice e Click Add New 2010 Pearce amp Robinson LTD all rights reserved 25 Transactor Dental Lab Dental Practices Ho Prachoe gt Baltle Dental Surgen 24 Houni Street Battle Click lo highlight Beresford Dental Practice 394 Old London Road Hastings a Prachee in this ES Dental Sue 41 Its ales Bexhil On Ses Eredar Dental re 146 Coc Sea Rd BohlOnSea Grove Dental Sumey The Grove Batlle ia Bohemia Dental Practice Then click Add Mr Innes
56. Output to box as it is all reports will go to a preview window so you won t need to waste paper Try the Surgeon Summary Invoice report which summarises invoices for an individual surgeon 2010 Pearce amp Robinson LTD all rights reserved Coffee Break Tour 40 account and month with a grand total amount Some labs use this instead of printing individual Invoices Try re running the Statements but this time choose the Surgeon Statement date Range This means that the aged analysis at the bottom of the statement is 30 60 90 days rather than current month 1mth 2mth 3mth You will see which type is more suitable for the way you deal with your Surgeons 5 11 What Next That completes the Coffee Break Tour tutorial We recommend you now go to Start your live Transactorl 1 and Set up Transactor for your labl 121 in the main help After you have done the above if you wish to produce reports of Technician work completed please see Assign technician and work units to items 64 and Users Techniciansh25 We hope you have enjoyed your experience with Transactor so far Please contact us if you have any questions Website Contact Us www transactor co uk Sales amp Support Line 01424 777877 Pearce amp Robinson LTD 17 High Street Battle Sussex TN33 OAE Tel 01424 777877 www transactor co uk 2009 Pearce amp Robinson Ltd All Rights Reserved 6 Basic Working Procedures This section describes the most common
57. Sussex THI GRE Beresford Dental Practice 394 Old London Road Hastings East Sussex TM35 SEL Adams B Mr Austin C Me Bere howd J Me Blunt Me Battle Dental Surgery 24 Mount Street Battle East Sussex TH33 DEG Broadbent P Mr Hastings Dental Surgen 202 St Helens Park Road Hastings East Sussex THH ZIN Chong L Mr Silverhd Dental Prachce Ponswood Road Siver Hill St Leonards On Sea East Sussex TH3B Crawford W Mr Grove Dental Surgery The Grove Battle East Sussex THIS OUN Dalton C Mr Old Town Dental Surgery 249 High Street Old Town Hastings East Sussex THH SEN Dodds P Mr Robertsbndge Dental Surgery 69 High Street Robertsbridge East Sussex THI 5AP 51 found Add new History Change View Select Cancel e In the Surgeon Account Selector s list choose Beresford There are three easy ways to do this i By double clicking the row with the mouse or ii Hi highlight the row and press Enter or iii Highlight the row and click Select Transactor 6 15 Dental ab Limited s Fie View Surgeon Product Service Action Reports Tools Window Help o Ol ee amp 4 E Mo Tga AGO Mr J Beresford EDS 274 Surgeon s account Berestord Dental Practice number Fieterence 394 Old London Road Hastings East Sussex TN35 SBL Tek 01424 952675 Uso Pices_ Independent i On Book out Charge A 12 08 00 Wed
58. TD all rights reserved 103 Transactor Dental Lab Report Address Labels Options Properties Start Row TO o i _ Change Start Column Eoo Page Format 44 210 x 297 mm Practice no for repeats A Dunit to Include Telmo No Preview window 1copy y e Close this window after clicking OF W Produces address labels for ALL dental practices MESA Close LE y e Leave the Practice no for repeats box clear e f you want each sheet of labels to be repeated set the number of copies With these settings this is the equivalent of stating how many labels you want repeated for each address e Choose Ok Printing labels for one Practice Follow the same procedure as Printing Labels for all practices but enter the Practice number This will produce a whole sheet of labels for the same Practice You may also choose the number of copies pages you require You will need a Practice No which is not immediately obvious in fact it s kind of hidden but we ll give you two ways to get the Practice Number first Practice numbers are all negative so remember that minus sign when using this number in the Practice label report or you ll get no labels Obtaining the practice number for a practice Select the Surgeon onto Transactor s Main Form Double click the Surgeon address box to bring up the Surgeon Record In the Dental Practice box choose Change In the Change Dental Practice box choose View Modify Dental Practice
59. TM33 SLB Tel 01424 789012 INVOICE ADDRESS 4 Same as above Credit limit Discount Sheet JBEXHILL DENTAL SURGERY 5000 lo Streeta 141 LONDON ROAD Town BESHILL ON SEA Profile County EAST SUSSEX Postcode TN393LBE County Tel no 01424 789012 Fas Tel EMail Added 27 11 07 Modified 27 11 07 Motes A N Cancel And then OK to complete entry of each Surgeon Account If you make any mistakes you 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 142 can always Modify or Delete 12 2 12 Products and Services Here is where you enter details of the products and services you deliver Note that this screen can be sorted either by Code or Description Setup Wizard Products and Services Add your products and services wilh prices C Desciiplion JOTS hi 4 10 Teeth Chrome kel Mulip a 4 8 Teeth 4 8TCP 4 8 Teeth Chrome Plate 101 50 12285 AIC Acrylic Jacket Crown 15 15 17 50 BCNF Bonded Crown Non precious 4748 7980 ELF Bonded Crown Precsauzs 55 02 83 50 BCSP Bonded Crown special edition 54 53 85 60 93 40 BPAIP Bonded Pontic Non precious 41 90 44 35 49 28 BRHF Bonded Retainet Non precious 51 33 66 15 95 26 CCA Cold Cure Reline 17 17 19 00 21 50 DEGUSTAR F PD AG BONDING ALLOY 12 00 1250 15 20 FF F F 3 82 12450 137 45 GEN CB General crown amp bridge item GEN OTHER General other item To add a new Pr
60. To change or rename Nominal Categories that you can assign to Product Items use the Categories page in the Setup Wizardli23 You may need to enable this advanced setup pagel2 if it is not visible in the setup Wizard 2010 Pearce amp Robinson LTD all rights reserved Accounting 166 14 3 Working with a Financial Accounts System The problem e You want your invoices and payments from your sales order system Transactor to show in your existing financial accounts system FAS so that it can present the correct figures profit and loss report for you and your accountants e You don t see how to export these transactions to your FAS The solution e All you need is to print out the Analysis by Category hs and Payments report once a month e Enter a couple of monthly transactions into the FAS representing the Sales Invoice SI month total as one invoice against one customer account named something like Customers consolidated Repeat this step if there are any Credit Notes that month e Similarly one Sales Receipt transaction for each Payment Method eg Cheque BACs or Payment Adjustments Allocate this payment credit to the sales transaction above e In your FAS s bank reconciliation routine you can reconcile any cheque deposits or bank receipts received during the month with the help of Transactor s payments report Note that the above is the simplest implementation You can get more resolution in your FAS s management r
61. Toolbar This toolbar contains one click availability of some commonly required functions These functions are also available under the standard menu but instead of searching for them in drop down menus they are all available directly 2010 Pearce amp Robinson LTD all rights reserved Introduction 8 Surgeon Fatient Job navigator History search Preyv Mext G2 TE a 4 4 H Mr Beresford BD Add Parment The tool bar is context sensitive automatically displaying the functions relevant to what you are doing at the moment Functions that cannot be used in the current context are grayed out Setup Wizard List Jobe Documents 3 4 Getting help Your main source of information should be this help file and the website s FAQ and Knowledge Base You may also contact Transactor Sales amp Support Using the FAQ and Knowledge Base The online FAQ and Knowledge Base is a wonderful resource that contains the latest version of the Frequently Asked Questions given in this help and also a Knowledge Base which you can search The online FAQ is located at www transactor co uk on the FAQ page Use the Coffee Break Tour tutorial if you have not already read the Coffee Break Tour we recommend you do so now The tutorials talk you through using the Example Lab company which was installed automatically alongside your empty Live Transactor Getting a printed user manual There is a printable PDF manual suppl
62. Tools Window Help Booo F amp t a a Toolbar and Main Menu b Mm Mid Bermitoed BD amp Job Bock ln od 04d London Road Hastings East Sussex indepandan 1 Ma Mis Sh Fek 01424 952675 chore E i 40808 Ters Me o A Mi Template FT l Area A 5 Boeded Crown Hoa pieca JOH FOO Cad Lure R line A 10 00 Line Items es F3 Nea Job FA Mody FS Phiri dite E FB Book ul To vire i of ptavidecuments pass ENTER Notice the caption at the top for the example company we are using DentaLab Limited Notice the Menu Bar at the top and the Tool Bar underneath the menu bar The Tool Bar has some useful buttons which we ll try in a moment Notice the Function Bar at the bottom and the status bar below it The Status Bar at the bottom usually displays a short helpful message 2010 Pearce amp Robinson LTD all rights reserved Coffee Break Tour 16 Using the Job Navigator tool e Just below the main menu in the Tool Bar click the View Last Document icon You should see the last Joo Document that was entered in the example DentaLab Limited system Notice the job details are in a grayed out text This means they can t be accidentally modified More on how to modify jobs later Try the View First Document button and have a look at some of the other jobs If you hover the mouse over the tool icons you will get useful hints Trying some other Actions and Functions e Ho
63. Windows Explorer and navigate to your file location folder Right Click your CSV file and choose Open With OpenOffice Open Office or your chosen Spreadsheet tool will prompt you to confirm which columns you want it s easier to accept it as it is for the moment Choose Ok to accept the Text Import options 2010 Pearce amp Robinson LTD all rights reserved Taxi import MYPRODS2 C5V S TT TTT aos Character set Western Europe Windows 1252 WinLatin 1 Meer Se mrt pees beeen inten cern memes stm them fons ene ace aee Cancel From row al 3 Fixed width Separated by F Tab e Comma F Other Semicolon Space Merge delimiters Text delmiter je Coni Gpe j Standard HomCatHo roduct Code De scription 2 4 1LOTCSH 4 10 Teeth Chrome Skel Multiple E 116 4 8 Teeth N 1116 4 4 STCP 4 4 Teeth Chrome Plate N 116 5 JC Acrylic Jacket Crown N 120 5 ECHP Banded Cronm Non precionz y 120 afl Ry E Ta Ao gcd rqolitic ar acaso cece mr oF Ho i 5 i a b In the Spreadsheet tool you can manipulate the columns and prepare the data for your own in house reports or sales literature MYPRODS2 OpenOffice org Calc FR RAS Moyet Pama Tools ll te A ah Y DE g e Aili v HOLE 2 bea as Blu Ete N ar ST ete O 4 10 Teeth Chrome Skel Multiple 1 an 4 S Teeth 116 4 3 Teeth Chrome Plate 116 Acrylic Jacket Crown 120 Bonded Crown Non precious
64. aa aaea E 130 Staring NUMDE ES a dos 132 Data BackUp Sii A A A da 134 Surgeons and Practices 2 da 135 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab Part XIII 1 O ON OO OF FP W ND Part XIV Part XVI O ON OO OFF FP QOQON mk Part XVII 1 nn et eee Sant noone een een nee aaron etre ay aa 139 Surge On ACCOUNS rr aea ia a aaa 140 EA A 142 Printing Setup rrrnr eee 144 End Page erre 146 More Advanced Procedures 146 Users Technicians and PasswordS cccccccnococcoconcncnncacnncnnnncnnrncnnrannnrnnrncnnrannnranancnnranancananens 146 RAT OF GEIR GE AUS A A Ana 147 Change a User Password emmm Rea 148 Enable username and password log N remains 148 Printout Type Properes ii iaa 150 Printer Output Channel Sins 150 New Docume nt Set semicon a 151 User Preferentes oier 152 Changing the Form Text Font a aA RA EA 155 Maintenance M nu aci a A a 155 Verify your data DACKUD iia 157 Protect your PC from power failures ococoococococonconocononcararononnanararnnnacarnrnrnanararnrnanararnrnananass 160 Accounting 161 ACCOUNTS FG DOING iia 162 Nominal Cate Gomes ui 164 Working with a Financial Accounts System oocococcoconcococcorocnorocnnrannncarnnnarnnnararnararnararmananns 166 Definitions 166 COPY Miau ci a a a E 166 Dedicated Server iii 167 Frequently Asked Questions 167 MEA a E r Ea 170 Find out what operating system you computer IS USING ocomcocononcononcnnonenconencnn
65. aa dcetenuies 59 2 Modifying Deleting amp Inserting Line ltemsS oooococococococococococororononononnnnnnanananararararararanars 60 3 Adding a mew Line Note Mei 61 4 AGGING a NEw Product Servie uu sole aan aaraa aaa a aaa eraa aa aaa 62 5 Modifying Product Service ii A a aa aaa aa aLa aaae 62 6 Assign technician and work units to items oococococcononoconcncanacononcarararonnarararnnnarararnnnanarananns 64 7 Changing Prices of a Product Service oncococcccoccococconocoococoncaroncarnnnarnnnararnararnanarnnnarnnnarannarannas 66 8 Deleting a Product SOMrviCe ivi encadena 66 9 Making a Product Service Obsolete oococoncccoccococcococoococoncaroncaroncarnnnararnararnnrarnnnarnnnararnarannns 66 10 Renaming a Product Service Code nico ies 67 11 StOCK CONTOLHEM S uri 68 Part IX Special Job Types 69 T Credit Nole S nai os 69 2 Query DOCUMENTS mnai a a aE E 70 2010 Pearce amp Robinson LTD all rights reserved Contents Part X Reports and Printing 73 T RUNNIN a RENO di as 73 2 Printing ON Conti Aclantis 74 3 Creating A Leer a oi tavct a Ea e herd a Ea 76 4 General Reports miii 77 e ai 78 6 Printing reports or labels using Profile Groups omoocococcoconccconencnnonrononcanonenronenrnnnnraronennons 80 1 Patient Slate MOINS ardid nan 81 Patient Statements Set Upa A A cud aa ia 83 Setting up Manufacturing Location Origin codes cocccccnccnnnnnnncnnnannnnnnccnncn ronca cnn nac 86 Printing Patient Statements ct
66. al Financial Accounts System then do 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 124 so here it has no effect on Transactor other than showing alongside the Category name in the monthly accounting reports l AECIOUS METAL e Click Close then click Finish to exit the Wizard After exiting the Wizard you will have a blank Transactor window so either click FormA or exit and log back in to Transactor Setup Wizard Categories Set up your product service categories Catho Name Nominal TranDi TranCr Class 60 SLACCTS RECVBLE 4010 0 A a0 COST OF SALES SK 8020 i 85 STK STE IN HAND 1600 0 100 CARRIAGE FOB S SC E 110 MATERIALS 010 Sl sE E 115 OTHER 7020 S SE 2 116 FROSTHETICS 050 Si SC 2 120 CROWN amp BRIDGE 051 Sl SC 2 122 CHROME 2052 cl SC 2 124 ORTHODONTIC 2054 S SC 2 126 PRECIOUS METAL 7056 l SC E h 130 SALES DISCOUNT 3095 JD JC 18 200 BANE CHEQUESCASH 5010 SP SR 4 205 BANE CRCAROS 5010 cP SR 4 l y CAUTION ADVISED if you plan to make changes Goto Start Help 4 Back Next gt Finish See Also Nominal Categories h6A Accounts Reports 162 2010 Pearce amp Robinson LTD all rights reserved 125 Transactor Dental Lab 12 2 3 Users Technicians On this screen you can enter or modify all the users and technicians who will be using Transactor Setup Wizard Users Technicians Add all the people who will
67. al Practice The Slade Lambeshurst Robertsbidge Dental Surgen 69 High Street Robertsbridge e Click Add New to start adding new practices 2010 Pearce amp Robinson LTD all rights reserved 137 Transactor Dental Lab Add New Dental Practice x Name Battle Dental Surgery e company name Steet 1THIGHSTREET street Town BATTLE County EasTsusse Postcode TN33 0AE County TI Telno 01424 777877 Fax Tel EMail Notes f Added 27 11707 Modified 27 11 07 im Cancel e Click Ok and then Add New again to complete entry of each practice If you make any mistakes you can always choose Modify or Delete When you are ready to move on to entering surgeon details click Next on the Dental Practices window Now with your Practices in the system start adding the surgeon accounts When you first start entering surgeon details this screen will be empty 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 138 Setup Wizard surgeon Accounts A I Pa Add and assign Surgeon accounts to dental practices Dental Practices Battle Dental Surgery 24 Mount Street Battle Berestord Dental Practice 394 Old London Road Hastings Click to highlight EEE 41 London Road BexhillOn Sea a Practice in this Bohemia Dental Practice 123131 Bohemia Road St Leonard On Sea list Cooden Dental Surgery 146 Cooden Sea Ad Beshill Or Sea Grove Dental Surgery The Grov
68. al prices How to add a new price band and base it on an existing price band In this example we ll create a price band for Direct customers suitable for sales from a Denturist or In House Surgery 2010 Pearce amp Robinson LTD all rights reserved 127 12 2 5 Transactor Dental Lab e In the Setup Wizardlt20 click Next until you arrive at the Price Bands page e Click Add New to add a price band named Direct e To base the new Price Band on an existing one by choose Copy Prices From One Band to Another Price Bands a Set up pice bands to hold pices for pour products and services dl Cope peices from one band bo another Copy Prices from one band lo another From Price band Private ea E Price bands hold pour diferent price Choose Next to accept the paca bar Clicking Mod y or Delete To adc Copies prices of ALL Products amp Goto Start Help id poplar ath dah Yes cm Percertage change o 25 ers e You may now use the Products and Services h4 page to tailor individual prices to suit variations that are not an exact percentage of the original price band Surgeon Types Surgeons can be grouped by Surgeon Types but for simplicity all Surgeons are initially assigned to just one group Surgeon Type Surgeon 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 128 For most small Labs sticking to the defau
69. an present the correct figures profit and loss report for you and your accountants 2010 Pearce amp Robinson LTD all rights reserved 173 Transactor Dental Lab e You don t see how to export these transactions to your FAS The solution e All you need is to print out the Analysis by Category h s and Payments report once a month e Enter a couple of monthly transactions into the FAS representing the Sales Invoice SI month total as one invoice against one customer account named something like Customers consolidated Repeat this step if there are any Credit Notes that month e Similarly one Sales Receipt transaction for each Payment Method eg Cheque BACs or Payment Adjustments Allocate this payment credit to the sales transaction above e In your FAS s bank reconciliation routine you can reconcile any cheque deposits or bank receipts received during the month with the help of Transactor s payments report Note that the above is the simplest implementation You can get more resolution in your FAS s management reports if you use more sales categories such as Sales CrownAndBridge Sales In House Surgery The benefit of using a specialized Sales Order Processing front end eg Transactor for your day to day transactions is that your FAS system is not cluttered up with many thousands of invoice and payment transactions which can in most inexpensive Accounts Programs cause the system to slow down Another benefit of following
70. andy or you are responding to a call from a Surgery who only know the patient name in which case use one of these methods Other methods to retrieve a Job e By Patient name see Patient Searchlto41 e By Surgeon History 2010 Pearce amp Robinson LTD all rights reserved Basic Working Procedures 44 e Enter the Surgeon s name or the first few letters of the surgeon s name in the top of the Surgeon Account box and press Enter Then press F11 Surgeon History for a list of the jobs for the surgeon in date order e By Document List for State Ctrl J View Jobs Documents e Navigating the documents by using the navigation arrows in the Toolbarl 7 The arrow on the right will take you to the last most recent document entered onto the system and then you could for example navigate backwards using the back arrow 2nd arrow from the left The arrow on the left will take you to the first document entered onto the system and the 3rd arrow will take you forward through the documents See also Selecting an Existing Job 43 Patient Searchho Understanding Actions A 6 5 Modifying a Job This guide assumes you have Transactor running with a Clear Form 1a To Modify a Job e Select the job onto the Main Form see Selecting an Existing Job 43 e Choose Action Modify F4 Notes If the job is not eligible to be modified it will have been Locking and Posted t04 If you don t want to be bothered with the A
71. ansactions in chronological order 1 From the Reports menu choose General Audit Trail 2 Enter the date period and output as required 2010 Pearce amp Robinson LTD all rights reserved Accounting 164 14 2 Audit Trail From 01 06 10 to 3006r Dre Trani Doct Description 01 0810 T id Se Innie 010870 PS Saiz Irwin 010610 1437 5504 Invro dear 010810 rae 5002 inngi 0417060 71953 Soot Ir dea 0106810 7455 pas E Invrodose 010810 Pa o Soa Ineo ice 0100710 Fore 2000 Irgi 0108610 7405 Payment 010810 rea Payment Verio Faas Fayre ent 01 0610 70h Paym nt C2060 7430 5057 Ino ice OCEANO 7075 as ac Iriel doa 020610 7444 5976 Inwodow 020610 741 Seas ricer dol Orb oi 7906 Payment Payment ae 7 tt 7 1213 75 403 00 178 00 129 00 212 00 118 73 25 00 10 33 Dentalab Limited Printed 23 7 2010 09 08 Atacan Smith 102 Redka 141 Fairclough 125 Robinson 143 Inman 107 Patterson 109 Fairclough 125 Robinson 143 Peters 110 Jones 118 iman 107 Hackett 111 Brown 104 Falrdeygh 125 Robinson 143 Fairelough 125 Pater 110 Thomas Patrick Dental Studio 131 Nominal Categories Transactor Nominal Categories are used to group your transactions and to control the built in Sales Ledger First we will look at what these are and how they are used in Transactor then we can see how to make changes In Transactor all product items and payment methods are assigned to particular Categories eg Product Cat
72. are entitled to free Technical Support 185 IMPORTANT Windows Vista or Windows 7 users please read System Requirements 1 Getting started new users e Skip straight away to Getting Started 10 which also introduces the Coffee Break Tourl14 to familiarize yourself with the basics of the program e When first installed Transactor has many advanced features hidden to make it easier to use so if you can t find how to do something see Configuration and Preferences 117 More Advanced Procedures 14 and Getting help 8 e f you wish to produce reports on Technician work completed you can enable this feature after you have installed and got to know Transactor See Assign technician and work units to itemsl61 Existing users See Version History h7 Help File Version 14 Sep 2010 System Requirements Recommended Single PC installation 2010 Pearce amp Robinson LTD all rights reserved System Requirements 2 An IBM Compatible PC running Windows XP Professional or Windows 7 32bit Network Multi user installation You must choose either Windows XP Professional or Windows Server 2000 2003 2008 Other Platforms Transactor will run also run with Windows 98 Microsoft Vista 32BIT Windows 7 Home Premium 32BIT but these will not run Transactor in Networked Multi User configuration These platforms are ok if you plan to stay with a single PC installation but you need to set Transactor Shortcuts to Run As Administrator Ple
73. ase read Do this if you have Vista 32bit or Windows 7 32bit 107 Windows 7 64bit The current version of Transactor still uses a tried and tested 16 bit database and falls into the group now classed by Microsoft as Older Windows XP Applications Older Windows XP Applications are best with Windows XP Professional or Windows 7 32bit Although we still recommend Windows XP Professional or Windows 7 32bit Microsoft has made it easier to run older applications such as Transactor by using the Windows XP Mode with Virtual PC See the website FAQ How do i run Transactor on Windows 7 64bit Apple MAC There are FAQ solutions for running PC applications using an emulator See the website FAQ have an Apple Mac Also See Find out what operating system you computer is usinal 7 3 Introduction The topics in this section provide some basic information about Transactor what it is for and what you can do with it 2010 Pearce amp Robinson LTD all rights reserved 3 Transactor Dental Lab 3 1 Why Transactor vy Save time Transactor will organise your lab Surgeons and Technicians will appreciate being able to obtain up to date accurate information about any job that is in the lab booked in out of the lab booked out ongoing or booked out and charged for Despite its power the user interface and work flow are amazingly intuitive so you don t need to spend weeks learning how to use the system Booking In is fast bec
74. at the wrong time Usually the data can be repaired or re indexed in place by using the Maintenance Menult55 however if the data is badly damaged you may need to restore from a backup The most secure backups are to an external device such as a USB memory stick 2010 Pearce amp Robinson LTD all rights reserved More Advanced Procedures 158 With a small about of care and effort you can periodically check the integrity of your backups There s the Daily Check that takes just a few seconds during each daily backup when you exit Transactor a check that is recommended monthly or whenever you change your backup drive or device and there s a Full Backup Verification Verify your data backup Daily Check e When you exit Transactor perform your usual data backup e In the black command window observe the progress of the files being Added and check the following 1 Each Adding File row should end in done 2 The last Adding File row should be for the USER file because it is in alphabetical order 3 The window should finish by displaying Data Backup Finished Press any key to continue lt CAWINDOWS system37 cmd exe ojx Adding File TRANG1 LAB Live data 5 TKCOMPS DE Def lating C89 34 gt done all Adding File TRAN61 LAB Live data STKCOMPS PA Def lating 94 9x gt done 1 Adding File TR NG61 LAB Live data STOCK DB Def lating 89 63 done Adding Pile TRAN6bI1 LAB Live data STOCKR Ps De
75. ause some input boxes are pre filled based on your preferences Some preferences are associated with the surgeon account so for example the default starting Price Band could be Private for one surgeon but Intermediate for another Booking out is also fast even the printing behaviour what to print and when can be set up to match what you normally print when you book a job out and when asking for your printing preferences Transactor differentiates between Bookout Ongoing and Bookout Charge Quickly trace any job by Doc no AKA Job no Job Reference Surgeon Surgeon History or Patient Save money Professional well organized and prompt invoices and statements can significantly increase your Lab s value in the eyes of your customers At the same time it will also increase staff satisfaction generating a positive snowball effect Properly charge for each and every job It s all there on screen the correct price for each job item Use the Booked Out Jobs report to identify and charge for jobs that were sent out on an ongoing stage but never returned by the Surgeon Using your Lazer printer to print your own Invoice and Statement letter heads with or without a colour logo you can save on monthly costs of old style pre printed stationery Review your monthly statements on screen to preview window to check jobs have been correctly charged for and payments entered Make your amendments before you print and waste paper Concentrate o
76. automatically print an Invoice as well as the batched Despatch Note but there s more about this in the main Help You may be interested to know what happens if you notice a mistake after booking a job out Well normally you can still modify the job and book it back out again providing the lab manager hasn t done a Locking for the finalised charged jobs in this date period Again there s more about this in the main Help See also Selecting an Existing Jobl 437 main Help 42 Patient Searchlto2 main Help Ma 5 9 Printing a daily report Printing a Booked In Jobs Report A typical daily report which is used for Job Scheduling e From the Reports menu choose Jobs Booked in jobs by Due Date Tools Window Help lai Booked in jobs by Due Datai Booked in jobs fon Book In Date Booked In Jobs b Practices Products and Services Booked In Items Surgeons Booked In tems Summary Technacians Booked Out Jobs on going Retborenos A MAS 2010 Pearce amp Robinson LTD all rights reserved Coffee Break Tour 34 e You ll get a few options but you can leave these as they are and just click OK Report Booked in jobs by Due Date Options Properties Sot by ERRE iai Due Date Page Format Ad 210 x 297 mm Dutput to Preview wirio 1 copy Y To report on ALL dates leave Due Date blank Gare 2010 Pearce amp Robinson LTD all rights
77. be configured so that one or more documents are automatically prompted to be printed whenever you choose an Action such as Book In or Book Out To Setup Printing behaviour on Confirm Action e In the Main Form from the Tools Menu choose Printing Setup Printing on Confirm Action You can pre set the way Transactor handles the usual printing of job tickets delivery notes credit notes invoices and queries when you perform an Action The Print on Confirm Action window automatically uses the default printing behaviour according to the Action being performed and the state of the Job 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab Confirm Action 2 Book Out Job Charge y Doc No 1349 Tax Data 23703707 Bock the current job out of the lab and charge for it E T RA 8 z Invoice Ad To Previews window copy Delivery Note to Praclice 144 To Batch Queue i copy a a n xe For example say you want Transactor to automatically print these documents on certain Actions On Action Book In Print a Job Ticket direct to printer On Action Book Out Charge and Reprint Produce an Invoice to the Prevew Window On Action Finalise Credit Note and Reprint Produce a Credit Note to Prevew WIndow On Actions Book Out On Going Book Out Charge and Reprint Produce a Despatch Note onto the batch queue for printing via the Print Managerlto6 so that one delivery note per
78. be using Transactor including technicians Username Full ne name UserLode Add New Modify y anager Delete a M Enable Logon for Users You can add new users modify details of existing users or delete users Modify UserfTechnician User name JOHN Full name SMITH User code E e Clear document form after Action Hits Password pS M Confirm Action Modify gje O se Options W Maximize document form windows Confirm Passvwor M Prompt after Action Clear Form I rita Selection y y DocNo C Sumgeonalc Line items surgeon Type Surgeon z MAS n prices Prompt after Action Modify p lt Tab oe gt Prompt after Acton Modify p lt i abe to TooAY 10 Rel Ref elerence eference dodo C Usual Prices W Usual Prices T On Bookout M On Bookout e C Due Date W Due Date Payment Method Line items W Internal Note CHEQUE Advanced Cancel When you add a new user you need only enter the basic information and click OK eg Username Full Name and User Code leaving the other items as they were Advanced 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 126 Advanced User Preferences will allow you to grant or deny access for certain actions and reporting facilities to different users This is covered in the User Preferences 154
79. bh lo add a i Mr G Vincent new Surgeon bo Wr C Aut r Austin ETETE ihe selected R Click Add New Practice ACF A ii umane Initials Tille Professional tRles eg BDS Blunt Y Mr BDs 1 Enterthe g company name Type Surgeon z Mame DENTAL PRACTICE _ Initials and Title Bohemia Dental Practice Surgeon NHS 123131 Bohemia Road St Leonards On Sea East Sussex TN3 BRE Tet 01424135791 Usual prices INVOICE ADDRESS 7 Same as above A Decon se Steet BOHEMIA DENTAL PRACTICE 5000 o o Steet 129131 BOHEMIA ROAD o Town ST LEONARDS ON SEA Pri Cony fEASTSUSSEX a Posteode TH37 ERE Country PF Tel mo 01424 1357391 Pas Tel EMail Added 15 08 09 Modified 15 08 09 _ Notes py eS El So now Mr Blunt now has two accounts one of which is his new account for work sent to Bohemia Dental Practice and the other for work sent to Battle Dental Practice Surgeons at Bohemia Dental Practice Then cick Add bir linres Mew lo adds tar G Vincent new Surgeon lo escalas Mr C Ausin Practice 2010 Pearce amp Robinson LTD all rights reserved Coffee Break Tour Now click on Back to go to the Dental Practices page That is where you can experiment with adding new Dental Practices or changing their details e Click Finish to exit the Setup Wizard You will find yourself back at the clear Main Form If you choose Surgeon Select from the Main Menu you ll se
80. but you can change this to suit your own requirements See Printing On Confirm Action 7A e How do give a Credit Note You can issue a Credit Note for an existing job issue a Credit Note from scratch or allocate a Credit Note to unpaid Invoices See Credit Notes 69 e l ve got a job document which I ve charged for It s for the wrong amount and it s in a Locked condition so can t modify it What can do Follow standard accounting practice by issuing a credit note against it Then do a new one You can save work by using the Action New Credit note menu item when the erroneous job document is on the document form e have some surgeons to whom give special prices How can make sure that they are always charged the agreed price There are two ways you can do this one is by modifying the Surgeon s details the other is by setting up a new price band for a specific surgeon See Special Pricesh7 e would like to increase my prices by a certain percentage How do do this without modifying each product line Click on Tools Setup Wizard and then Skip To Price Bands Click on the button Change band prices by percentage select the appropriate band from the drop down box enter the percentage and click on Yes Click Finish when done e would like to print my own letter heading onto blank paper perhaps including my logo How do do this See Creating A Letterheadl7 e When I run the Aged Debtors R
81. c no or Profile name ER lirios aa Start Row 1 Page Format Ad 210 x 297 mm Start Colums iL Output to Include Telmo No Preview Wired T copy e Close this window alter clicking OK For ALL surgeons leave Surgeon Aye number blank Groups can be done by using Profiles How to print Surgeon Address Labels for one Surgeons e Follow the same procedure as How to print Surgeon Address Labels for many Surgeons but enter the Surgeon A c number This will produce a whole sheet of labels for the same Surgeon You may also choose the number of copies pages you require Changing label Printing Options This example uses the Practices Address Labels report as an example e From the Reports menu choose Practices Address labels e Click Change Report Address Labels Options Properties Start Row fI ae Start Column 1 PageFomat Ad 210 237mm ak A E Aah malio eneas 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing 102 Printout Type En Page Format l Left Margin 100 Term Print Detail lines a e 50 Left Margin es Mi Font size 7 16 E AMES col 80 Labelleft marin y Label Width and Height including separator gap 100 1010 Label width bet pre 380 Label Height Top margin Distance i 4 Labels Page gt Labels per Page between top of page and the first address Uppercase Address P Pictures
82. cally suggests a To date of today s date and a From date of two weeks ago You can of course change these dates Current mont 1 618 23 117062 Sm i Pre yini month 3101 33 itii 1551 10 Late Printed 1632007 14 10 QTY IN REORDER STOCK LEVEL 0 00 10 00 0 00 0 00 17600 10 00 Guasit Amint 6 00 Oz 40 00 410 38 5 00 oor Fh 13 00 197 50 4 00 188 12 mont 3 monii REORDER RE ORDER Dentalas Limited Printed 16 2 2007 11 50 Dertalas Limited Printed 1622007 10 34 LUinalocited red Balance E 225 10 pe 216550 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing 94 Statement date range see Statements 94 Statement monthly see Statements as Statement unpaid invoices see Statements 94 Summary Invoice monthly see Summary Inwices 96 Summary Invoice date range see Summary Invoices 9e Telephone numbers This report lists Surgeon Name amp Account Number Practice amp Telephone Number If you choose Surgeon Type of All Types the Surgeons are listed alphabetically A Surgeon Type of Surgeon is only applicable if you have set up different types of Surgeon in the Setup Wizardl120 see the Surgeon Types screen When Surgeon is selected as Surgeon Type Surgeons are listed alphabetically within Surgeon Type 10 10 1 Statements There are 3 statement reports All can produce statements for either a specified surgeon account or all Surgeon accounts Th
83. ce amp Robinson LTD all rights reserved e Transactor Dental Lab e Tick the Technician box e Tick the Work Required box and enter the work units per qty one of this item e Choose Close If you normally assign this type of item to a usual technician you can save typing later on by setting the Preferred Technician here It can be changed when booking in or out however there is a danger that if the operator is not diligent and the usual technician is on holiday for example that the wrong technician may be credited with the work To Assign a Technician to a Line item on a job being booked in or out When booking in a job in the Select Product Service dialog for the line items choose a Technician If you are booking the job out also tick Completed Select 10 s x be Discountable Desernption Price Band Price Oly Process Private ee fi Techrician Completed omes JOHN MANAGER To mark work completed With the Job on the Main Form and being Modified e Double click the line item e Tick Completed Note Check the Technician is still correct Also See Technician Work Charged report 97 Technician Work Completed report 97 Users Technicians and Passwords h4 2010 Pearce amp Robinson LTD all rights reserved Products and Services 66 8 7 Changing Prices of a Product Service 1 From the Product Service menu choose Products and Services 2 Locate and highlight the produc
84. charge for each Transactor instance licence however each one is usually about 50 of the usual price of Transactor if the businesses are in the same parent company or share at least one director Contact Us 184 for a quote See Separate Transactor Installation methodl113 Combined Method Use the same Transactor installation to administer the In House Surgery or Denturist and the lab work done for dental surgeons Using this method means you don t have to install a second copy of Transactor and your monthly sales reports will include all sales including Direct One special Surgeon account is used for each In House Surgeon or Denturist for all the Direct sales eg In House Surgeon Mr John Smith BDS and the patient s full details are to be collected in the line item area To cut down on typing the extra Notes rows eg Patient Addr Patient Tel can be added as template item to all new jobs booked Tools menu New Document Setup Disadvantages It s not so easy to search and identify the right job Booked in with an appointment or Booked out and Invoiced for the right Direct Patient Direct sales jobs are mixed up with normal lab jobs so it won t be good for making appointments The Booked In Jobs by due date report will be complicated and not so useful as a Job schedule for Direct sales or normal Lab work There will be unused line item rows eg Patient Addr Patient Tel visible on the form for normal lab jobs 12 1 1 Separate Transac
85. chnical Supportls1 We welcome feedback of all types so we look forward to hearing from you Our preferred method of feedback is via the website Thank you for using Transactor The Transactor Team Battle UK See Also Contact Us 18 Getting helpl 8 How to buy Transactorl 9 2010 Pearce amp Robinson LTD all rights reserved
86. choose Delete Job You ll now be back to a clear Main Form and we have demonstrated that after starting a job you can Delete it rather than continuing 5 3 The Clear Form Action Clear Form is frequently used For example if you have been using the Main Form to view a Job s details then at some point you need to clear this Job from the form so that you can select a different Surgeon or Job Document The Clear Form is available from the Function Bar F12 the Action Menu and the Main tool bar icon If you are working on a New Job or modifying an existing job i e not just viewing you won t be able to clear the form because you need to Action the current job first Action Book In Book Out Delete etc 2010 Pearce amp Robinson LTD all rights reserved to Transactor Dental Lab To Clear the Main Form e First of all lets retrieve a Job Document onto the Main Form so in the Tool Bar click the View Last Document icon Clear Form Action Sometimes you cant just Clear the Form We ll explain this now First of all retrieve the last Job Document onto the Main Form again e Now with a Job Document on the Main Form being viewed from the Action menu choose Modify Confirm Action x 2 Modify Job Doc No 1388 Make changes to the curent job Output History Ary payments allocated to this doc wall be un apobed e Now click Modify Job to confirm 2010 Pearce amp Robinson LTD all rights reserved Coffe
87. ct the surgeon account onto the Main Form see Selecting a Surgeon Account 49 2 Choose Un Suspend from the Surgeon menu Also See Deleting a Surgeon Account s55 7 10 Allocating a Payment to Unpaid Invoices Usually Transactor automatically prompts you do Allocations after you enter a Sales Payment or Adjustment Credit At any other time you can use the following method To allocate un allocate or re allocate a credit e Locate the credit transaction in either the Surgeon Account History 52 window or the Jobs Documents window e Highlight the credit item and right click e Choose Allocate Credit All credit amounts ie credit payments and credit notes on Surgeon Accounts must at some point be allocated to specific jobs invoices to indicate them as paid This allocation process does not affect the value of the credits themselves but it affects the Aged Analysis shown on Surgeon Account statements and Aged Debtors reports When allocating a credit usually all you need to do is click Auto Apply see bottom of Allocate Credit window 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab Allocate Credit Kelly P Mr 295 z 7 11 7 12 CREDIT Creckt amount 12285 3 ndo Credit Note 1153 UnApely pa zi DEBITS paid with this credit and those still outstanding Inv Date Docho Description Ong Amt Due mt Credit Paid 10 1 2706 1074 Invoice Channing 122 55 0 00 12285 4 a
88. ctices Address labels This report can print standard labels of various formats for one or more of your Practices Also See Label Printing Setup Optionslto2 Report Address Labels e Options Properties Stat Row 1 hange Start Column f Page Format A4 210x 257 mm Practice no for repeats 167 Duko Preview Wario 1 copy x M Close this window alter clicking OK P Produces address labels for ALL dental practices may a If you are using a full sheet of labels click Ok Otherwise change the Start Row or Start Column before clicking Ok MM Transactor Print Preview a 1298 Wi pn 9 Batlle Dental Surgery Berestord Dental Practice 29 Mount Street 294 Old London Road Batile Hastings East Sussex East Sussex TH33 OES TN35 SEL Bexhill Cental Surgery Bohemia Dental Practica 41 London Road 129 131 Bohemia Road Bexhill On Ses St Leonards On Sea East Sussex East Sussex THIS SLB THI7 BRE Cooden Dental Surgery Give Dental Surgery 146 Cooden Sea Rd The Growe Bexhill On Sea Battle A East Sussex East Sussex 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing 92 Delivery Notes By Due Date This report produces a list of Delivery Notes from a Due Date specified by you The report lists Surgeon Document Patient amp a Description of the item s Practice Summary date range This report produces a summary list of invoices per Dental Practice You can ch
89. d the necessary product service lines 4 Choose Action Finalise 5 In the Confirm Action window click OK 6 Allocate the credit amount to unpaid invoices see below After adding or modifying a Credit Note you can allocate the credit amount to unpaid invoices To allocate a Credit Note to unpaid invoices 1 Locate the Credit Note in the Surgeon Account History or Jobs Documents list without bringing the document onto the screen see Viewing a Surgeons Jobs 8 Payments 52 or Listing Jobs 8 Other Documents 47 2 Right mouse click the Credit Note line and choose Allocate Credit from the popup menu see Allocating a Payment to Unpaid Invoices 5e 3 You can then either e choose from the list the original document to which the Credit Note refers and click Apply or e click AutoApply which will apply the credit to the earliest unpaid job for the Surgeon 9 2 Query Documents Query documents may be used for recording queries complaints or any other significant correspondence with your surgeons Queries are similar to Job documents except that they have no value They are stored chronologically in the surgeon account history and therefore can easily be viewed and printed etc To add a Query 1 Choose New Query from the Action menu The Main Form changes to a non financial version of the job form 2 Select a surgeon account onto the Main Form see Selecting a Surgeon Account l49 3 Queries only allow
90. ds aa al D bl 2 tl E q H oe 2 Surgeon State 2819 56 D Doc No J Surgeon Account Mr J Beresford BDS 2474 Berestord Dental Practica Reference 394 Old London Road Hastings East Sussex TN35 5BL Tel 01424 952675 Usual Prices Independent 1 AA 0412007 Tues Code Description Price e You can use the Form Buttons to switch between the two Forms or use the Window menu 2010 Pearce amp Robinson LTD all rights reserved 185 Transactor Dental Lab 18 19 a Help Cascade Shift F5 Tile Horizontally Tile Vertically Shift F4 Close All 1 Document 1362 w 2 New Job 1393 Contact Us Website Contact Us www transactor co uk Telephone sales amp technical support Telephone technical support is available only to new customers in the trial period and Premium Support customers 01424 777877 Write or visit Pearce amp Robinson LTD 17 High Street Battle Sussex TN33 OAE Tel 01424 777877 NOTES Sales amp Support Telephone Mon Fri 0900 1700hrs excl Bank Holidays After your free Premium Support period is up you can purchase 12 months renewal from www transactor co uk Endnote We hope you enjoy using Transactor and that you are very satisfied with the product and our support services 2010 Pearce amp Robinson LTD all rights reserved Endnote 186 While you are trying Transactor you are entitled to free Te
91. dvanced Help Skip To Laboratory Mame amp Address If you have already been through the initial Setup Wizard and know which specific item you want you can use the Skip To control to go straight to one of the pages To show more advanced setup items in the Setup Wizard e In the Setup Wizard s start page choose the Advanced button 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 122 Setup Wizard Transactor Setup Wizard Advanced Wizard Setup The curent pages actreated in the wead I Laboratosy Mame and Address Categones e Users Technicians he Price Bands W Surgeon Types On Bookout Options W Stating Numbers b Data Backups AA a h Y he o O e Aiae Duon le te A a ad D g The Advanced button gives access to a set of tick boxes which turn on or off visibility of some of the pages In the basic system for example the Nominal Categories Usen Technicians and Surgeon Types are hidden until you Enable these See also Getting Started 101 Enable username and password log inh4 More Advanced Procedures 144 12 2 1 Laboratory Name amp Address On this screen enter the basic details about your lab It s worth doing this carefully as some of the detail you enter on this screen will appear on documents such as Invoices and statements 2010 Pearce amp Robinson LTD all rights reserved 123 Transactor Dental Lab Se
92. e Battle Hastings Dental Surgery 02 St Helens Park Road Hastings l Surgeons at Bexhill Dental Surgery Mr O Varney G3 Mr T Murphy FE Mr F Nicholson FE Mrk Savage Then click Add New to add a new Surgeon to the selected Practice Add New Modify Delete Goto Start Back Finish Click Add New to start adding new surgeon accounts Add New Surgeon Account xi Sumame Initials Title Professional titles eg BOS Smith John Mr EDS company name tepe gt E DENTAL PRACTICE EP slats Bexhill Dental Surgery Surgen His lt 41 London Road Bexhill On Sea East Sussex TH39 SLE Tel 01424 2563907 2 INVOICE ADDRESS IW Same as above Credit limit Discount Sheet JBESHILL DENTAL SURGERY 5000 fo Skeet 141 LONDON ROAD Town Ex Frofile County E Postcode Country i i Telno 01424 789012 Fax Tel EMail Added 27 11 07 Modified 27 11 07 Notes A AN Cancel 2010 Pearce amp Robinson LTD all rights reserved 139 Transactor Dental Lab And then OK and then Add New to complete entry of each surgeon account If you make any mistakes you can choose Modify or Delete 12 2 10 Dental Practices Here is where you will add details of Dental Practices Note that the screen below will be blank when you first start to enter practice details Setup Wizard Dental Practices Add the Dental Practices po
93. e Break Tour 20 Surgeon Tl State 2252 52 D Surgeon Account Mr E Adams BDS 328 i Cooden Dental Surgery Fference 146 Cooden Sea Rd Bexhill On Sea East Sussex TN39 451 Tel 01424 579135 Usual Pres Cn E 1 p Charge E 11 0809 Tues Sener CH Me Gate Note the Job State has now changed from just Booked In to Modify Job Booked In This Job Document for dental surgeon Mr B Adams can now be edited We ll assume that for some reason we want to mark this job such that when it is booked out an Invoice will not be raised In other words the job won t be charged for at this stage but it will be stored in a state of Booked Out Ongoing e Click in the On Bookout box and Change it from Charge to On Going Surgeon Acoount Cooden Dental Surgery Fislerence AN Bot On Sea Con Sussex Usual Prices TH 4SL On Bockout al Tek 01424 570135 Click to drop down the List Box Surgeon REDIT LIIT LT TE On Goilty hd bo E On Going Choose z On Gong e Now choose Action Clear Form Having trouble The Clear Form action is disabled greyed out and Transactor will not let you clear the Form because you may accidentally lose job details Instead if you want a clear form you first need to decide what you want to do with this Job Document that is currently being modified We could Book it back in Book i
94. e ideal time to produce statements to send out to surgeons is after you have completed your last Booking Out for the month Alternatively you can run off statements for previous months at any time Statement monthly This lists all jobs charged for and payments paid in within the specified one month period with a balance brought forward and aged debt analysis 2010 Pearce amp Robinson LTD all rights reserved os Transactor Dental Lab E IHA nhdipmw amp 2 STATEMENT DentaLab Limited 17 High Street October 2007 Battle East Sussex Mr B Adams BOS Tas OEE Cooden Dental Surgery Tel 01424 775007 146 Cooden Sea Rd Email salest identalabLtd co uk BexhilLOn Sea Web ana dentalablLtd co uk East Sussex THY 45L A C NO DATE PRINTED PAGE 320 2251 2007 1 of 1 DATE DOCS DESCRIPTION PATIENT AMOUNT BALANCE Balance brought forward 0 00 24A00F 1232 Invoice M Carter 54 50 54 50 244 0007 1239 Invoice Mir E Miller 65 90 120 40 2451 000 1246 Invoice C Black 58 50 176 90 241 0007 1247 Invoice hi Fuller 62 50 241 40 25 1 0007 1252 Invoice bir E Jackson 20 50 329 90 251 0007 1253 Invoice Mr D Whittington 97 30 427 20 264 007 1259 Invoice Mr Robinson 56 23 4553 45 294 0007 1264 Invoice F Reece 62 05 545 46 301 007 1270 Invoice J Evans 56 50 631 96 314 007 VET Invoice K Crowther 49 05 660 99 314 007 1270 Invoice K Smith 25 00 705 99 Unallocated Credits 0 00 TOTAL PAYABLE 705 99 Current Month 05 99 Previous Month 0 00 2
95. e moment 3 3 2 f Transactor 6 15 DentaLab Limited New Job 1389 J File View Surgeon Preduct Senice Etine Reports Tools Window Help Er E E E F Actions Quick Menu F3 Shy Pepe pr naad Greyed out ty Unavailable Menu choices Beresford De Available Menu 394 Old Londd choices with Hot Hastings Eas Key reminders TN35 5BL Tel 01424 95 Es y Delete F Hold Quote Book In Book Out 2 PATIENT SHADE NOTATION R L In the above example the Action Menu was invoked F9 just after a new job was started The Main Form has some but not all the details about the new job on it Example these items are unavailable when you are modifying a new job The New Job A new Job Document is already on the Main Form New Credit Note The Main Form is being used for a New Job If you want to start a new Credit Note first choose Delete Copy to New There s not enough details to copy this job s details to start another new job with Once the Job is Booked In or Out then it can be copied Modify This Job Document is already being Modified Finalise Only Credit Notes and Customer Querys can be Finalised Normal Jobs are Finalized automatically on the Book Out Charge stage Print You are given the opportunity to print this job on Book In Book Out or if the job is retrieved onto the Main Form and is not being Modified
96. e statements and save work by making adjustments and protect older job documents from unwanted modifications e f you booked a job and charged for it can you still bring it back and modify the details lt depends on the circumstances The answer is yes if you ve just booked the job out and haven t performed an end of month Posting Transactor will warn you though because if you printed an invoice and sent it you should discuss the changes with the surgeon and re issue that Invoice The answer would be no if an End of Month Posting has been performed See next question e have a job which is charged It s for the wrong amount and it s Locked so can t modify it What can do Follow standard accounting practice by issuing a credit notels91 against it Then do a new one You can save work by using the Action New Credit note menu item when the erroneous job is on the Main Form e What happens if i never do a Locking Eventually the Surgeon History window will reach its limit for displaying un Locked blue jobs approximately 300 for each surgeon at which point you will be warned that a Posting is overdue If this limit is reached your data is not at risk and you can continue booking in an unlimited number of new jobs It is only the History Display which is temporarily affected 2010 Pearce amp Robinson LTD all rights reserved 11 3 Print Manager Print Manager handles printout requests outputted to the Ba
97. e that Mr Blunt s name appears twice once at each of the two practices he works out of Notice also that when the surgeon is shown on the Main Form the distinct account number is next to the account name in brackets i e Mr J Blunt BDS 143 5 6 Jobs and Documents In this topic we ll take a look at the various ways of handling jobs and documents on the screen One common requirement is to view a list of jobs for a selected Surgeon Using the Surgeon History e Select Dodds 204 onto the Main Form see Tour Surgeons 2 e From the Surgeon menu choose History F11 MM Surgeon Account History Dodds P Mr 204 Invesce Date DocHo Desenplion PATIENT Amami Pad Balance 02 08 09 1342 Job Booked Out Charge Smith 75 00 4255 73D 03 0809 1346 Job Booked Out Change Lacey 52 00 481 730 03 03 09 1347 Job Booked Out Charge Erom 140 70 4452 490 04 0809 1351 Job Booked Out Change Mies bel 52 90 4506 39D 1362 Job Booked In Jones Tin 108 60 1363 Job Booked In Summers wW 56 15 1367 Job Booked In Richardson 39 38 1368 Job Booked In Weal L 122 85 1363 Job Booked In Flynn K 157 20 1374 Job Booked In Wilson T 82 60 1375 Job Booked In Trimble 91 28 133 Job Booked In PanishM MES 1382 JobBookedin llama A Mi 44 35 1386 Job Booked In Paltrow E 186 60 156 foured Total opere 1112 06 Options Black items ase Locked cannot be changed View Close You ll see a list of jobs Booked In and jobs Booked Out Charged f
98. e the current job as Booked Out Changed and set invoice date gp Apa eee Deliver Note to Practice 44 To i co Patient Statement A4 x To Pinter t copy r To Print a Patient Statement with Non EU Manufacturing Locations This assumes you have set up one or more ORIGIN codes See Setting up Manufacturing Location Origin codes 8e e On a Job being modified in a blank row in the lineitem area enter ORIGIN1 in the code column and press ENTER Code Despi PATIENT Anderson B SHADE D7 NOTATION R 6 L ME Maryland Rochette Bridge SM Study Model ORGIA Zang Chi Dental Lab 21 Block ZangLang Ind Pa Bejing China ORIGIN mi e Book out the job as usual e In the Confirm Action dialog in the Output group ensure Patient Statement A4 or A5 is selected as one of the documents to be printed e Choose OK 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing NN PATIENT STATEMENT Dental ab Limited 17 High Street Battle East Sussex TH33 QAE Tel 014423 775007 Emil paleta cdo oo uk If you hare any queries regarding thefit or performanceof your apd i ance you shoul d contact the presen bi ngdertist for further information A Anderson Mr P Kelly BOS Robertsbridge Dental Surgery 69 High Street Robensbridge East Sussex TNa2 5AF Tel 01580 123457 17 0310 Age 295 Doc 1387 raras ta yt MiB SM Maryland
99. e to a Surgeon account Select the surgeon 49 account onto the Main Form From the Surgeon menu choose Payment If the balance amount is a debit ie An amount owed to you go to step 5 The Payment window will initially be in Add Credit Receipt mode This is correct for entering a credit balance select the payment method Opening Balance Credit go to step 6 5 For a debit balance switch to Debit Refund mode by clicking the button in the top right hand corner of the Payment window Select the payment method Opening Balance Debit 6 Type the amount and click OK The account balance will now show on the Main Form RON Example Opening Balance Debit The Surgeon owes the Lab money This is the usual situation when you are setting up Transactor and bringing forward the Surgeon balances Payment Heresford J Mr 2 14 xl i Credit Recept DebiReflund Payment n i 2 GS Add Debit Refund Method Opening Balance Debit Amount 1295 00 Comment This surgeons balance as al end Jan wey oee cor Example Opening Balance Credit The Lab owes the Surgeon money This would be highly unusual since normally a surgeon account would be in Debit 2010 Pearce amp Robinson LTD all rights reserved Surgeon Accounts 52 Payment Heresford J Mr 2 4 Credit Recept Debil Refund r Payment Date 31 01 07 Add Credit Receipt Method Opening Balance Credit 7 Amount 185 0
100. ee Ee en File name amp extension Oo Female TO print offset Picture files should of mp os wmf XPos YPos ory yd be located in the i n ia value of 1200 Top Margin fi Acces Level 0 3 tran lab exe disables folder picture Message e CAUTION Tech Support Oriy Command line changes take 2ASungqeon Ave no or Profile name 7N Start Row 1 7M Stat Column 1 effect alte a Transactor restart This graphic highlights the main things you need to change to print to a different label format Before changing your settings note down your current ones highlighted in yellow above so you will be able to see how your changes affect your label report Contact Us 185 for advice on how to set these for your type of labels 10 15 Printing Practice address lablels Label reports are very useful for printing address labels for mailings or internal administration The reports will print out of the box to standard address labels on A4 Lazer inkjet label sheets 14 to a page as per J8163 L7163 or STAP 14 from Staples stationers If you have different label sizes or page format you will need to Change the Properties Printing labels for all Practices This is similar to the procedure for How to print Surgeon Address Labels for many Surgeons 99 however you must leave the Practice No blank as you can t use Profile Groups to restrict the set e From the Reports menu choose Practices Address Labels 2010 Pearce amp Robinson L
101. egory Full Upper and PROSTHETICS Lower Gold Inlay CROWN amp BRIDGE Gold gms GOLD Products are assigned to Categories when you add or modify a Product Item Payment Methods are permanently assigned by the system eg Payment Method Category Cheque BANK CHEQUESCASH Cash BANK CHEQUESCASH Write off under ADJUSTMENT CREDIT payment Write off over ADJUS TMENT DEBIT payment You can see the other available payment methods in the Payments dialog For Debits you have to click the Debit radio button 2010 Pearce amp Robinson LTD all rights reserved 165 Transactor Dental Lab Payment Smith J Dr 102 G Cedi O Debi tg Payment i Date 23 07 10 Add Credit Method CHEQUE xl Cash Cheque Adjustment Credi Comment Opening Balance Cred Settlement Discount With all Transactions being correctly accounted for we can get meaningful accounting reports such as the Analysis by Category reportlt62 The information from this summary report is commonly used by the company s book keeper to update the company s manual ledgers or Financial accounts program Transaction Analysis by Category Dentalab Limited From 01 0410 to 30 0410 Printed 23 7 2010 11 04 Trantype NomCategory Nominal Subtotal Total JC SALES DISCOUNT 1 30 205 25 265 25 JO ADJUSTMENT DEBIT 929 5 00 5 00 Sl PROSTHETICS 116 2760 00 Si CROWNABRIDGE 120 16495 62 19255 02 SR BANK CHEQUESCASH 200 11212 69 11212 89 1782 68
102. el 01424 777877 you haveary queres regarcingihe tor performance of your appliance you Se beter ETIAIN go gould contedt Ue prescribing Gent it for further nformati n Patient s Name NemeoiPrescribe C inichameandAddress Mr Chute Y ireti hk Tom Beresiod BOS Staton Read Dental Praciios rr 54 Oid London Road Hastings Sussex TH35 SEF Cat ect Manta Jkabreterenso oras 777877 15 03 10 Ale 44 Doc 15337 1 3 TOOTH DENTURE CLASP 2 AGN GF MANUFACTURE DECLARATION This complete appiance has been wholly manufactured within the EU Your attention iedrawn to the folowingatatement Tis is acustarrace medical doica that has been manufad uredio saisiyiha designeharacior ica and proper les pes fied by1 he prescri ber for he above named patlent This meckcaldeviog is intended for asc us veut by hispetient and conforma Lote lar arc n i reguirern ntsspes edndnnioc ol thalledca Doicas Direciiveand thee United Kingdon Medica Decos Abul ator Fisatrnat Core apo yne rica do oe ha hy bar ged eco neu ed for an namas ua To Print a Patient Statement automatically on Book Out This assumes you have set up printing on confirm action See Patient Statements Set Uplss e On a Main Form select a previously Booked Out job e Click the Printer Icon on the Tool Bar or choose Action Print F5 2010 Pearce amp Robinson LTD all rights reserved NOS Transactor Dental Lab Confirm Action x 2 Book Out Job Charge py Doc Na 1387 Sav
103. elevant User and choose Modify Modify UserfTechnician User name Options SMITH ep Full name M Maximize document form windows User code lus Le e Clear document form after Action Password e Confirm Action Modify Contin Password E Prompt after Action Clear Fon Initial Selections DocNo C Surgeona c Line items surgeon Type Surgeon z NHS n prices l l Due Date Prompt after Action Modify r n to a TODAY HO o Te Ei Bll Sa Boake C Usual Prices i Usual Prices N Charge C On Bookout 4 On Bookout C Due Date M Due Date Payment Method Line items 4 Internal Note CHEQUE 7 Advanced Cancel window Field Prompt after Action Clear Form Cursor prompt position on the Main Form after 2010 Pearce amp Robinson LTD all rights reserved More Advanced Procedures 154 Action lear for Prompt after Action Modify Cursor prompt position on the Main Form after Action Modify lt Tab gt to Cursor prompt positions included ticked and excluded un ticked when the user presses the TAB key Options Maximize document form When Main Form windows are opened they windows automatically maximise within the Transactor main window Options Clear Document Form after The Main Form is cleared automatically after Action Action Book In Book Out Hold Options Confirm Action Modify After choosing Action Modify a w
104. en On Bookout should usually remain set to Charge so that each job is automatically finalised when Booked Out F8 Unless on the Main Form you change On Bookout to On Going before booking out 441 e From the Tools menu choose User Preferences e In the Initial Selections group set On Bookout to Charge Initial Selections Surgeon Type NH l 5 e a oer may a poe Initial Due Date Selectio fre TODAY s On Bookout D n Book out Charge Payment Method CHEQUE Labs that usually don t Invoice for each stage If your lab is one which doesn t usually invoice for every stage for example a multi stage prosthetics project then On Bookout should usually remain set to On going so that when Booked Out F8 the job won t be finalised unless on the Main Form you change On Bookout to Charge before booking out 441 e From the Tools menu choose User Preferences e In the Initial Selections group set On Bookout to On going Ur E pokont CEN This setting affects the User Preferences for the user now logged on If you have more than one User Technician involved with booking in and out jobs in Transactor use the Setup Wizards User Technicansh25 page to make the appropriate Initial Settings 12 2 7 Starting Numbers This page gives several ways to control surgeon account and Document Job numbering 2010 Pearce amp Robinson LTD all rights reserved 133 Tran
105. enance Menu Choose Restore from Backup P I p You will be prompted to tell Transactor where the location of the backup is The location will default to c tran61 lab live data unless you have already changed this by using the Set Database Location option 11 6 Export Data Use this tool for exporting data to your Spreadsheet tool for printing custom reports address Labels mail merge letters or product lists etc To Export Data to a CSV file suitable for your Spread Sheet tool In the Main Form from the Tools menu choose Export Data Export Data E b Data records Practices T Esport bo file Predicts Surgeons Trareachon Docs Posted Trans Linelkems Payments Close Prices Ee Choose the required type from the Data Records list box 2010 Pearce amp Robinson LTD all rights reserved 109 Transactor Dental Lab Export Data Products Expert to fie e Include field names in first row Close Enter a File name of upto 8 characters Choose a file Type of CSV Comma Separated Values suitable for opening in your Spreadsheet tool eg Open Office or MS Excel Choose an appropriate Folder and click OK Export data to file Your file can now be opening in your favorite Spreadsheet tool as follows The example uses Open Office which i prefer over Microsoft s Excel and it s free from http www openoffice org To open your exported data in Open Office Open
106. encnnonennonenanns 172 How do I export to an Accounting Program cococococococonononcncacananarararararnrnrnrornrnnnnnnnanananananas 172 How to Email Documents Invoices or Reports cccsceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeenenenenees 173 Special PICE Siara ana E a E a E 174 Unallocated Cria iii 174 INVOICES NOt SNOWING uscar ai 175 Computer Crash S cn ls 175 Walk thru Payment allocation and Credit Note oococococcccocococcoconocononcararonnncarararnnnararannnnas 175 Do the end of month Statement and LoOckiNY ococoonoconnoconcoconcaroconcoconcaroncaronnarannarannanannns 181 Did You Know 183 You can work with two Main FOrMS ococococococcncncncncococacacanannncncnrarararananananrnrarararananananenannns 183 2010 Pearce amp Robinson LTD all rights reserved Contents Part XVIII Contact Us 185 Part XIX Endnote 185 0 Index 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab Welome to Transactor Welcome to Transactor We hope you will find the program intuitive efficient and reliable Transactor stores details of your Surgeons practices products services patient names and jobs It handles job tracking payments from surgeons and produces job tickets quotes delivery notes credit notes invoices statements price lists and other reports This help is designed both as a course in using Transactor and as an ongoing reference While you are trying Transactor you
107. epeat for each product in the list and click on finish when completed Bring the surgeon onto the main Transactor screen and from the menu bar click on Surgeon View Modity Set the Usual Prices dropdown box to the correct price band Click Finish The surgeon will now be charged by the selected price band on every job 16 6 Unallocated Credits There are two main reasons for unallocated credits 1 Firstly you may have issued Credit Notes for a surgeon that haven t been allocated To allocate these to invoices click on View Jobs Documents and change the Find dropdown box to Credit Notes If any Credit Notes do not have a tick in the Paid column then right mouse click each one and select Allocate Credit Then apply it to the appropriate invoice 2 Secondly you may have some payments which were not allocated when they were entered into Transactor You need to select the relevant surgeon onto the main Transactor screen and look at their history If there are any payments which do not have a tick in the Paid column then right mouse click each one and select Allocate Credit and apply it to the appropriate invoice 2010 Pearce amp Robinson LTD all rights reserved 175 16 7 16 8 16 9 Transactor Dental Lab Invoices Not Showing lf an Invoice is not appearing on a Surgeon s statement then it is likely to be for one of the following reasons 1 The Job Document has been Finalised booked out charge with the wro
108. epending on the properties of the particular product service 4 Press Enter or click OK to update the line details To delete a product service line from the Main Form 1 Highlight the line code using either the up down arrow keys or the mouse 2 Press the Delete or Del key on your keyboard 3 A window box will pop up asking for confirmation click Yes to delete the line Note To delete lines and bypass the Confirm Delete window press Ctrl Del To insert a new product service line between other lines on the Main Form 1 Highlight the line where you want to insert the new line 2 Press the insert or Ins key on your keyboard 3 All lines on and below the insertion line will be moved down and a blank row will appear The flashing cursor will be waiting on the code column 4 You can now select a product service onto the inserted line See Selecting a Product Senicel59 2010 Pearce amp Robinson LTD all rights reserved et Transactor Dental Lab 8 3 Adding a new Line Note item To setup a new code for new Line Note items e From the Main menu choose Product Service Products and Services Ctrl L e In the State box select Note e Choose Add New MM Products and Services Find by Code Fired State NOTE a Shade Mould linge Squier SHADE MOULDS RA L e Enter a representative Code and optionally enter a pre defined description Unless you don t want any user to modify the descript
109. eport seem to have a lot of unallocated credits Why is this There can be two main reasons for unallocated credits See Unallocated Credits 174 e An invoice is not showing up on the statement what should do The Job Document has probably been Finalised booked out charge with the wrong Tax date or hasn t been Bookout Charged More 175 e A Surgeon s sales payment has been entered but it s not showing on the month s Statement Why The Tax Date of the Payment transaction is not in the Statement month or date range You can modify or delete and re enter the payment transaction 571 if is not yet posted or tell the surgeon it will show up on next months statement Use the Surgeon s account history window 521 to find out what s going on 2010 Pearce amp Robinson LTD all rights reserved Frequently Asked Questions 170 e lf my computer crashes will lose all the jobs have entered lf your computer restarts normally your data should be intact otherwise your data may need repairing please Contact Ushiss e need a report that isn t on the Reports menu How can this be set up Let us know what kind of report you would like and we can add it to our Wish List Alternatively if it is required urgently we can do this for a charge please Contact Us t85 for details e want to run Transactor on another computer in my lab Is this possible Yes You need your IT person or supplier to Network your computers then Contact U
110. eports if you use more sales categories such as Sales CrownAndBridge Sales In House Surgery The benefit of using a specialized Sales Order Processing front end eg Transactor for your day to day transactions is that your FAS system is not cluttered up with many thousands of invoice and payment transactions which can in most inexpensive Accounts Programs cause the system to slow down Another benefit of following the simpler approach given in the solution above is that you do not suffer the problems of replicating payment allocations and adjustments after the fact in two separate systems Such things would otherwise cause data entry duplication at best and at worst cause inaccuracies For more information on Transactor s built in sales ledger functionality and controlling your debtors please see the following topics in Transactor Help Also See Accounting Reports 62 15 Definitions 15 1 Copyright Copyright 2010 Pearce amp Robinson LTD all rights reserved 167 15 2 16 Transactor Dental Lab 2009 Pearce amp Robinson Limited All Rights Reserved Information in this document is subject to change without notice The software described in this document is furnished under a licence agreement or nondisclosure agreement The software may be used or copied only in accordance with the terms of those agreements No part of this publication may be reproduced stored in a retrieval system or transmitted in any form o
111. ere editing at the time This utility is available from the Maintenance Menu 155 Walk thru Payment allocation and Credit Note In this section we ll use the Example Transactor to enter some sales receipts look at how they are allocated to invoices and how to create and allocate Credit Notes e Start the Example Transactor Dental Lab See the Coffee Break Tour installed with Transactor e Select the Surgeon 491 Adams B onto the Main Form e Press F11 to View the Account History 2010 Pearce amp Robinson LTD all rights reserved Frequently Asked Questions 176 MN Surgeon Account History Adams B Mr 328 x Invoice Date DocNo Description PATIENT Amount Paid Balance l 114 0307 1311 Job Booked Dut Charge vems 70 00 1418350 2 1740307 113 Job Booked Out Charge Foster L 65 90 1494250 19 03 07 1316 Job Booked Dut Charge Wilona 104 35 1588 600 15 03 07 1321 Job Booked Dut Charge Hughes G 72 00 1660 60 0 20403407 1327 Job Booked Dut Charge Hust K 70 00 1730 600 120403407 1328 Job Booked Out Charge Royces 32 00 1762 600 21 03 07 1333 Job Booked Qut Charge Poole D 60 50 1823100 124 03 07 13397 Job Booked Qut Charge Crockett P 69 50 1892600 1 25 03 07 1341 Job Booked Qut Charge Ambrose P 75 00 1967 600 26 03 07 1344 Job Booked Qut Charge Reynolds M 30 50 1999100 27403407 1349 Job Booked Out Charge Benning P 57 00 2055 100 28 03 07 1353 Job Booked Dut Charge Webb G 52 90 2108 000 12840307 1359 Job Booked Out Charge Rutherford 41 50
112. ery notes can also be printed grouped Printout Type Delivery Note to Practice This means that all deliveries going to surgeons working at a particular dental practice are printed together on one sheet which saves paper and makes it easier for your delivery driver To produce grouped delivery notes 1 When Booking Out jobs output all Delivery Note to Practice printout requests to the Batch Queue NOT direct to a printer 2 At the end of a booking out session call up Print Manager from the Tools menu 3 Select All un printed Delivery Note to Practice printouts and click Print 4 Choose where you want them printed Your delivery notes will be grouped as shown in the example printout See Also Coffee Break Tour Printing a daily report 35 Printing Surgeon address labels Label reports are very useful for printing address labels for mailings or internal administration The reports will print out of the box to standard address labels on A4 Lazer inkjet label sheets 14 to a page as per J8163 L7163 or STAP14 from Staples stationers If you have different label sizes or page format you will need to Change the Properties How to print Surgeon Address Labels for many Surgeons e From the Reports menu choose Surgeons Address Labels e In the Surgeon A c no box either leave it blank all or enter a Surgeon Profile 571 for a group of Surgeons e f you are using a new sheet of labels leave Start row and Start co
113. for a specified surgeon account and month period with a grand total amount Summary Invoice reports are given a reference number made up from the surgeon account number month and year Choose Surgeon Summary Invoice from the Reports menu 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab Report Surgeon Summary Invoice monthly x Options Properties dare Page Format 44210 297 mm ear 2007 Output to Inchide ina items Ho l Preview window 1 copy To produce summary ratas far all surgeons leave Surgeon ac Sart ie number blank Ok Cancel 10 11 Technician Reports The Technician Work Completed and Technician Work Charged are very similar Technician Work Charged DentaLab Limited Period C1 0107 to 1502407 Printed 16 2 2007 15 01 Technician Met Sales Work Units JORM 4358 19 111 PETER S602 45 290 m name 0 00 13960 64 41 The difference is the method of selection Technician Work Completed Selects work that is marked as Completed in the Product Services Properties i C m i fi Acrylic Jacket Crown Modify Line AJC Descripbion Interna Brite a 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing e To See the Technician and Completed boxes in a given Product Service properties use the MORE button in the Product Service Properties See Products page in the Setup Wizard Technician Work Charged Selec
114. fy or press F4 e Ensure the On Bookout box is set to Charge in this example we want to finalise the job when it is Booked Out this time 30 Transactor 6 13 Dentalab Limited Modify Document 1395 Es Fie View Surgeon ProductiServics Action Reports Took Window Help e a Ne E Q fa I 4 i E Mr Berestord BD E Surgeon Aoc Surgeon State Beresford Dental Practice 394 Old London Road Dies Hastings East Sussex Tel 01424 952675 3 Ed Set On Bookout to Charge Smiths Jotun far R Bonided Retainer Non precious Check and adjust job details and prices AR A oaa e From the Action menu choose Book Out or press F8 Confirm ction LY Book Out Job Charge y Doc Ho 1395 Book the current pb out of the lab and charge for it Output Delivery Note to Practice 44 To Batch Queue lico Output History invoice Date 01 09 03 Cancel e In the Confirm Action window ensure Output is set to Delivery Note to Practice A4 to Batch Queue then Press Enter That s it this job is Booked Out and finalised It will appear on this Surgeon s statement for this month 2010 Pearce amp Robinson LTD all rights reserved 33 Transactor Dental Lab After a batch of jobs have been booked in we can optionally print despatch notes with Jobs grouped together by Dental Practice See Printing a daily report 337 Note If required we could have setup Transactor to
115. geons will be produced 2010 Pearce amp Robinson LTD all rights reserved 39 Transactor Dental Lab DentaLab Limited 17 High Street Battle East Sussex TN33 0AE STATEMENT July 2009 Tel 01424 775007 Email salesfrtiancactor 60 uk To Mir B Adams BOS Cooden Dental Surgery 146 Cooden Sea Rd Bexhill On Sea Fast Sussex THS ASL A c No Printed Page 320 5 8 2009 1 of 2 Date Doc Description Patient Amount Balance Balance brought forward 0 00 05407109 1232 Invoice M Carter 54 50 54 50 0540709 1233 Ts De Mr G Miler 65 30 120 40 050703 1246 invoice C Black 56 50 178580 05107708 1247 Invoice hi Fuller 62 50 241 40 DEAD 1252 meiege Mr C Jackson b 65 0 32930 0607109 1253 Invoice Mir D Avhittington 97 30 4 27 20 070708 1259 Invoice hir E Robinson 36 23 48343 TOO FS 1264 Ine P Reece 62 05 43 46 11107109 1270 Invoice J Evans 6 50 631 36 1207109 127 Invoice K Crowther 49 03 650 39 e Click on the Next Page icon to step thru the Statements Nest Page STATEMENT If we wanted to print these statements from the Printer Ilcon shown above we could either print all statements or specify the page number range e Close the Preview Window To produce a statement for an individual surgeon either select a surgeon onto the Main Form before choosing the Report or in the Report Options type in the a c number before clicking OK Try also Running some of the other reports As long as you leave the
116. hutdown of a pc Clear Print Server utility will automatically clear printer problems after a new printer is installed or a print job fails New Clear Printer Assignments button In Tools Printing Setup Output Channels new button Clear Printer assignments Use as directed by Transactor Support team Networked Multi user systems only Master Backup PC checkbox in Setup Wizard Data backups page simplified The master pc server will by default be assigned as the master Backup PC in the Setup Wizard However all other workstations should have this setting un ticked Other minor adjustments Various small improvements in labelling and presentation 16 2 Find out what operating system you computer is using There are many versions of the Microsoft Windows operating system You may be using Windows 98 Windows Me Windows XP or another version To make sure you know which version is on your computer 1 Click Start and then click Run 2 In the box type winver and then click OK The window that appears will show you which version of Windows your computer is using If your operating system has a service pack installed you will see the service pack listed Note These instructions do not apply to Apple Macintosh computers 16 3 How do I export to an Accounting Program The problem e You want your invoices and payments from your sales order system Transactor to show in your existing financial accounts system FAS so that it c
117. ied in the Transactor v61 program group under the Windows Start Menu E Coffee Break Tour Coffee Break Tour PDF ta Maintenance Menu El Read Me Printable User Transactor v6 1 Guide User Guide PDF j Fer Transactor Example Co This manual is in the common PDF format Free PDF viewers are available on the internet if you do not already have one installed Currently our favorite is Foxit Reader To print the manual we recommend a colour Lazer Printer 2010 Pearce amp Robinson LTD all rights reserved 9 Transactor Dental Lab 3 5 Howto buy Transactor e Contact your distributor e Credit Card or Paypal Transactor Website dE www transactor co uk e Other methods Check our website for prices or ring our Sales and Information line Transactor sales and information line de 01424 777877 Other payment methods accepted Cheque Make cheques payable to Pearce amp Robinson LTD and post to Pearce Robinson LTD 17 High Street Battle East Sussex TN33 OAE Please provide your full lab name address and contact details You will be sent a CD and Invoice Bank Transfer Make the transfer to Sort Code 089303 Account Number 70858143 Ref your Lab Name Please ring the sales and information line You will be sent a CD and Invoice 2010 Pearce amp Robinson LTD all rights reserved Introduction to 4 Getting Started lf you have already installed Transactor we recommend
118. ies Rename Code Select See Tic 6 found Addnew Emperies Blue tems Work completion required Select onto form e Enter a Quantity 50 will put 50 in stock 50 will take 50 out Stock InfOut Code GOLDS Quanity In postive Out negative 50 Note from Middleton Precious Metal Supplies 9 Special Job Types This section shows you how to add e Credit Notes ss and e Query Documents 70 9 1 Credit Notes Occasionally you may need to credit a surgeon for for example a disputed job that was previously charged and invoiced to his her account To issue a Credit Note for a previous job 1 Select the job onto the Main Form see Selecting an Existing Jobl 43 2010 Pearce amp Robinson LTD all rights reserved Special Job Types 70 2 Choose Action Copy to New 3 In the Copy to New Document window select Credit Note for the Document Type click New Document 4 The form changes colour to RED details are copied from the original document and then you can make any changes you need to 5 When you have finished editing choose Action Finalise 6 In the Finalise Credit Note window click OK 7 Allocate the credit amount to unpaid invoices see below Alternatively you can start a Credit Note from scratch 1 Choose New Credit Note from the Action menu 2 Select a surgeon account onto the Main Form see Selecting a Surgeon Account 49 3 Ad
119. indow asking for confirmation pops up Initial Selections Surgeon Type Your preferred surgeon type Initial Selections Due Date The default Due Date after Action Clear form This can be blank or a specific date or TODAY or a number of days Initial Selections On Bookout The default On Bookout option after Action Clear form Initial Selections Payment Method Pre selected method when Payment window is invoked to add a new payment Advanced User Preferences Clicking the Advanced button will allow you to set further user preferences These preferences can be useful where the lab has for example a hierarchy of users with the most senior user s being able to access the Maximum number of reports available and actions allowed with more junior users accessing the Minimum number of reports available and actions allowed L1 and L2 are intermediate levels between Maximum and Minimum 2010 Pearce amp Robinson LTD all rights reserved 155 Transactor Dental Lab User Preferences Advanced View Recent History Surgeon Account Selector view oo Usual number of entries listed 10 500 Name Practice Access MANAGER can manage users and printing r Actions allowed M Can add new products and services Min CL Le e Max i Can do refunds 4 Can suspend delete Surgeon Account s Book Out Job Charge Book Out Job Ongoing Clear Form Copy to New Document Delete
120. inson LTD all rights reserved 93 Transactor Dental Lab Dertalab Limited Products amp Services All CODE 4 10TC Sh 27 STCP AIC ARTICULATA A GOLD BCHNP DESCRIPTION 410 Teeth Chrome Shel huhiple Towth 46 Teeth Chrome Plate feric Jacket Crown Anmum Standard Type Precious baal Gold grams Bonded Crown Mon precious Products and Services Sales This report lists in Code order the quantity and value of Products amp Services between two dates You need to provide a From date and a To date for the report Products and Services Usage Panod DIME te 160207 Cade IUTE Hi ST 45TCP AIC BCNP fe mrii 4 10 Teeth Chrome Shel Mishipde 5 Teeth 45 Teeth Chrome Plate Borli Jacket Crown Bonded Crown Nonm precious 10 10 Surgeon Reports surgeons Address Labels This report can print standard labels of various formats for one or more Surgeons See Label Printing Setup Options 02 If you are using a full sheet of labels click Ok Otherwise change the Start Row or Start Column before clicking Ok Aged Debtors This report lists debtors in Account Number order Ds Aged Debtors February 400 acount auld Ni hai P Mi Bers hrd d i P lig P Mr Ats B Mi Sales Totals date range This report lists Surgeon Name amp Account Number Job Number Credit Note Number amp Total Sales You need to tell the report a From date and a To date The system automati
121. invoices Reduces occurrence of unallocated credits Usability improvement Surgeon account s Live Balance renamed Current Balance and no longer includes non finished jobs i e Open documents The current balance more meaningfully shows the account state at time of most recent invoiced or finalised document In addition the value of open jobs i e Unfinished jobs are totalled separately standardised book keeping Usability improvement Toolbar button for Add Payment also available under the Surgeon Menu Exit toolbar button removed minimizing clutter Use File Exit or Window X Usability improvement The term Posting has been changed to Locking This describes more clearly what is happening with the records Bug fix Payment allocations allocation left hanging if a Finalised invoice was un finalised and modified Bug fix Surgeon accounts which are not assigned to any Practice are now visible in the Setup Wizard s No Practice list Maintenance Improvement More helpful handling of Database error on startup KeyOutDate This error may have happened after a power interruption or incorrect shutdown of a pc A message box guides the user to the Maintenance Utility to Re build Indexes to quickly get up and running Transactor Maintenance checks On startup net Ick files are deleted this may help in some cases where a Multi net file error might occur after a power interruption or incorrect s
122. ion when the code is put on a Job Document tick the Can Modify Description box Simple Multi prompe Uppercase Notation Do not print on invoice C Name Input format Surname Inilials Title f If Name display on screen in tomat Des C Hame Input format Title Initials Sumame C Use techrician e Choose Ok 2010 Pearce amp Robinson LTD all rights reserved Products and Services 62 We ve now setup a Code for a Pre defined Line Note that could become part of your Quality Control System See Query Documents 701 8 4 Adding a new Product Service 1 From the Product Service menu choose Products and Services 2 In the Products and Services window click Add new 3 In the Add New Product Service Item window type a short up to 10 alphanumeric characters identification Code and a Description 4 Enter prices for your new product or service in the appropriate price bands You may leave prices blank if you wish 5 Choose a Category which best describes your product or service If you are not sure choose OTHER 6 Click OK to add this product or service to the Transactor database You can also use the Setup Wizardh42 to Add or Modify your Product Service items 8 5 Modifying a Product Service To Modify a Product Service e From the Main Form menu choose Product Services 2010 Pearce amp Robinson LTD all rights reserved e Transactor Dental Lab MM Products and Services x Eind by C
123. ions 311994 Mo 50171 KEEP AWAY FROM THE EXTREMITIES OF HEAT AND COLD Notes This report is very useful because the delivery driver will get one despatch note per Dental Practice even if several Surgeons are at that Practice Also notice the Checked by and Received by signature areas If you prefer to keep Delivery Notes per job or per Surgeon then then you can do this too See the main Help 5 10 Statements In this topic we will preview but not print out Statements for All Surgeons for the example DentaLab 2010 Pearce amp Robinson LTD all rights reserved Coffee Break Tour 38 Limited Printing surgeon statements e From the Reports menu choose Surgeons Statement monthly Report Statement monthly Options gt Properhes Surgeon A c no or Profile name Change Month uy Page Format 442710 297 mm Preview window icopy For ALL surgeons leave Surgeon Ave number blank Groupe can be done by using Profile s OK N _ Comcel You ll get a few options but you can leave these as they are Notice in this example that the Surgeon A c no box is blank this means we ll get a Statement for all Surgeons If the Surgeon A c no box is not blank this is because there was a Surgeon showing on the Main Form when the Report menu was chosen simply clear the Surgeon a c no box e Confirm that the Output To setting is Prevew Window then choose OK Individual statements for all sur
124. l you set up your laboratory name after you start the live Transactor thereafter you can start it at anytime from the Tools menu or toolbar The following steps guide you through entering your lab setup information needed before jobs can be booked in and out of Transactor 1 Start your live Transactor 11 2 Use the Setup Wizardh2 to specify your lab company details including Surgeon accounts and products services 3 Adding Opening Balances 511 to your Surgeon Accounts 4 Set up other optional preferences See New Document Setuplis Printing Setupl154 and User Preferences t52 5 You can now process your jobs 2010 Pearce amp Robinson LTD all rights reserved 13 Transactor Dental Lab 4 6 4 7 If you wish to produce reports of Technician work completed please see Assign technician and work units to itemsl 64 and Users Techniciansh2 See also Basic Working Procedures 40 Back up your Data Regular backups are very important to protect your business from computer failure You may backup your computer s data using your usual IT procedures but we recommend you also use the built in Transactor backup The process is fast and easy once you have used the wizard s Data Backupshs page so that Transactor knows which device or data drive you are backing up to To Backup your Transactor Data e Insert your external storage device if you use one e In Transactor choose Exit from the File menu e In
125. list etc but do not enter any Surgeons or Practices lf you wish to import a similar product list and prices from another Transactor installation you can restore from a backupho then selectively purge unwanted data as follows e From the Tools Menu choose Utilities Clear Database e In the Clear Database dialog tick to delete the Transactions Surgeons and Practice records only then choose Clear Database 2010 Pearce amp Robinson LTD all rights reserved ma Transactor Dental Lab CAUTION For technical support use only Clear Database WEANING This utiy wil delete records Irom pour Transactor database amp amp A ass 5 Delete al Transaction reccade e Jobs Documents and Payments be Delete al Surgeon and Practice records le T Delete all Products and Services CLEAR DATABASE Add a Surgeon Type of Direct Patient e In the Setup Wizard add a new Surgeon Type Direct Patient Add New Surpeon Type DP Drect Patert Presta ba Paean Terres Diet ut Credit Lera On peesertahen of Invoice a Selllermeni Dreri Flete ja Days I Fate and Days are mortero thet enables o lo i Soltlersent Dien lo ba clfered on monthly tlaterents The decouni a offeeed off an er cueca cados IL Applicable to Repair Statement monthly and Shatement urged retl 7 tur 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 120 12 2 Using the Setup Wizard Use the Tra
126. lose If you see any error messages Contact Ushs You should check the location of your backups is correctly set see Configuration and Preferences Set Backup Location 134 The recommended backup storage device is a USB Flash Drive fast and reliable just like Transactor See Also Verify your data backupl15 7 Surgeon Accounts The maintenance of Surgeon accounts will be key to running your business See also Understanding Surgeons and Practices 23 Surgeon Reports 93 Coffee Break Tour 14 More Advanced Procedureshi4 2010 Pearce amp Robinson LTD all rights reserved 49 Transactor Dental Lab 7 1 Selecting a Surgeon Account A surgeon account may be located and selected onto the Main Form in either of the following ways First ensure you have a Clear Forml 187 Select by account number 1 In the Surgeon Account box type the account number and press Enter 2 The surgeon account details will immediately appear on the Main Form Select by name 1 In the Surgeon Account box type all or the first few letters of the surname and press Enter Surgeon Accounk 2 The Surgeon Account Selector window will appear with a list of surgeons matching the name search text Highlight the account you require and click Select 3 The surgeon account details will now appear on the Main Form NOTE See also Surgeon Reports 93 Coffee Break Tourl 147 More Advanced Procedures 14 7 2
127. lt initially installed Surgeon Type settings is ok so skip this topic Initially the Wizard will not show this setup page unless you ticked the box in the Advanced button on the Setup Wizard s home page Setup Wizard surgeon Types Common propeties grouping of sunge n accounts Defaut Settlement Default Credit Discount Price band Lirnit Rates Days Teme 5000 iD Type name al E A y 3 Sugea To change the settings for the default Surgeon Type Start the Setup Wizardh2 e Choose Advanced and ensure Surgeon Types is ticked e Choose Surgeon Types from the Skip To drop down list e Highlight the Surgeon Surgeon Type and click Modify 2010 Pearce amp Robinson LTD all rights reserved 129 Transactor Dental Lab Modify Surgeon Type Default Price Band NHS ri De Payment Terms 30 Days Default Credit Limit 5000 Settlement Discount Rate 2 Days eo o Cancel You can modify the following Type Name Initially this is set simply to Surgeon recommended however you could change this to something else eg Normal Surgeon Default Price Band When you create a New Surgeon account this is the price band that will be initially selected You can over ride this setting in the surgeons account record Payment Terms Any Surgeon accounts that are of this Surgeon Type will have this printed on their monthly statements under Terms Defa
128. lumn set to 1 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing 100 Report Address Labels Options Propeltiez Surgeon A c no for Profile name i y Start Row 1 Page Fomat A4 210x 297 mm Start Column 1 STD Include Teho No Previews windows 1 copy le Close this window alter clicking OF For ALL surgeons leave Surgeon A e number blank Groups can Uf be done by using Profile s Close i e f you want each sheet of labels to be repeated set the number of copies With these settings this is the equivalent of stating how many labels you want repeated for each address e Click Ok to Preview your labels MA Transactor Print Preview Gua 129 Hib Batlle Dental Surgery 29 Mount Street Batile East Sussex THs DES Bexhill Cental Surgery 41 London Road Bexhill On Ses East Sussex TH SLB Cooden Dental Surgery 146 Cooden Sea Rd Bexhill On Sea EJA Sunrex Berestord Dental Practica 294 Old Landon Road Hastings East Sussex TH25 SBEL Bohemia Dental Practice 129 131 Bohemia Road St Leonards On Sea East Sussex THI7 GRE Give Dental Surgery The Growe Battle A East Sussex A Ps or specify the account number and print whole sheets of the same address 2010 Pearce amp Robinson LTD all rights reserved tor Transactor Dental Lab Report Address Labels Surgeon A
129. m isn t visible Someone has closed the Inner window which displays the Main Form Click View Form A on the menu bar or click the Form button top left on the tool bar e f you booked a job and charged for it can you still bring it back and modify the details lt depends on the circumstances The answer is yes if you ve booked the job out and haven t performed an end of month Locking of Jobs in that date range yet See Locking of Finalised Documentsho4 and Modifying a Jobl44 2010 Pearce amp Robinson LTD all rights reserved 169 Transactor Dental Lab e A surgeon overpaid me How do give him a refund When the Surgeon details are on the Main Form make a payment transaction of type Debit Refund and choose the Refund Method method More 53 e How do back up to a different drive or device Use the tool to change the backup to drive Backing Up amp Restoring Your Dataho e How do I get Transactor to automatically print 2 or more documents rather than 1 Go to Tools Printing Setup Printing on Confirm Action In the right hand column you can change the number of copies you print for e g Invoices Credit Notes and Delivery Notes See Printing On Confirm Action 7A e How do I change which printouts automatically come out when action a job Go to Tools Printing Setup Printing on Confirm Action Transactor sets certain defaults for what is printed when you book in book out jobs etc
130. memory stick can hold many backups and are inexpensive enough to have several in rotation The reason for doing regular backups is to guard against the chance of your computer developing a hardware fault becoming contaminated with a computer virus or even someone accidentally deleting files Backup Strategy A simple data backup strategy you could consider would be using several External Storage Devices such as a USB memory stick Label one Daily and the other Weekly Daily Insert the Daily Memory Stick then back up as normal when exiting Transactor Weekly Insert the Weekly Memory Stick then back up as normal when exiting Transactor then keep 2010 Pearce amp Robinson LTD all rights reserved that Memory Stick separate and in a safe off site location for the next week Monthly After doing your weekly back up store away the Weekly Memory Stick for a month substituting with another Periodically say a few times a year you should delete the older backup files to save your computer or your removable storage device becoming cluttered up N B Always leave the backups which are dated in the last month or so To Restore Your Data Warning Improper use of the Maintenance Menu facilities could damage your Transactor data Contact Ushes if you are not trained with this facility Insert your external storage device if you use one Close Transactor if is running Select Start All Programs Transactor v6 1 Maint
131. n LTD all rights reserved Surgeon Accounts 58 Modify Surgeon Account 14 Professional titles eg BOS C gt wr e company name Typa Beresford Dental Practice UIgeon lidacodin Tal rua 01424 952675 Faw T al EMad Added 01 09 98 Modified 07 02 02 Notes Ok Cancel e In the Change Surgeon Account Profiles dialog click Add New Profile Change Surgeon Account Profiles Choose from Selected No Mai No usual Devern Hote printing No usual lnvcece printing aden pote J Modiy poi e In the Add New Profile dialog enter an easy to type group profile name eg group 2010 Pearce amp Robinson LTD all rights reserved 59 Transactor Dental Lab Add Mew Profile e In the main Profiles dialog highlight your new profile name in the left window and click Select gt Change Surgeon Account Profiles No Mai Ho usual Delivery Mote printing Ho usual Irmbice pirti e In the Surgeon Account dialog you should see that this Surgeon is now assigned to a member of the group1 profile LATUA Bie LPRA AL See also Label Printing using Profiles and Groups 80 8 Products and Services 8 1 Selecting a Product Service The Product Service line items are those that are predefined and stored in the database using the Product amp Services windowl 62 and they are identified by a Code 2010 Pearce amp Robinson LTD all rights
132. n the DENTAL PRACTICE box 5 If the Dental Practice address is the same as the Invoice Address for this surgeon account tick the Same as above box The practice address will automatically fill the Invoice Address details Go to step 7 Otherwise if the Invoice Address is different leave the Same as above box unticked and enter the Surgeon s Invoice address Add New Surgeon Account Surname Initial Title s mith ly ohn Mr l company name DENTAL PRACTICE Berestord Dental Practice 394 Old London Road Hastings East Sussex TM35 5BL Tel 01424 952675 Change 7 Same as above a dd INVOICE ADDRESS Steet Steet a4 0 Tick to auto fill the Invoice address Town County Jessy Fosteode Tus Tel mo 01424 952575 Fax Tel EMail Notes Added 17 08 03 Modih ed 1408 08 Professional titles eg BOS BDS Typ a Usual pices Suge x NHS Credit limit Discount oo fo X 6 Fill in the rest of the Surgeon Account details and click OK to add the new surgeon account to the Transactor database 2010 Pearce amp Robinson LTD all rights reserved 51 Transactor Dental Lab See Also Understanding Surgeons and Practices 23 Tour Surgeons 21 7 3 Adding an Opening Balance lf a new surgeon account has an existing account balance to carry over from an old system you must add an opening balance to the account To add an opening balanc
133. n your work Transactor s intuitive user interface is transparent and straightforward All the technical details are handled in the background by the program What you see is what you get You can spend most of your time getting on with your work rather than handling paperwork and phone calls Work ina team Transactor can be expanded to Networked Multi user so you could for example be booking work out work on one pc and booking in or looking up or amending job details on another simultaneously Using a computer to track your jobs and do your invoices or statements can be fun Don t believe it Give it a try with Transactor 2010 Pearce amp Robinson LTD all rights reserved Introduction 4 3 2 Features Dental Lab Transactor is a professional Dental Laboratory administration software package with the following main benefits e Easy to get started Use the Coffee Break Tour Quick Start Tutorials and Step by step setup wizard e Fast booking in and out It s never been this easy to process jobs The main Form gives you quick access to all Jobs Patient Surgeon and Surgery details e Flexible Invoicing Invoice per job or by monthly summary invoice or a standard account statement e Powerful Job Tracking even if you don t have the job number handy e Customizable Job Details Reduce repetitive typing by setting up default entries and template line items to go on new Jobs Collect additional information using custom field
134. name eg Logo bmp into the box below the one containing PForm wmf e Enter approximate X and Y position pixel values about 100 1CM from the top left of the paper to the top left of the logo You will need to experiment to get this right e Choose Close Print a Patient statement to the Prevew Window to see your logo s positioning and go back to Printout Type Properties to adjust your X and Y values until correct PATIENT STATSVWAYT DentaLab Limited 17 High Street Battle East Sussex Al TN33 QAE roe reod Reduce the Pos Email sale value by about 100 to if you have any queries regarding thefit or performancea bring the logo 1 CM to YOU appl lance you should contact the presen bl ngcienti st for f he left Ai further information To add or change the background image Preparation The default image PForm wmf is already located in in the C tran61 lab exe folder on your PC Your graphics designer may modify this or produce another The file type must be either bitmap BMP or Windows Meta File WMF The filename must be less than 8 characters with no spaces so for simplicity rename your file to PForm2 bmp or PForm2 wmf The image should have been supplied by your graphics designer as a high quality graphic to the correct intended size e Inthe Printout Type Properties e In the Pictures group box enter the new background image file name eg PForm2 bmp into the upper box currently containing PF
135. ng 21 7 done He A Ed Gh FE PE FA FI m r m ae et A De elt iw DATA BACKUP FINISHED x Press any key to continue i end in done e f you observe any error messages check that your backup device is correctly inserted and that the Default Backup Drivelis4 is correctly set Verify your data backup Monthly check e When you exit Transactor do your usual backup but take a note of the Backup Drive letter 2010 Pearce amp Robinson LTD all rights reserved 159 Transactor Dental Lab End Session x 2 Are you sure you want bo Exit Transactor Exit Transactor and Backup data to dive G In our example it s drive G we are using a USB memory stick e After the backup is done open Windows Explorer Use the combination Windows Key E or My Computer Icon e In Windows Explorer navigate to the Drive noted earlier and locate the most recent compressed backup file The last Backup File created should be visible The naming convention is MMDDHHNN Month Day PATRIOT G File Edit View Favorites Tools Help Q bak O f P Search 5 Folders 3 gt Address sa 6 Folders x Name Size Type Date Modified E Desktop Other files Folder 13 08 2009 11 59 W My Computer Losi 31158 zip 1 572 KB Winzip File 13 08 2009 12 10 El e Local Disk C Dosi21601 zi 1 520 KB Winzip File 12 08 2009 16 03 Se MUSIC 0 E ee Data Er Last backup tile has
136. ng Tax date in other words the Invoice would appear if you produced another statement for a different month This may have occurred because you Bookout Charged the job after the end of the month but forgot to alter the Tax Date in the Bookout confirmation window If the job document has been Posted then you won t be able to change it so either explain to the Surgeon that it will appear on a future statement or issue a Credit Note and create and Bookout Charge a new Job Document using the correct Tax Date To change the Tax Date bring the job onto the screen choose Action Modify then Action Book out amp set the Tax Date 2 The Job Document is not yet Bookout Charged If it was simply Booked Out Action Book Out F8 then Transactor thinks it is an ongoing job pending return from the Surgeon If you intended to book this job out and charge raise an invoice retrieve the job onto the Main Form choose Action Modify then change the On Book Out box to Charge Finally choose Action Modify You may want to set the Tax Date as appropriate in the confirm dialog Computer Crashes lf your computer restarts normally your data should be intact otherwise please Contact Usli85 before doing anything If you were editing a job when the computer crashed you should be notified of any data errors when you restart Transactor There is a utility which will usually repair your data if damaged although you may lose the job document you w
137. nsactor Setup Wizard to set many common Configuration and Preferencelt1f items The wizard starts automatically until you set up your laboratory name after you start the Live Transactor thereafter you can start it at anytime from the Tools menu or toolbar When you first Set up Transactor for your labl12 you would typically follow the on screen instructions on each page pressing Next until you get to the last page After clicking Finish exiting the Wizard you will have a blank Transactor window so either click FORM A or exit and log back in to Transactor Transactor 6 1 Devonshire House Dental Laboratory File View Surgeon Product Service Action Reports Tools Window Help ll E amp te E Es lq 4 P El Fom a F orm A To run the Setup Wizard e On the Transactor tool bar click the Setup Wizard icon or e From the Transactor Menu choose Tools Setup Wizard 2010 Pearce amp Robinson LTD all rights reserved 121 Transactor Dental Lab Transactor Setup Wizard s2 This Wizard allows pou lo easiy view or make changes to your Transactor sethrigs fou may cick Finish at any time The Wizard can be re slaibed by choosing Selup Wizard from the Tools menu or by clicking the wezard button on the toolbar Es If you need help vist our website al ves transaction couk or SE swpen ansacior cous y 01424 777877 tor Free Trial or Premam supported users andy Chick Next to continue A
138. ntal Practices he Surgeon Accounts F Products and Services F Plinting Setup 4 End Page e Click Next until you get to the Users technicians page e Tick Enable Logon for Users Users Technicians Add all the people who wal be using Traneactor including technicians Username Fill name Userlode Marge El Add New Mad Delete Tick Enable Logon for Users 5 Enable Logon for Users NOTE MANAGER is the only user account set up initially after installing Transactor MANAGER has a blank password by default so initially you can log in quickly without entering a password 2010 Pearce amp Robinson LTD all rights reserved More Advanced Procedures 150 See Also Add or delete a user 142 Change a User Password 4 User Preferences 152 13 2 Printout Type Properties To Configure Printout Type Properties e Inthe Main Form from the Tools Menu choose Printing Setup PrintOut Type Properties Setup or modify Printout Type properties of Invoices Delivery Notes Credit Notes Job tickets and Reports such as Statements and Price Lists etc These properties include paper size font size and switches for printing to pre printed or blank paper Printo ut ype P raperiies h i l x Printout Type b Enabled Page Format Invoace isd f d 210 297 mm gt Pant r Detal ines l M Title fo Starthow Olfset Your lab name and address 0 Fontsize 7 16 Y Separator lines ba
139. ob document 1344 and the auto apply facility uses a oldest first method to allocate credits CREDIT CHEQUE 1268 Unappby es 00 DEBITS p d with this credit and those stil oulslanding inv Date DocHo Descrip rages a il Paid a 1365 Document Jermmg s 5 95 91 35 9 000 3 found Totals 45152 211900 This Surgeon will need a Credit Note unless it is to remain in dispute We ll do that later for the moment we ll just apply the Cheque amount and carry on We can deal with the part allocated credit in two ways We ll be using Method one in this walk thru Method One We could leave the Auto Applied allocations as they are Once we have made a Credit Note for the 30 50 we will Auto Allocate that credit and that will pay off the part balance showing Method Two We could choose Un Apply then highlight all the Invoices up to DocNo 1344 choose Apply and then highlight and Apply the remaining Credit to to the other valid three invoices in turn 2010 Pearce amp Robinson LTD all rights reserved Frequently Asked Questions 178 CREDIT CHEQUE 1234567 MES DEBITS paid with this credit and those shill outstanding Inv Date DocHo Descriptor Orig Ami Due Amt Ced Paid 030 75 00 0 00 57 00 52 90 41 50 0 00 Totals 451 52 2119 00 When we have created a Credit Note we ll be able to use that to allocate to the 30 50 balance on documen
140. obsho tool to protect finalised jobs from being modified accidentally Did You Know e Did you know you can work with two Main Forms at the same time Use the FormA and FormB button at the top left of Transactor s main window More s e Did you know you can find a Job even if you don t have the Doc Job No or Surgeon Account You can either search for the job by Patient Namel10A or look through the list of Jobs by Date and Job Status More 43 e You can add or remove automatic lineitems from the Job Template area that show on new jobs You can configure Transactor to automatically have a certain layout on the screen when a new job is started Any of your existing defined Line Notes can be made to appear in the new job More 15 e Did you know that you can buy a Battery Backup unit that will protect your computer from power interruptions See Protect your PC from power failures 160 e Did you know Transactor can be configured so you don t have to log in See Enable username and password log inh4 e Did you know you can use Transactor to implement a Quality Control System on your Customer Services You can record and monitor customer enquiries and complaints using Query Documents 701 e Did you know you can Email Invoices and Reports See the FAQ How to Email Documents Invoices or Reports 173 e Did you know you can see what s been going on in order of when it happened In Main Form from the View Menu choose Recent His
141. ode Find State SALES ITEM Property Code Description Price NHS Stock Category GATOTESM 4 10 Teeth Chrome Skel Multiple pes Prosthetics 4 87 4 8 Teeth o a 3750 yes Prosthetics 4 8TCF 4 6 Teeth Chrome Plate 101 50 pez Prosthetics AJE Acrilico Jacket Crown 15 15 ES Crown B ridge ELHP Bonded Crown Norn precious 47 48 pez Crowng Bridge ECF Bonded Crown Precious 55 02 pez ErovmnkbBridge BESP Bonded Crown special edition 54 53 pez Crowr amp B ridge BPNP Bonded Pontic Non precious 41 90 pez Crowng Bridge BRNF Bonded Retainer Morn precion 51 39 yeg Crowin amp B ridge CER Cold Cure Reline 7 17 pes Other l 43 found Add new Properties a Y Blue items Work completion required Close e In the Find by Code box enter the first part of your Product Service or leave it blank e Scroll down the list to highlight the Product Service e Choose Properties Product Service Properties x Description Category Bonded Crown Mon precious CROWN amp BRIDGE Band Price HHS n 47 48 State Independent i 79 80 7 Private p 88 28 Default Quantity f l Can modify description W Discountable Do not print on invoice if tern is zero value More Cancel See also Adding a new Product Senicel 62 2010 Pearce amp Robinson LTD all rights reserved Products and Services 64 You can also use the Setup Wizardl42 to Add or
142. odes se to carry the manufacturing locations and the appropriate ORIGIN code s added to the relevant job Origin of Manufacture The statement must declare either the complete appliance has been wholly manufactured within the EU or not been in which case the manufacturing locations must be listed By default Transactor will print a Patient Statement with the simple All within EU declaration However if ORIGIN1 or ORIGIN2 codes are found on the job Transactor will automatically replace this with the non EU statement and print the list of manufacturers 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing e Code Description PATIENT Anderson B SHADE D7 NOTATION R 6 L G ME Maryland Rochette Bridge SM study Model ORIGIN Zang Chi Dental Lab 21 Block ZangLang Incl Pa Bejing China _ _ ORIGINA If a lab normally out sources work to outside the EU then Transactor can be setup to include ORIGIN codes automatically on each job thus saving tedious data entry Ifa lab always needs to declare non EU manufacturing locations then it may change the background image of the template to contain the required information so that ORIGIN codes don t need to be used A4 and A5 Templates e There are 2 templates to choose from A4 and A5 Both can cater for the simple case All within EU or multiple non EU manufacturing locations The A4 template has space for up to 3 manufacturing locations in
143. oduct or Service click Add New You can make changes by highlighting items in the st and clicking Modify or Delete Click Add New to enter new products and services Add New Product Service xj Code D escriptiori Category OTHER Prices Band Pre NHS fe OO sala Independent i SALES ITEM Private pj Defaut Quantity Can modify description W Discountable T Dro not print on invoice if Rem i zero vale Moe E toro And then OK to complete entry of each Product Servce lf you make any mistakes you can always 2010 Pearce amp Robinson LTD all rights reserved 143 Transactor Dental Lab Modify or Delete MN Products and Services Find by Code Find State SALES ITEM n Pice WHS a siek Eae 4 1 4 10 Teeth Chrome Skel Multiple 107 55 yes Prosthetics a 4 8 Teeth 37 50 pee 4 8 Teeth Chome Plate 101 50 pes i Acke Jacke Crown 15 15 es rower Bonded Croan Nor precious 47 48 yes E id Bonded Crown Precious 55 02 pes Br Es Bonded Crown special ection 4 53 aes I BPNP Bonded Ponte Non precious 41 90 yes Ciown Bridge BRINP Bonded Retainer Nor precione 51 39 pes Ciomm Bridge CCR Cold Cure Reline 17 17 peg Other gt Bonded Crown special edition CROWNEBRIDGE Band Price NHS nj 5453 State Independent ij 85 60 Pivatelp 340 Default Quantity 1 bf Discountable T Do not print on in
144. on 2730 86 D SEM 1339 16 03 07 Beresford J Mr BDS 274 Beresford Dental Practice meeen 394 Old Lon 5 Hastings E LACRA teed a gt TN35 SBL Tek 014249 Find by Code 0 Find State NOTE y QE Enter Customer Services Erguin here mole yes m complained that there were 3 late delveries last week T Do net print on invoice _ Comcel te E a MIA jo lf the query or complaint has a result resolution now add a line item with the appropriate Q code and choose Action Finalise lf the query or complain is to be resolved later choose Action Hold To Monitor or Finalise Active Unresolved Queries e From the View menu choose Jobs Documents e In the Find box select Queries on Hold 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab 10 10 1 MM Jobs Documents Find Que es On Hold Stat Date Invoice Date Doc Mo Surgeon PATIENT Amount Paid intema Note 16 03 07 1389 e Select the appropriate Document row and choose View lf you wish to resolve and finalise the Query e In the View window choose Select Onto Form e Choose Action Modify e Add a line item with the appropriate Q code and choose Action Finalise Reports and Printing Running a Report Reports are run from the Reports menu They can be displayed in a Preview Window or sent directly to a printer To Run a Report e From the Rep
145. onfigured By default when you first install Transactor you will be prompted to Output a Delivery Note to the Batch Queue Confirm Action gt EL Doc Nex 1388 Print Document Issue prntout request s for the cunent document 1 copy Output History What s the Batch Queue explain Print Manager printing a batch select All then print then they are in a Printed batch as opposed to unprinted In essence this is the best way for a lab to print Delivery Ntoes 6 8 Deleting a Job To Delete a Job 1 Select the job onto the Main Form see Selecting an Existing Job 43 2 If the job is eligible to be deleted you will be able to choose Action Delete or press F6 3 In the Confirm Action window click Delete Job Transactor will will retain a record of this job being deleted but it can t be undeleted 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab 6 9 Note If the job is not eligible to be deleted it will have been Locked 168l or the Action is not appropriate for some other reason See Also Listing all Jobs amp Other Documents 47 Understanding Actions 17 Listing all Jobs amp Other Documents All the Job Documents on the system regardless of which Surgeon or Patient will be viewable from this window To List Jobs by Job Status e From the View Menu choose Jobs Documents e Choose a Job Status from the Find drop down list Labs
146. oose nvoice Totals or Statement Balances and you will need to provide a date range The system automatically suggests a To date of today s date and a From date of 2 weeks ago but you may want to choose your own dates Practice Summary monthly This report produces a monthly summary per Dental Practice You can choose Monthly Invoice Totals or Statement Balances and you will need to provide a month and a year 10 9 Products amp Services Price List This report lists the products and services your lab provides You can sort by Code Description or Description Excluding Code The example shown below is sorted by Code You may also choose up to 3 types of Price Bands to list Different Price Bands are created on the Price Bands screen of the Setup Wizard The Example Company has 3 price bands set up as examples NHS Private and Independent Products amp Services ad 3 7 i Bati Price List February 2007 geu PE THF QAE Tek OZ rE Emal ale eg Fae i E CODE DESCRIPTION HHS 107 Sii 410 Teeth Chrome Shel hiutiple 107 55 8T 43 Teeth 37 50 STCP 5 Teeth Chrome Plate 101 50 AIC Ferglic Jacket Crown 15 15 BCNP Bonded Crown Norprecions 47 48 BCP Bonded Crown Precious 55 07 Products and Services This report lists Products and Services The report can be sorted in Code or Description order You can include 3 types of Products and Services All Stock Controlled or ReOrder Info only 2010 Pearce amp Rob
147. or Dodds You ll also see his payments e Highlight the job for the patient Parrish M DocNo 1381 and click View 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab e f you scroll up you ll see the items at the top of Mr Dodd s list are in black This means they are locked and cannot be modified The Main Help explains about Locking and Un Locking of Job Documents MN Surgeon Account History Dodds P Mr 204 Invoice Date Docho Desenplion PATIENT Amount Ped Balance q Job Booked Out Charge 1346 Job Booked Out Change Lace a 52 00 411 730 Job Booked Out Charge y Job Out Chane Porcelen Veneers Select onto Farm You ll see a summary view of the selected job in a window We ll go the whole hog and select this job onto the main form e In the Document window choose Select Onto Form 44 Transactor 6 15 DentaLab Limited Document 1381 ia File View Surgeon Product Service Action Reports Tools Window Help 0 0 SS amp te Q E Mo 4 PO MO MrPDodds BDS hir P Dodds BDS 204 Doo Me 03 0809 Robertsbridge Dental Surgery 69 High Street 7 Parry Robertsbridge East Sussex Lisual Prices dependent di TH32 5AP Change Tek 01424 879089 ee 10 08 09 Mon m Parish M ME 4 8 Teeth Chrome Plate 122 85 Porcelain Veneers 71 001 Now we have a job shown on the Main Form It is in a Read or Viewing state with grayed
148. orm wmf e Choose Close Print a Patient statement to the Prevew Window to see your new background image s positioning and go back to Printout Type Properties to adjust your X and Y values until correct To configure printing a Patient Statement automatically on Book Out e From the Tools Menu choose Printing Setup Printing on Confirm Action e Add Patient Statement A4 or A5 to the Printout Type list e On the required check boxes in the correct row and choose the Output and number of copies 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing s Usual printing when Actioning documents from this PC x M Printout Type Condition Action Dulput To g Copies Em ii Srg 5 oOo o Trae i Ae O o E 2 g 2 E St EE e aa 255935293 ECO ReG6G 2 o S22 ss ee oo o o O E wow 00 0 Ll E TE li 0 0 Job Ticket 44 nn ee A Painter 1 copy I Invoice 44 Bea f Be 3 Batch Queue 1 copy Credit Note 44 j OOO RTT MT Previewwindow xli Delivery Note to Practice Ad hal I MAA AA E amp Pirates IE 2 copies Patient Statement 44 Maira iL LEHE Zt cow al Do J IEE d Ir A E AN EY e Click Close e When you book a job out in future you will be automatically prompted to print a Patient Statement Also See Setting up Manufacturing Location Origin codes se Printing Patient Statements 87
149. orts Menu choose a report from one of the report groups 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing General Pb Jobs be edo Address Labels Products and Servic d Delivery Motes by Due Date k Surgeons Practice Summary date range Technicians Practice Summary monthly The Reports menu has been divided up into 5 Sections General Reports 77 Jobs 78 Practice Reports 91 Products amp Services 92 Surgeon Reports 93 Technician Reports 97 e In the Report Options window select your report Options these will vary depending on the report e If you want to alter the underlying Properties of the report such as Page size click Change e Choose an Output destination for the report this is pre set to display in a Prevew Window on screen from where it can be printed if required You can also choose to output direct to a printer if you wish Printing an example report Price List e From the Reports menu choose Products amp Services Price List e In the Report window select your report Options these will vary depending on the report e Choose the Prevew Window Output destination for the report from where it can be printed if required You can also choose to output direct to a printer if you wish 10 2 Printing On Confirm Action On some actions such as Book Out Charge you may want certain documents printed automatically an Invoice perhaps The printing behaviour can
150. our list If you have any missing numbers create dummy surgeon accounts to use up the number then mark them deleted in transactor If you have two Laboratories or Departments working under the same company but with separate Transactor installations it may be advantageous to align your Surgeon account records if both Labs Departments do work for these Practices If this is the case contact Transactor support who will be able to help by duplicating your Surgeon records from one Transactor installation into another 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 134 Document Job Numbering These numbers are normally assigned automatically as you book jobs into Transactor You can if you wish type in your own job numbers on booking in Alternatively you can keep with automatic numbering recommended but assign a starting off number A Job Document s number is shown on the Main Form at the top right Possible reasons to turn off automatic numbering of Job Document numbers You may have pre printed Lab Prescription pads which you give to your surgeons and you want the Transactor Job Doc number to be the same However also consider leaving Job Doc numbers automatic and using the Reference box for your Prescription reference instead 12 2 8 Data Backups When you exit Transactor you are given the opportunity to do a data backup The destination drive for the backup operation is pre set using the Setup
151. paid Invoices 58 Making a Refund Payment There will be occasions when you wish to debit or refund a Surgeon for example a surgeon overpaid or you over charged If you over charged for a job don t forget to issue a Credit Notel 691 first There are two likely scenarios you may come across when dealing with Customer refunds 2010 Pearce amp Robinson LTD all rights reserved Surgeon Accounts 54 Surgeon Was Over Charged 1 Issue a Credit Note e9 2 lf sending a cheque to the Surgeon then in Transactor make a Debit Refund Payment Transaction choosing Cheque Refund as the Payment Method Surgeon Overpaid Option A Leave the extra credit on account lt will be used up with future sales to this customer Option B Send the extra money back as a refund cheque Cash or Bank Transfer 1 Send a cheque to the Surgeon for the Overpaid amount 2 In Transactor make a Debit Refund Payment Transaction choosing Cheque Refund or other appropriate Payment Method How to Make a Debit Refund Payment Transaction In short when the Surgeon details are on the Main Form make a payment of type Debit Refund 1 Select the surgeon 491 on to the Main Form 2 From the Surgeon menu choose Payment 3 In the Payment window click on Debit Refund in the top right corner 4 Choose a payment method from the dropdown list the amount to refund then click OK Payment Beresford J Mr 214 Payment Date
152. ple lab data will not affect your live system Once you have completed the tutorials you are ready to Start your live Transactorl11 and then Set up Transactor for your lab 12 Start your live Transactor To Stan Transactor e Double click the Transactor icon on your desktop 2010 Pearce amp Robinson LTD all rights reserved Getting Started 12 Transactor v l or e From the Windows Start Menu choose All Programs or Program Files Transactor v61 Transactor v61 Logging On In the standard single user installation you will not need to log into Transactor If you are prompted to logon type MANAGER as the Username and leave the Password box blank Click OK Logging on with a username and password is optional in the single user version of Transactor If later on you want to force anyone who uses Transactor to log in you can use the Setup Wizard to Enable username and password log inli4a Note MANAGER is the only account set up initially after installing Transactor See Also Add or delete a user 14A Change a User Passwordl43 User Preferences 152 45 Setup Transactor for your lab By now you would probably have done the Coffee Break Tourl 11 but if not we strongly recommend you do so unless you are very familiar with this type of computer software Having completed the Coffee Break Tour you are now ready to start using the live Transactor for your lab The Setup Wizard starts automatically unti
153. ption such as Ongoing might be useful Explaining the On Bookout box This little beast does a lot to reduce invoicing errors and unnecessary typing but it does like to be treated right The right treatment means correct initial setup of the On Bookout Options h3 and the User Preferences 154 by the lab manager The On Bookout box is displayed on the Main Form and shows what should happen as regards finalising the job when the Book out F8 action is done Surgeon Account Surgeon Mr J Beresford BDS 274 CREDIT LIMIT Beresford Dental Practice rBon her me Fieference A 394 Old London Road ij emo Al box sual Prices NES Hastings East Sussex Usual Prices independent 1 TNS SBL On Bookout Charge Tel 01424 952675 AA 30 11 07 En On Bookout On Going When the Job is booked out it will be temporary without charging If you retrieve the job details 43 during this period the Job Status will display Booked Out On Going On Bookout Charge When the job is booked out An Invoice will be generated on the system but may or may not 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 132 be printed at this point depending on your configuration 741 Transactor can be configured to compliment most dental lab s ways of booking out and charging Labs that usually Invoice for each stage If your lab is one which invoices for every stage every time a job leaves the lab th
154. ptions Y Black items are Locked cannot be changed e Choose Action Modify F4 e Enter the financial line items such that the total amount is correct e Choose Surgeon Add Payment CTRL P if the customer patient is paying now 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 118 2 Transactor 6 17 WHILE U WAIT DENTAL SURGERY LTD Modify Document 20202 ojx Fle view Surgeon ProduckjService Action Reports Tools Window Help _ x Sa E E SS te Q tl 4 1 l Mi Gordon Brown E Direct Patient 380 00 C Su eon Attimi Mr Gordon Brown 1302 TT Retirement Villas Robertsbridge East Sussex TMS SPP Tek 01424 777877 State in Doc Alo 2002012 24 08 10 Feherence AA Private p l A Invoice Change 7 re 26 0840 Thur Desorption SHADE NOTATION R L dentures causing soreness may need new ones have been in use for 12 years FF Acrylic Dentures Inchisive 380 00 p Doc Balance 0 00 Notice that the Doc Balance shown at the bottom left will not be 0 00 if the payment is not correct e Choose Action Book Out F8 Configuring Transactor for Operating as an In House Surgery or Denturist Department e Install Transactor onto a separate pc from a trial CD full installation CD or from the website download e Use the Setup wizard to setup the company name product
155. r any means electronic or mechanical including photocopying and recording for any purpose other than the purchaser s personal use without the written permission of Pearce amp Robinson Ltd Dedicated Server A dedicated server is a single computer in a network reserved for serving the needs of the network A dedicated server could also be a computer that manages printer resources Note however that not all servers are dedicated In some networks it is possible for a computer to act as a server and perform other functions as well Although some Labs use the server as a workstation as well it s not recommended because the whole network may become unreliable due to various applications running directly on the server which affect all the other workstations on the network lf for example you wanted two workstations for use with Transactor or other applications you would need 3 computers 1 of which would ideally be more powerful and used as the dedicated server Data files for Transactor and your other shared applications such as document files would be located in shared folders on the dedicated server Servers in particular should be protected from power interruptions See Protect your PC from power failures t6b Contact Us 185 for more information about installing Transactor on a network Frequently Asked Questions This section covers some problems that are frequently encountered by users of Transactor The questions are organized b
156. r box and press Enter This is a work around solution so think of the Surgeon Account in terms of being the Customer Patient from now on 2010 Pearce amp Robinson LTD all rights reserved 117 Transactor Dental Lab it Transactor 6 17 WHILE U WAIT DENTAL SURGERY LID Fu E kia E pz ac De y fe el CE ee a es AO 4 il ree yew Surgeon Productinerace Acnon Reports vols Window Helo y a kana an H dE y y a EE l Surgeon Account Direct Patient Sta A Private pp ig MM Surgeon Account Selector Find a Sa _ Find Sungeon name Practice name amp address or Invoice address only Brown Gordon Mr 7 Retirement Vilas Robeitsbridge East Sussex TMS8 BPP Brown Jessica Me 24 Mung Bean Street Battle East Sussex TN34 DEE lf this Direct patient was given an appointment or been treated here before they should be listed under Surgeon Name choose Select or Add New e Choose Surgeon History or double click the Customer Patient address to bring up the History list e Right click the row with description Job Booked In and choose Select onto Form If it s not there see Booking an Appointmenth13 MM Surgeon Account History Brown Gordon Mr 1302 Invoice Date Description J a b Ae ik d lr 1 PATIENT Amount Paid Balance ee 0 00 Paid by History Information Select onto Form Total operc 000 CURRENT BALANCE O
157. ra security features compared with older versions of Windows so we need to make a few extra settings after installing Transactor before the Transactor programs will run properly The properties for the each of the Transactor Shortcuts must be set to Run as administrator as follows e Right click the Transactor v6 1 shortcut on your Windows Desktop 2010 Pearce amp Robinson LTD all rights reserved 11 Transactor Dental Lab 4 3 4 4 Choose Properties from the popup menu In the Properties window click Advanced Tick Run as administrator and click OK Click OK again to close the Properties window Do the above for each of these other shortcuts found in the windows Start Menu All Programs or Program Files Transactor v61 Maintenance Menu Transactor Example Co Transactor v6 1 Notes In Vista if you want to turn off the permission warnings each time you run the program you can turn User Account Control off See the readme txt file in C tran61 lab exe or Contact Us 135 Don t worry if If you are unfamiliar with these terms Contact Usl84 and we will talk you through it Also See Getting helpl 8 Website FAQ _How do i run Transactor on Vista 32bit or Windows 7 32bit Use the Coffee Break Tour Using the Coffee break tour Do the Coffee Break Tourl 14 now to get familiar with using Transactor Example Co which will give you hands on experience using example lab data Anything you do with the exam
158. re you sure you want to Modify this job message you can turn this off in User Preferences 15A When you have completed the changes you must choose one of the following Actions Book In Book Out Hold or Delete See Also Coffee Break Tour Jobs and Documents 267 6 6 Booking Out a Job Some Labs spend more time booking in the job pricing it up etc so that when Book Out time comes the job is simply retrieved and immediately booked out F8 without modifying the details For speedy booking in other labs enter minimal details and enter the rest at Book Out time Both techniques are perfectly valid and Transactor is happy to accommodate them For both of the above working practices due care is absolutely essential during booking out especially when the On Bookout option is set to Charge So for obvious reasons we recommend the person assigned to booking out is not only knowledgeable but also highly responsible 2010 Pearce amp Robinson LTD all rights reserved as Transactor Dental Lab This guide assumes you have Transactor running with a Clear Forml 181 To Book Out a Job Summary e Retrieve the Job onto the Main Form e Edit Modify the Job if the details need updating or the On Bookout box is not correctly set to either On Going or Charge e Choose the Book Out action To Book Out a Job detailed e Select the job 431 onto the Main Form e Check the job details are correct including the On Bookout op
159. ready done so earlier e Enter one or more line notes to indicate the nature of the work required 2010 Pearce amp Robinson LTD all rights reserved 115 Transactor Dental Lab 2 Transactor 6 17 WHILE U WAIT DENTAL SURGERY LTD New Job 20202 E File View Surgeon Product Service Action Reports Tools Window Help ADS G o E Mi Gordon Brown Ue On Atv Direct Patient Late Mir Gordon Brown 1302 77 Retirement Villas Robertsbridge East Sussex TM08 SPP Tel 01424 777877 EA voice Charge E STECH 260810 Tihu Description SHADE NOTATION dentures causing Soreness may heed new ones have been in use for 12 years Choose Book In F7 You could also put the Job On Hold if you want to check and confirm the appointment first You may have chosen to print a Job Ticket Direct Patient at this point 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 116 Job no 20202 Patient bir Gordon Brown Mr Gordon Brower 77 Retirement Vilas Le Robertsbridge East Sussex TMG SPP Ale rx 1302 Tel mo 01424 rare Received 24 08 10 Due Date 26 08 71 TECH DATE OK TO PROCEED REJECTED Cry Product Description SHADE NOTATION F L dentures causing Soreness may need new ones have been in use for 12 years Invoicing a Direct Patient after treatment e With a clear Main Form type the patient surname into the Surgeon Account Custome
160. remium support from Products page of this website Terms MHRA Medicines and Healthcare products Regulatory Agency MD Directive Medical Devices Directive The Medical Devices Directive covers the regulatory requirements of the European Union for Medical Devices Also See http www mhra gov uk Howweregulate Devices MedicalDevices Directive Dentallaboratories index htm Version History v6 15 05Aug2009 New Customisable Label Printing reports New Report Menu Categorized for easier selection New report New type of Statement which lists unpaid Invoices only similar to Sage Reports Improved Summary Invoice and Practice Summary Reports sorted in name order Easier to collate different report runs These reports now support selection by Surgeon Profile Profile groups are assigned in the Surgeon Record Improved Reporting You get a message saying a report is empty instead of a blank page Revised and extended Help and printable User Guide Screen speed buttons Improved layout Set up Wizard Surgeon Type Page Clearer guidance for Settlement Discount Setup Additional Payment Method Late Settlement Charge Quotes The On Hold Quote Action now makes it easier to produce Quotes for Jobs or just put a job 2010 Pearce amp Robinson LTD all rights reserved Frequently Asked Questions 172 on Hold Usability improvement When Credit Notes are added automatic prompt for credit to be allocated to unpaid
161. reserved 35 Transactor Dental Lab The report will come up in a print preview window MS Transactor Print Preview Ho wmea NN 2 amp Booked In Jobs Dental Printed 5 0 Ouse Date Surgeon Dock Patient On Ecok Cut 07 08 09 Fri Beresford 274 1360 bir R Mason Charge Beresford 274 1361 E Quigley Charge Dodds 204 1362 Tim Jones Charge 08 08 09 Sat Adams 328 1365 Miss S Jennings Charge Dodds 204 1367 R Richardson Charge Dodds 204 1368 Ms L West Charge Dodds 204 1369 kK Flynn Charge Kelty 295 1370 C Patterson Charge Adams 328 1371 Mrs G Nelson Charge Adams 328 1372 R Harris Charge 09 08 09 Sun Kelly 295 1364 bir D Morrison Charge Beresford 274 Thompson Charge Here sic OL 1366 S Jenkins e To print a hard copy of the report click the Printer icon on the Tool Bar Note The above report is useful since it is effectively a Job Schedule showing booked in jobs by due date the most urgent at the top Some larger labs use this report on a daily basis choosing the other flavor of this report specifying the due date in the report options Printing Despatch Notes to Practice After a session of booking out jobs we may want to print off the Despatch notes grouped by Dental Practice e From the Tools menu choose Print Manager 2010 Pearce amp Robinson LTD all rights reserved Coffee Break Tour 36 OE ge x View f Un Printed Batches C Printed Batches C Un Prnted Direct to printer
162. reserved Products and Services 60 To select a Product Service onto the Main Form 1 Place the flashing cursor in the CODE column on a blank line on the Main Form Line ltem area 2 Press the Enter key or type the first few characters of the product service code and then press Enter 3 From the Products and Services window locate the product or service you require in the list highlight it and press Enter or click Select onto form 4 The Select window allows you to adjust the default quantity or price Click OK Selection is FASTER if you know ALL of the product service code 1 Place the flashing cursor in the Code column on a blank line on the Main Form 2 Type the product service code in full and press Enter 3 The default quantity of the requested product service item will appear on the document Note For quantities other than the default quantity you can type the product service code followed by acomma and the required quantity For example PV 2 See also Adding a New Product Senicel ee 8 2 Modifying Deleting amp Inserting Line Items Note A document must be in Action New or Action Modify mode before you can modify delete or insert lines To modify the details of a product service line on the Main Form 1 Highlight the line code using either the up down arrow keys or the mouse 2 Press the Enter key 3 In the Modify Line window you can change details such as quantity price or description d
163. rform a Locking operation to mark all eligible documents up to a specified date as Un Lock ed Posted To do a Posting 1 From the Tools menu choose Lock Finished Documents 2010 Pearce amp Robinson LTD all rights reserved 105 Transactor Dental Lab 2 Set the Lock documents dated up to date and click Refresh 3 Choose Do Posting More about posting Locked Posted documents are permanently finished and unmodifiable but you will still be able to view them Locking Posting may be done at any time but a typical lab would do it after the end of month Statements and Invoices have been verified To display Locked Jobs Locked jobs and payments are still visible in lists just as before and can still be selected onto the Main Form for viewing In the Surgeon History list Locked items are displayed in black See Viewing a Surgeon s Jobs amp Payments 52 Note If you need to correct a job invoice that has been Locked you will have to issue a Credit Notel es to cancel the value of the incorrect invoice and then issue a new invoice ie by starting a new job and immediately Booking it out as charged Questions about Posting e How often should perform a Locking We recommend you do this a few days after your monthly statements are sent out and set the Post documents dated up to date to the end of the previous month Doing things this way you get the best of both worlds you get a chance to get feedback from th
164. rint a certain document on demand each time you choose Print Document then you will want to tick the appropriate box es in the Print Document column in the Printing Setup Printing on Confirm Action dialog 10 3 Creating A Letterhead There are two stages to creating your own letterhead 1 Create your Letterhead You will need to create your letterhead and save it in wmf or omp format For best results ask the person creating your graphic to use a quality resolution of at least 300 dpi and to the correct dimensions Important The file name of your graphic should be no longer than 8 characters and contain no spaces 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab 10 4 Copy the graphic file to c tran61 lab exe or wherever else you have installed Transactor example C tran61 lab exe logo1 bmp C tran61 lab exe OurLogo2 wmf 2 Incorporate your Letterhead into Transactor Click on Tools Printing Setup Printout Type Properties In the Print Type drop down box select the document or report you would like to modify If your logo graphic includes the the lab name and address then under Print Options uncheck Your Lab Name and Address You now need to insert your logo Under the Pictures option enter the file name and extension and insert the x and y co ordinates These are 0 01mm so 200 2cm Experiment with the graphic positioning by closing the Printout Type Properties dialog and previe
165. rom the Payment Terms box in the properties for the Surgeon Type For example if you have 9 surgeons on 14 days and 23 on 30 days then you need to add a Surgeon Type to go with the default Surgeon type Sample Surgeon Types Surgeons30 Payment terms printed on Statements 30 days Surgeons14 Payment terms printed on Statements Strictly 14 days Don t forget to set the Type box in the Surgeon record to the relevant Surgeon Type There are other things such as Usual Prices which will be set for you when you add a new surgeon account and select a Surgeon Type but these can be over ridden 12 2 6 On Bookout Options Here you are given the option of specifying how you book out a job 2010 Pearce amp Robinson LTD all rights reserved 131 Transactor Dental Lab Setup Wizard On BookOut Options 5 Selup job charging behaviour when a job is booked out ID Option name Charge on bookout Chane Tes Add New B On Going No z If you ALWAYS Charge fie Invoice for jobs you Book Out you can Delete any options where Charge On Bookoutk is No Typically you will charge invoice for the work when you book it out but for some types of work you may have other ways you wish to charge For example some jobs may be part of a much larger piece of work and you may have come to an agreement with a Surgeon that you won t invoice him until all the work has been completed This is where an o
166. roperties Sugeon A c no or Profle name GROUP h _ Change Stat Row 1 Page Format Ad 210x 297 mm Start Column 1 Taito Preview window 1 Copy he Close this window after clicking OF For LL surgeor leave Sugeon A e number blank Groups can Ye done by aay Pret o Seve 2010 Pearce amp Robinson LTD all rights reserved at Transactor Dental Lab 10 7 In this example there are two surgeons in this group MM Transactor Print Preview ON i 1 i Go wha Nib F hie Berestond BOS bir P Dodds BGS i Berstord Dental Practica Robertsbridge Dental Surgery 334 Old Landon Road 63 High Street Hastings Robertsbridge East SUREE Eat Sune TH3S SAL Tha SAP See Also Surgeon Profiles 57 Patient Statements Transactor has the ability to print a Patient Statement which conforms with the MDD 93 42 EC with minimum fuss If your system has already been configured for printing your labs Patient Statements skip now to Printing Patient Statements 871 If your jobs don t get outsourced to Non EU labs you don t need to do anything other than print the Patient Statement Just see Patient Statements Set Upls3 on how to make your template look the way you want it This default Patient Statement will contain the simple declaration the complete appliance has been wholly manufactured within the EU If some or all of your jobs get outsourced to Non EU labs then you need to Setting up Manufacturing Location Origin c
167. s e Surgeon and Patient Search Quickly locate jobs by surgeon or patient e Flexible Printing Transactor can print your own logos or printing background to blank stationery Professional looking printouts using either standard blank inkjet laser paper or print to your pre printed Stationery Configure printing of selected documents such as Delivery Notes to occur when you Book Out work or to a batch queue for printing out together Label printing reports for Surgeon or Practice names and addresses e Patient Statements Patient Statements on demand or automatically printed as required Conforms with the MHRA guidance on MDD 2007 47 EC e Self contained Invoicing Credit Notes Receipts Allocation of Receipts to Invoices Quotes and aged Statements are built in e Expandable to Networked Multi user When you expand Transactor is networkable for up to 20 terminals 3 3 The User Interface The Transactor window is dominated by the all in one Main Form from which you can perform virtually all your lab administration operations by pointing and clicking or by using a Hot Key 2010 Pearce amp Robinson LTD all rights reserved 5 Transactor Dental Lab Bl Fie View Surgeon Reports Took Windom Da Ds Rh tt ue MH 4 bl Toolbar and Main Menu Job Booked la J Beresdord EDS 774 i 1361 gt Mid boto 8 Heteslodd Denial Practice 194 Od London Read Independant dil a Hastings East Sussex Felt
168. s Dutput Queue Printo Type Batch Queue Delivery Note to Practice 44 Time submitted User Stabe DocNo 01 089 08 11 35 MA UrerPrnted iL 01 09 09 11 38 MEA Un Printed 17 08 09 15 53 MGR Ur Printed 010918 11 MGR UrePrinted 010909 11 41 MGA Un Printed 1 Click Select All 2 Click Print Notice the View group box is set to Un Printed Batches by default e Click Select All then Print then Ok to see the Despatch notes in a Preview window we won t print them to a physical printer now 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab DELIVERY NOTE DentaLab el 17 High St B East Sus THS3 Beresford Dental Practice 394 Old London Road Tel 0142477 Hastings Email salesi tiansacios East Sussex TN35 56L TEL NO TIME i 01424 952675 11 47 15 SURGEON DOC NO PATENT JOB STATUS bir J Beresford BDS 1380 T Rawlings Job Booked Out Charge 1385 M Manning Job Booked Out Charge 1392 mih Job Booked Out Charge 1395 Mr John Smith Job Booked Out Charge This 5 a custom made dental appliance that has been marufactured to saist fhe CHECKED BY TEMS 4 characterisic propedies and features specified by the prescriber for the abowe name patient This appliance E intended forthe exclusive use by this patent and conforme RECEIVED BY relevant essential requirements specified in Annex 1 ofthe Medical Devices Directive SSAAEEC and the United Kingdom Medical Devices Regulat
169. s section we ll use the Example Transactor to produce a Statement We ll also run the Locking and Posting Jobs 104 tool to protect finalised jobs dated upto the previous month from being modified accidentally lf you haven t done the preceding topic Walk thru Payment allocation and Credit Notel175 then bear in mind the transactions in our example will be different the Cheque Sales Receipt will not be there e Start the Example Transactor Dental Lab See the Coffee Break Tour installed with Transactor e Select the Surgeonl49 Adams B onto the Main Form e Choose Reports Surgeon Statement Monthly for Mr Adams Report Surgeon Statement monthly Properties Options Change Surgeon A c no or Profile name 1328 Manga Page Format Ad 210 297 mm Month Mii Tear 12007 Y Sites l Preview window 1 copy y To produce statements hor ALL surgeons leave Surgeon Ac number blank Cancel On the statement you can see any transactions payments or credit notes that have a tax date in that month 2010 Pearce amp Robinson LTD all rights reserved Frequently Asked Questions 182 Go Ba Kidu 0 A STATEMENT DentaLab Limited 17 High Street October 2007 Battle Fast Sussex TN33 QAE hr B Adams BOS Cooden Dental Surgery Tel 01424 775007 146 Cooden Sea Rd Email salest identalabLtd co uk BexhilLOn Sea Web wma dentalabltd co uk East Sussex TASS 45L AC NO
170. sactor Dental Lab Setup Wizard starting Numbers om Speciy nel sungeon account and document invoice numbers Next new Surgeon Account number Em M Automatic new document numbers Next new DocumentAnvoice number 1389 4 job is recorded on a document so the document number is the same as the job number A single job vall eventually produce ONE imace for simplicity the invoice number is the same as the job number When you start creating Surgeon Accounts and Document Jobs the numbering will by default start at 1 See below if you want to specify your own Starting Numbers on this screen Surgeon Account Numbering These numbers are assigned automatically as you add surgeon accounts to transactor You can if you wish enter a starting number which must not be equal to or higher than any currently in use A Surgeon s account number is shown on the Main Form after the surgeon name in brackets eg Mr J Beresford BDS 146 Possible reasons to change the Next new Surgeon Account Number You may want Transactor Surgeon account numbers to be the same as your existing numbers You can only do this if you have not entered any surgeon accounts yet Contact Transactor support if you want to Start again by purging your accounts The method involves setting the Next new Surgeon Account number to the first one in your list of existing surgeons sorted by account number Then add your Surgeon accounts carefully in the same order as y
171. section See Also Enable username and password log inl14a Change a User Passwordl4 User Preferences 15 12 2 4 Price Bands Setup Wizard xi Price Bands dal Set up price bands to hold prices for pour products and services ID Mame Tools Add Hem i Independent Change band prices by a percentage p Private Modify Copy prices from one band to another Delete Price bands hold your different price lists Tranzactor allows you to have up to 8 price bands Choose Next to accept the price bands shown othermize you can make changes by highlighting items in the list and clicking Modify or Delete To add more price bands click Add New Goto Start Back Finish Here you can set up different Price Bands which would typically be groups of prices In the Transactor example company we have set up 3 Price Bands but you can change these and Add New Modify or Delete as you wish The advantage of having these groups of prices is that at some time you may want to make for example an across the board price increase and rather than go through all your products changing prices individually you can Change band prices by a percentage see above And if you want to set up a new Price Band rather than create new prices individually you can use an existing Price Band on which to base prices by clicking Copy prices from one band to another You can then if you want fine tune individu
172. shss for help in configuring Transactor A multi user licence upgrade will be payable We strongly recommend you have a Dedicated Serverli and Protect your PC from power failures led 16 1 Version History Version History v6 17 22July2010 Maximum no of line items per job increased to 64 Fixed Print Server Is Busy message now occurs less often and clears itself as stated once Transactor is logged out and back in Added By popular request another report option allows printing of one or more whole pages of address labels for one specified Practice or Surgeon The usual label printing options are unaffected Improvement In Patient Statements if a custom price has been used on a Job line item GRADE is taken from the Usual Price Band rather than being left blank Other minor adjustments Various small improvements in labelling and presentation New Setting Option AutoDate Yes No which if set to no will cause the Invoice Date edit field in the Action Confirm Bookout Charge dialog to be blank instead of the current date See Note 3 The following two changes will be particularly useful for labs that charge invoice for each job stage basing new jobs on the previous job having that reference case no Action Copy To New now remembers the last used setting for deciding whether or not to Copy Line ltems ie Priced items See Note 1 New Setting Option AutoReference Yes No which if set to Yes causes the Reference box on
173. ss Find Practice name amp address or Invoice address only Sugen name Berestord J bli Beresiord Dental Practice 394 Old London Road Hastings I In this topic we ve shown you a few ways to retrieve a Surgeon s details onto the Main Form You may want to do this either to vew the Surgeon s record job list history or to assign the Surgeon to a New Job Understanding Surgeons and Practices Let s spend a moment to understand how Transactor assigns and maintains Surgeons with Dental Practices In Tour Surgeons 21 you saw how Surgeon Accounts are selected onto the Main Form for various day to day tasks such as booking in a job The Main Form Surgeon menu can also be used to Add and Modify Surgeon accounts Let s now take a peek at the Surgeon Accounts page in the Setup Wizard because it s a good way to show you graphically how Surgeon s can work out of one or more Dental Practices 2010 Pearce amp Robinson LTD all rights reserved Coffee Break Tour 24 To view the Surgeon Accounts page in the Setup Wizard e From the Tools menu choose Setup Wizard e In the Setup Wizard choose Next until you get to the Surgeon Accounts page e Click on Battle Dental Surgery Surgeon Accounts a Add and assign Surgeon accounts to dental practices This is the currently Ll paca selected Dental Battie Denial Sugey A ice Balle Click to highlight Beresford Dental Practice 394
174. t You d only want to do this if the work had commenced without the job being booked into the computer not a recommended practice Transactor didn t print anything when you booked the example job in but the topic Printing On Confirm Action 74 shows you how Transactor can be configured to prompt you for your usual printing habits a Job Ticket on Booking In Despatch Notes and Invoices on Booking Out Isn t Transactor wonderful Booking Outa Job After having tried some Booking In let s have a quick go at at Booking Out NOTE For more details and options refer to Booking Out a Job main Help 42 To Book Out a Job Summary e Retrieve the Job onto the Main Form e Edit Modify the Job if the details need updating or the On Bookout box is not correctly set to either On Going or Charge e Choose the Book Out action 2010 Pearce amp Robinson LTD all rights reserved 31 Transactor Dental Lab To Book Out a Job step by step First ensure you have a Clear Form 181 There are several ways to quickly locate and retrieve a Job on the computer The fastest is by using the Doc No also called a Job No We will assume we don t have the job number handy and select a Job from Mr Beresford s history list e Select Mr Beresford onto the Main Form If you don t know how to see Tour Surgeons 21 then choose Surgeon History Stee Product Service Actio Select Ctrl s ViewModiFy Ctro Add Payment E
175. t out put it On Hold or Delete it Let s just do the most likely thing if we were modifying a Booked In job we ll Book it out e Choose Action Book Out F8 2010 Pearce amp Robinson LTD all rights reserved 21 Transactor Dental Lab 9 4 Confirm ction DY Book Out Job Ongoing Doe Na 1388 Book the curent job oul of the lab tempecaciy Choose Ok Notice Transactor knows this job is to be booked out without charging at this stage so you are asked to confirm Book Out Job Ongoing Now you will see a clear form If you choose View Last document you ll see that the state of this job is marked as Job Booked Out Ongoing Now let s move on to Tour Surgeons 211 Tour Surgeons Ok so far but now it s time to get to take a peek at selecting Surgeons and Practices onto the Main Form e lf you already have a job on the form choose Clear Form first Note If the Clear Form function is disabled greyed out and you are unsure what to do see Understanding Actions h17 Selecting a Surgeon for a job e From the Surgeon menu choose Select 2010 Pearce amp Robinson LTD all rights reserved Coffee Break Tour 22 MM Surgeon Account Selector Find Find Status Moral Surgeon name Practice name amp address or Invoice address onb Cooden Dental Sugery 146 Cooden Sea Ad Bexhil On Sea East Sussex TN39 45L Bohemia Dental Practice 123131 Bohemia Road St Leonards On Sea East
176. t 1344 e Close the Allocations window Notice the Cheque Payment is now in the Account History window and that the Cheque didn t quite payoff the months invoices Remember that Job Docno 1344 is really the one which should be showing as Part paid We ll resolve that now MM Surgeon Account History Adams B Mr 328 Es i Invoice Date DocNo Desonption E PATIENT Amount Pad Balance Si MAPAS 13143 Job Bpoked Out Chage Foster 65 90 F 144 25D a 19 03 07 1316 Job Booked Out Change Wilson 104 35 1533600 15 03 07 1321 Job Booked Out Charge Hughes G F200 1660 600 LEIA 1327 Job Booked Out Charge Hurst K 700 00 170 600 20 03 07 1328 Job Booked Out Change Royce 3200 17626500 210x07 133 Job Booked Out Charge Ponle D 6050 1823100 24 03 07 1337 Job Booked Out Change Crockett P 6350 4 1992 600 oO 1341 Job Booked Out Change Ambrose P 2200 1967 60D 2603 07 1344 Job Booked Out Charge Reynolds hl 30 50 1988100 PASO 1549 Job Booked Out Charge Benning uP FO 2055 10D 28403407 1353 Job Booked Out Change Webb G 5290 21080000 80307 1309 Job Booked Out Charge Rulibestord 41 50 8 2149500 pue ER CHEQUE 1234567 211900 30 500 1365 Job Booked In Jennings 5 95 91 126 41 1371 Job Booked In Melson 55 48 182 890 1372 Job Booked In Hanis A 41 90 224 790 1379 Job Booked In Davis A 47 48 free D 13 Job Booked In Whiting C 16 23 348 500 1338 Job Booked ir Robson E 03 02 e Issue a Credit Notel69 for the disputed Job Docno 1344
177. t lating 96 9 done Adding Pile TRAN61 LAB SLivesdatarSTOCK AG8 Def lating 93 82 done Adding File TRA NG1 LAB Live data BTOCK AG1 Def lat ing 67 14 done Adding File TRAN6i1 LABYLiverdata STOCK YG Def lat ing 96 7 done Adding File TRANG61 LAB Live data STOCK YCG1 Def lating 96 74 done Adding File TRAN61 LABYLiverdata STOCKIN DE Def lating C89 14 done Adding File TR ANG1I LAB LiverdatarSTOCKIN PA Def lating 975 6 gt done Adding File TRAN61 LAB Live sdata SYSTEN DB Def lat ing 85 44 done Adding File TRAN61 LAB LiverdataBYSTEM PXA Def lating 97 8 done Adding File TRANG61 LAB Live data TranDoc DB Def lating 89 93 done Adding File TRANG1 LAB LivesdatarTlranDoc Pa Def lating 72 5 2 done Adding Pile TRANG1 LAB LiverdatarTranDoc 24bB2 Def lating e975 427 done Adding File TRAN61 LAB Live data sTranDoc 412 Def lating 25 1 2 done Adding File TRAN6I LAB Live data TranDoc 4G6 Def lating 74 54 done Adding File TRAN61 LAB Live data TranDoc AG1 Def lating 94 4 done Adding Pile TRAN6b1 LAB Liverdata IranDoc YH2 Def lating Cv 44 done Adding File TRANG1 LAB LiverdatarTranDoc Y112 Def lating co7 427 done Adding File TRANG1 LAB Live data TranDoc YG Def lating 47 222 done Adding File TRANG1 LAB Live data TranDoc YG61 Def lating 97 423 done Adding File TRAN61 LAB Livesdata USER DB Def lating 82 1 gt done Adding File TRAN61 LAB Livesdata USER PA Def lati
178. t or service in the list 3 Click the Properties button 4 In the Product Service ltem Properties window edit the desired price or prices 5 Click OK to update the product or service You can also use the Setup Wizard t4 to change Product Service prices 8 8 Deleting a Product Service 1 From the Product Service menu choose Products and Services 2 Locate and highlight the product or service in the list 3 Right click the product service line using the mouse and choose Delete from the popup menu 4 Click Yes in the Delete Product Service window Note This will only succeed if this product or service has not been used on any jobs documents See Also Making a Product Service Obsoletel ss You can also use the Setup Wizardh42 to Add Modify or Delete your Product Service items 8 9 Making a Product Service Obsolete Occasionally you may want to discontinue a particular product service and because it has already been used on previous jobs Transactor will not allow you to delete it completely The answer is to set its status to obsolete this removes it from the normal selection list and hides it away in an obsolete list The advantages of this are that you can easily look up old products and services and re instate them at any time To make a product service obsolete 1 From the Product Service menu choose Products and Services 2 Locate and highlight the product or service in the list 3 Right click the prod
179. tabase operation you must then choose Re Index Database see below Re Index Database This option rebuilds all the database indexes keys from scratch and doesn t affect any data lt can be used if you get any key out of date messages on your system You should always re index the database after doing a Repair see above Set Database Location When you first install Transactor the default database location where your data is held is set to c tran61 lab live data There would usually be no need to change the database location but you may for example want Transactor on a different drive or in a different folder so this option allows you to change the location Convert old db to v6 1 If you have a previous version of Transactor and you want to convert it to version 6 1 e Make a note of your old Transactor print settings e Choose the location of your old Transactor usually c Tran61 lab exe Tran exe for Transactor v 5 2 users and click OK All your data will now be transferred to your new Transactor v 6 1 Note that e Delete any old desktop icons you have for previous versions of Transactor e Re apply any old Transactor printer settings to your new Transactor using the Setup Wizard 14 13 8 Verify your data backup It is unlikely that you will ever need to restore your data from a backup but it does sometimes happen You can never be sure that your pc will not suffer a power interruption or hardware failure just
180. tch Queue For example when jobs are booked in or out printout requests for job tickets delivery notes invoices etc may be directed to a Batch Queue instead of a real printer All printout requests sent to the Batch Queue will be listed in Print Manager initially as unprinted You can call up Print Manager list unprinted or previously printed batches and output them direct to a printer for printing Choose Print Manager from the Tools menu Un Printed Batches Printed Batches Un Printed Direct to printers Sent to Printout Type B atch Queue h Delivery Note Practice Time submitted User State DocNo Invoice 1 Credit Note 01 11 01 09 31 NGP Un Printed 1670 Delwerv Note Practcel 01 11 01 09 31 NGP Un Printed 1671 Del Sr Nae A 01 11 01 09 31 NGP Un Printed 1855 Acai Gnesi 01 11 01 09 31 NGP Ur Printed 1856 lob Tick 3 01711701 09 31 MGF Un Prnted 1857 i There are 3 View options e Un Printed Batches Shows printout requests outputted to the batch queue which have not been printed yet e Printed Batches Previously printed printout requests e Un Printed Direct to printers Printout requests outputted for printing but not completed because of a printer error 11 4 Utilities If in doubt about using any of these utilities contact technical support use Choose Utilities from the Tools menu e Print Server Is Busy If you ever get the message Print Server is B
181. tery push button circuit breaker and transformer block spaced outlets make the Back UPS ES the perfect unitto protect your productivity from the constant threat of power outages and lost data 2010 Pearce amp Robinson LTD all rights reserved 161 Transactor Dental Lab 14 The cost of a backup is peanuts in comparison to the risk that your business will be interrupted by a damaged computer system and or data leaving you wishing you didn t have to rely on your previous data backup Accounting Transactor has a built in Sales Ledger with support for controlling your debtors including the following features All Transactions correctly accounted for using Nominal Categories with an optional Nominal Number for co relating with a Financial Accounts System Meaningful accounting reports such as the Analysis by Category reportlt62 The information from this Summary report is commonly used by the company s book keeper to update the company s manual ledgers or Financial Accounts System Aged Debtor Reports Instant Surgeon account history with running balance Credit Limit tracking Payment transaction handling including Adjustments Settlement Discounts Refunds and Write Offs Payments and Credits are allocated to one or more transactions manually or with Auto Apply Payments and Credits can be un allocated or re allocated at any time using the right click menu in the Customer History e Easy statements With a choice of the follo
182. the latest datetime a DYD RW Drive F e PATRIOT G E 5 Other Files a Hour Minute e f you do not see your file check that your backup device is correctly inserted and that the Default Backup Drivel134 is correctly set NOTE If in your Windows Explorer you can only see the file names not the extension or Date Modified change your folder display options or right click the file and choose Properties Full backup verification by restoring to a duplicate installation When you exit Transactor perform your usual data backup Use the method described in the monthly check to identify the exact backup file Install Transactor on another PC The Backup PC Restore the backup data to the Backup PC using the Maintenance Menul155 On the Backup PC run Transactor and go to the last few jobs to verify the data is intact and working correctly 2010 Pearce amp Robinson LTD all rights reserved More Advanced Procedures 160 NOTE If you are a Premium Support customer you may periodically email your recent backup file to Transactor Supportls51 We will confirm the data has been verified and stored securely on our server SEE ALSO Do a normal Daily Backupl 48 Protect your PC from power failures 160 13 9 Protect your PC from power failures You can never be 100 sure that your pc will not suffer a power interruption or hardware failure just at the wrong time Usually the data can be repaired
183. the document form to be automatically populated with the DocNo value after Action New Job Note if Reference is already populated it will not be overwritten See Note 1 and 2 NOTE 1 These two changes will be particularly useful for labs that charge invoice for each job stage basing new jobs on the previous job having that reference case no These changes should make it much easier to handle a case ie a set of jobs where each job is charged separately and has a common Reference Case number which would be the Job No of the first job New Job If Auto Reference setting is Yes this causes the Reference box on the document form to be automatically populated with the DocNo value after Action New Job NB if Reference is already populated it will not be overwritten To start a new case when booking the job in for the first time use Action New Job This populates the Reference with the Doc No When the first stage of the job is completed it should be Action Booked Out charged If the Job comes back into the lab you can either enter the Doc No or lookup by Tools Reference Search 2010 Pearce amp Robinson LTD all rights reserved 171 Transactor Dental Lab When the Job is displayed on the Transactor screen Action Copy To New This will start a new job by carrying over all non financial job details to a new job the Reference Case no will stay the same You can then add job items and Bookout charge when
184. the bottom area The A5 statement is more compact with space for up to 2 manufacturing locations The Origin Declaration text can be customised The background image for the form the other form text labels and the company logo can be replaced with the lab s own images 2010 Pearce amp Robinson LTD all rights reserved oe Transactor Dental Lab 10 7 1 High Steet Dental Laboratory PATIENT STATEMENT 17 High Street Battie East Sussex TH33 DAE Ta 01428 777877 you haveary queres regernchngt he ft or performance of your appliance you Se beter TE gould contact Ue preci brng dental for further niomat ior Ae Churchill YW iesi Staton Hoad Dental Practice eee 24 Od London Road Hastings Sussex TNIS SEF Manufactura babReference Ten guaza T7787 19 03 10 Aje 44 Doc 15337 Do Typen Appliance 1 3 TOOTH DENTURE CLASP 2 TAON CF MANUFACTURE DECLARATION This complete appliance has been wholy manufactured within the EU our attention iedrawn to the folowingaatament Tisisacustomerade medical doica that has been manuiad uredia gatiehythe desi gichwracteristice and properties pes ed by he prescr ber for he above named pathent This imeckcaldevicg is intendedfor ecu veuse by hiepatient and conforms lo ha ivan mania requirements spes edn Annan of hahadean Deo Directivaand the United Kingdorn Medical Decis Rguiations Tigane dosna aoc yia rnac dedos hat how beg repalrici na er rafurbl sted for an hohia patient guad
185. the next stage is completed and so on NOTE 2 How to Set Auto Reference Computer skills required Auto Reference Yes No is a new setting stored in the TrnLab61 ini file The following entry inside the company alias or Live section AutoRef 1 Manually setting this entry to O eg AutoRef 0 or removing the entry switches off this feature NOTE 3 A new setting stored in the TrnLab61 ini file The following entry inside the company alias or Live section AutoDate 0 This will cause the Invoice Date edit field in the Action Confirm Bookout Charge dialog to be blank instead of the current date Manually setting this entry to 1 eg AutoDate 1 or removing the entry switches off this feature Version History v6 16 15Mar2010 Medical Devices Directive 2007 47 EC becomes UK law on 21st March 2010 Transactor v6 16 includes the new Patient Statement which conforms with the MHRA guidance The update is free of charge for premium supported customers This Transactor update means Dental Labs can easily comply with the new directive with minimum fuss and administration overhead Download the free user guide for more information http www transactor co uk data UsingPatientStatements pdf How to get this update If you are a premium supported customer you should automatically receive a letter on how to download the update Customers who are not signed up for Premium Support can obtain the update by purchasing 12 months p
186. ting Transaction type codes as follows SI Sales Invoice SC Sales Credit JD Journal Debit JC Journal Credit Nom Category Transactor Nominal Category Names used to group your transactions and to control the built in Sales Ledger Nominal These Nominal Numbers are those that are set in the Setup Wizard Categories page and can be whatever you like You can set these Nominal numbers to the same as your Financial Accounts System 2010 Pearce amp Robinson LTD all rights reserved 163 Transactor Dental Lab Accounts Receivable This Accounts Receivable report lists payments in a period grouped by Payment Method 1 From the Reports menu choose General Payments 2 Enter the date period and output as required Payments Dentalab LTD From 30 0410 to 30 0410 Printed 23 7 2010 08 25 he Pieced Gate ran Accor Ara Late Settlement Charge 30 004 10 foil 102 Smith 5 00 Late Settlement Charge Total 30 CHEQUE 30 0410 T207 102 Smith 81 00 300410 352 118 Jones 610 00 CHEQUE Total 1591 00 Settlement Discount 30 0410 354 143 Robinson 26 50 3000440 fob 101 Brown 98 15 300410 4358 106 Worthington 43 68 S040 360 105 Thatcher 14 60 Settlement Discount Total 183 71 Bank Transfer Credit 30 004 10 353 143 Robinson 510 78 3000410 355 101 Brown 1004 55 300410 357 106 Worthington 633 62 30004410 i359 105 Thatcher 261 20 Bank Transfer Credit Total 3490 45 Grand Total 5260 16 Audit Trail This report lists all tr
187. tion On Bookout On Going When the Job is booked out it will be temporary without charging If you retrieve the job details 43 during this period the Job Status will display Booked Out On Going On Bookout Charge When the job is booked out An Invoice will be generated on the system but may or may not be printed at this point depending on your configuration 74 If the job details are not correct e Choose Action Modify F4 e Check and adjust the job details e Choose Action Book Out F8 e In the Book Out confirmation dialog verify the pre configured Printouts and click OK Notes The On Bookout setting may have been set as part of your Booking In procedure or you may be in the habit of setting this during booking out It s quicker to have this setting default to your usual working requirements See On Bookout Optionsli30 When you choose Book Out F8 you will be prompted for your usual printing on Action requirements You can change these just for this time or change the behaviour 74 to save time on future booking out See Also Selecting an Existing JobI 43 On Bookout Optionsl130 Printing On Confirm ActionI74 Coffee Break Tour Jobs and Documents 261 2010 Pearce amp Robinson LTD all rights reserved Basic Working Procedures 46 6 7 Delivery Notes at Bookout Time When you Book Out a Jobl 44 you will be prompted to print none one or several documents depending on how your system is c
188. tor Installation method This topic describes one method of using Transactor to administer an In House Surgery or Denturist using a separate Transactor installation The installation can be on the same pc as the normal Lab to Surgeon Transactor with a different Icon and data folder or it can be installed on a new computer anywhere in your business Being a work around solution we must get used to the Surgeon Account being the Customer Patient An advantage of this method is that the Transactor desktop Icon the log in passwords the main colour theme can be different to the other Transactor installations You can of course specify a different company name and product list etc 2010 Pearce amp Robinson LTD all rights reserved 113 Transactor Dental Lab This method means that appointments can be made New job booked in appointments fulfilled treatment done and invoiced for Job Modified and Booked out Ok so let s get started To book in work for this type of direct sales your system should first be configured See Configuring a separate Transactor for Operating as an In House Surgery or Denturist Departmenth118 Booking an appointment for a Direct Patient e With a clear Main Form type the patient surname into the Surgeon Account Customer box and press Enter This is a work around solution so think of the Surgeon Account in terms of being the Customer Patient from now on Jt Transactor 6 17 WHILE U WAIT DENTAL
189. tor you can configure the PDF Printer as a Printer Channel so that you can save time by choosing this rather than Prevew Window In Transactor choose Tools Printing setup Output Channels add your PDF Printer as an Output Channel and click Assign Printer Ask your computer person to check your Printers in the Windows Control Panel and help you set up your printing preferences in Transactor 16 5 Special Prices There are two ways you can apply special prices e by modifying the Surgeon details e by setting up a new price band for a specific surgeon Modifying the Surgeon details If you give a set discount e g 10 bring the surgeon onto the main Transactor screen and from the menu bar click on Surgeon ViewModify Enter the discount amount in the Discount field Click OK Every job you create for that surgeon will now have a 10 discount applied Setting Up A New Price Band For A Specific Surgeon You can set up a new price band for a specific surgeon Click on Tools Setup Wizard and click next until you come to the Price Bands page Click on Add New enter the ID letter and add a name for the price band click on OK If most of the prices are the same as one of the other bands then you an copy the prices over using the Copy prices from one band to another button Click next until you come to the products and services page Select a product in the list and click Modify Set the price for each new price band then click OK R
190. tory CTRL R e Did you know you can produce your own reports labels and lists via the Export tool In Main Form from the View Menu choose Tools Export Datal108 Use this tool for exporting data to your Spreadsheet tool for printing custom reports address Labels mail merge letters or product lists etc You can work with two Main Forms Two Main Forms can be open at the same time this could be helpful for cases such as when you are half way thru working on a Job when the you need to quickly respond to an enquiry about another job e While you are have the job details of one job on the Main Form choose the other Form Button on the main tool bar 2010 Pearce amp Robinson LTD all rights reserved Did You Know oj 184 Bi Transactor 6 12 Dental ab Limited Document 1382 Ri File View Surgeon Product Service Action Reports Tools Window Help a Hd Pn Se RAL For Surgeon Account Surgeon Usual Prices independent i meee 301107 Fri cs a MrP Dodds Mr P Dodds BOS 204 Robertsbridge Dental Surgery 69 High Street Robertsbridge East Sussex TH32 5AP Tel 01424 879089 CAN BE CONTACTED ON 0123 456789 IN EMERGENCIES Code Description PATIENT Williams R The second form may be blank or may contain another job s details th Transactor 6 12 DentaLab Limited E File View Surgeon Product Service Action a Tools Window Help MrP Dod
191. ts work on a Job that has been Booked Out and Charged for during the date range Also See Users Technicians and Passwords h4 Assign technician and work units to items 64 10 12 Printing a Job Ticket If your lab uses Job tickets Transactor should be set up to print a Job Ticket on action Book In Confirm Action YL Book In Job Doc No 1389 Book the cunent job in to the lab r Output a Job Ticket Label To Piintes Ji com To change how Job Tickets and other documents are automatically printed see Printing Setupl501 To manually print a Job Ticket at any time e With the Job showing on the Main Form from the Action menu choose Action Print or click the Printer Icon on the Toolbar Reports Took Window Help A A T m El NM cumentor Job e _ Sa TA A Diet mr Oa Chank TA nein ad LO ma El 16 02 07 Note that the job must be in a Booked In or a Booked Out state otherwise you have to action the Job First See Booking In a Jobl 42 Booking Out a Jobl 44 2010 Pearce amp Robinson LTD all rights reserved 99 Transactor Dental Lab 10 13 10 14 Printing Delivery Notes When you Book Out jobs Transactor can optionally print delivery notes and invoices for Book Out Charge See Printing Setuplt50 Delivery notes can be printed singularly Printout Type Delivery Note in which case you get details of 1 job going to 1 surgeon at his her dental practice Deliv
192. tte Bridge study Model Zang Chi Dental Lab 21 Block ZangLang Incl Pa Bejing China That s it You now have the ability to register other Non EU manufacturing locations have been involved with the Job and your Patient Statement will reflect this fact By the way the ORIGIN codes you see on Transactor s Main Form won t be printed in the items area of the Patient Statement Transactor picks up these details and puts them neatly into your Declaration List Clever stuff don t you think See Printing Patient Statements 87 for a example print out There s more things you can do to optimize your process and save repetitive typing You can decide whether to manually add the ORIGIN product code onto Jobs as and when required or to setup Jobs so that one or more ORIGIN codes are automatically on new jobs See New Document Setuphs Printing Patient Statements To Print a Patient Statement 2010 Pearce amp Robinson LTD all rights reserved Reports and Printing e On a Main Form select a previously Booked Out job e Click the Printer Icon on the Tool Bar or choose Action Print F5 Contirm Action Z Output Patient Statement A4 To k Print Document lesue printout requesife for the curent document copy e In the Output group choose Patient Statement A4 or A5 to Printer or Preview High Stet Dental Laboratory PATIENT STATEMENT 17 High Straw Battie East Sussex TW33 DAE T
193. tup Wizard Laboratory Name and Address Your laboratory name and address details Laboratory name DentaLab Limited Owner name ohn Smith Steet 17 High Street DS E Tel no 1 lo 424 775007 7 Street ees Tel no 2 LE Town Battle Information County East Sussex aaa Postcode TN33 AE Country fou can put your MDA number o here if you wish The contents of this box is printed on invoices amp Email salesttdentalabLtd co uk statements below pours warns Website www dentalabLtd co uk address details Goto Start E 1 Finish 12 2 2 Categories Categories group sales and payment transactions for accounting and reporting purposes You may need to enable this advanced setup pageli2 if it is not visible in the setup Wizard To Rename a Nominal Category e In the Setup Wizard Categories page highlight the Category you wish to rename GOLD e Click Modify Cao Hame Nomnal TranDr Tran r Class SLACCTS RECVBLE COST OF SALES SK STK STE IN HAND CARRIAGE MATERIALS OTHER PROSTHETICS CROWN amp BRIDGE CHROME ORTHODONTIC Mie AAA SSS e Edit the Category name eg GOLD to PRECIOUS METAL Caution If you already have transactions which were assigned to this category those transactions will now reflect this new Category name e f you wish to change the Nominal Number to reflect your extern
194. ty then click OK e On another blank row press Enter and the Products and Services window will appear You can change the properties of one of the line items o Right click the item and choose Properties o highlight the item and click the Options button In the Properties window you can change the price description or other properties Close the Properties window if you have opened it e Choose Select onto form Repeat the above steps a few times to add a few more Products or Services 2010 Pearce amp Robinson LTD all rights reserved Coffee Break Tour a 5 8 After you have specified the details of the job we can proceed to Book it in e From the Action Menu choose Book In F7 and click OK e The Confirm Action window appears Here you can choose to print a job ticket if you wish or just leave the output box blank e Click Ok That s it the job is booked into Transactor but It can be retrieved at any time Notes The full User Guide has a lot more information for example How you can use the keyboard instead of the mouse Starting a New Jobl 41 Using automatic job numbers or manually typing in your own unique job number each time you Start a new job Why in this example the Independent price band came up automatically for this Surgeon and how a Surgeon s preferred price band can be configured Notice that this Job could be directly Booked In and Out straightaway by choosing Action New Job then Book Ou
195. uct service line and choose Make Obsolete from the popup menu 4 Choose Yes to confirm 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab La Products and Services Find by Code 8 Find State SALES ITEM Code Description Price NHS Bonded Crown Horn precious Bonded Crown aioe ACSF Bonded EA Fardin EPHP Bonde Delete BRHF Bonde Make Obsolete Properties Rename Code 5 found The Selected ltem will not be visible in the Sales ltem list anymore zm Producis and A Find by Code E Fired state SALES ITEM Code C Description Price NHS Y Stock Categuy Bonded Crown Mon preciou5 Bonded Gown Precious ahead Morrpreciou E ended i er i dick Wr PECIONS E To make the Code Not Obsolete we need to display Obsolete items in the list 1 In the Products and Services form set the State box to Obsolete 2 Right click the Obsolete Item in the list and Choose Make Not Obsolete See Also Deleting a Product Servicel66 8 10 Renaming a Product Service Code 1 From the Product Service menu choose Products and Services 2 Locate and highlight the product or service in the list 2010 Pearce amp Robinson LTD all rights reserved Products and Services 68 3 Right click the product service line using the mouse and choose Rename Code from the popup menu 4 In the Rename Product Service Code window type your
196. ult Credit Limit Any new Surgeon accounts with this Surgeon Type will have their on screen balance flashing in red if they have reached this credit limit You can over ride this setting in the surgeons account record Default Discount Any new Surgeon accounts with this Surgeon Type will start with this discount on new jobs You can over ride this setting in the surgeons account record Settlement Discount and Days An internal note of Settlement Discount which has been agreed Not used by Transactor for calculations Not to be confused with the line Discount which appears in the Customer record and in the Dsc column on Jobs Discount 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 130 Modify Surgeon Account 274 Sumame Initials Title Professional titles eg BOS Beresford J Mr BDS company name E Type Tere DENTAL PRACTICE ae pedal shite Beresford Dental Practice Surgeon dengda T 394 Old London Road Hastings East sussex Change Usual Price band for TN35 5BL Tel 01424 952675 Change o es T L trom the Surgeon type INVOICE ADDRESS e Same as above Credit lirnit Discount y a an Sheet BERESFORD DENTAL PRACTICE 2000 0 Street 394 OLD LONDON ROAD Town HASTINGS Profile County SEH Postcode Country Why use more than one Surgeon Type The Payment terms text which gets printed on the monthly statements comes f
197. ur surgeons wak from To add a new Dental Practice click Add Hew To make changes highlight a Practice and click Modify or Delete You can click Next al any lime to begin adding Sungeons to the Practices Practice Hame Address Balle Dental Surgery 24 Mount Sheet Ba ne Beresford Dental Practice 394 Old London Road Hastings Bexkal Dental Surge 41 London Road Bexhill On Sea Modify Bohemia Dental Practice 129 131 Bohemia Road St Leonards On Sea des Cooden Dental Surgen 146 Cooden Sea Ad Bexhill On Sea ar Grove Dental Surgery The Grove Battle Delete Hastings Dental Surgery 202 St Helens Park Road Hastings Mercer Dental Sungery 127 Grand Parade St Leonards On Sea Old Town Dental Surgery 249 High Street Old Town Hastings Radford Dental Practice The Slade Lambesburst Robertsbridge Dental Surgery 69 High Street Robertsbridge Back Next gt Finish Click Add New to start adding new practices 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 140 Add New Dental Practice xl Mame Battle Dental Surgery M company name Steet 17 HIGH STREET Street y p Town BATTLE County EAST SUSSEX Postcode TN33 E County Telno 01424 TITTET Fax Tel H EMail Motes Added 2411407 Modified 27 11 07 a eens And then OK and then Add New to complete entry of each practice If you make an
198. usy you can clear it from this utilities window 2010 Pearce amp Robinson LTD all rights reserved 107 Transactor Dental Lab Also you can e Un Post all Locked transactions e Re generate the paid allocation indicators e Clear Database This is useful if you have been trying out Transactor with some test jobs within the trial period and you have finally decided to use Transactor for real You can optionally clear reset the whole database or just delete the jobs and keep the Practices Surgeon and Products intact 11 5 Backing Up Restoring Your Data To Back Up Your Data e Insert your external storage device if you use one e In Transactor choose Exit from the File menu e In the End Session window choose the Exit Transactor and Backup data option and then click Yes e When the backup has completed remove your external storage device Notes When the backup has completed check that there are no error messages One you have responded to the instruction Press any key to continue the backup window should close If you see any error messages Contact Us 185 You should check the location of your backups is correctly set see Configuration and Preferences Set Backup Location 134 See also Configuration and Preferences Maintenance Menult55 More about Backups A data backup can backup your Transactor Database to your computer s hard disc drive or to external storage device such as USB memory stick A modern USB
199. ver the mouse over some of the other tool bar buttons to see what they do Job navigator Frew Mert M 4 b MO MrJ Beresford BD E List Jobe Documents e Try Clear Form Then point the mouse into the Surgeon Account area and double click to bring up the Surgeon selector This is the same as choosing Surgeon Select from the Main Menu 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab 9 2 Sigii Aoga MM Surgeon Account Selector Find Find Surgeon name Practice name amp address for Invoice add Cooden Dental Surgery 146 Cooden Seal Bohania Dental Practice 129 131 Bohant Battle Dental Surge 24 Mount Street Be Hastings Dental Surgery 202 St Helens Pl Note You may see some menu choices or Icons are not available For example if you have started or are modifying a job on the form the Clear Form icon will be unavailable This is because Transactor doesn t want you to accidentally clear the form Instead you need to choose an Action for the current job eg Book it in Out or Delete it Read more about this in the next section Once you ve finished experimenting press F12 to clear the form or click on Clear Form on the toolbar You ll now be back to a clear Main Form Understanding Actions Actions are Start New Job Book In Book Out etc You ll quickly become familiar with these Actions since the whole system is based around
200. voice f item is zero value Choose More for Technician and Stock Control settings 2010 Pearce amp Robinson LTD all rights reserved Configuration and Preferences 144 Pro duct Service specs Category area Gold ema cr Se Product Service Propartids More x T Stock Control City Ir stock 192 30 Relides Level 100 Technician Tick if you want to assign a Technician to each line item product service put on jobs If you have a very small lab and most units go to just one Technician choose a Preferred technician to save typing This can be changed when you add line items to a job Work Required Tick if you intend to do advanced reporting and analysis on work outputs using a 3rd party reporting tool on the database Assign an average work time per unit in minutes Stock Control Tick if this Product Service is a physical item eg Articulator and you intend to keep track of the quantity in stock Components Add components if you want one product code to add several more line items to a job See Also Stock Control Itemsfes 12 2 13 Printing Setup If you are setting up Transactor for the first time you may click Next to skip this page for the time being 2010 Pearce amp Robinson LTD all rights reserved 145 Transactor Dental Lab Initially you will be able view or print documents such as Despatch Notes from the simple Preview Window If you are familiar with
201. wing types Simple Summary Invoice no aged analysis no balances no payments Statement Monthly Balance B F all transactions Balance C F aged analysis 1 2 3 month Statement by Date Range as above but with aged analysis 30 60 90 days Sage style Statement unpaid invoices only Chapter Contents Accounts Reports t62 Nominal Categories 164 Working with a Financial Accounts Systemlte6 See Also Surgeon Accounts 48 Allocating a Payment to Unpaid Invoices 58 Unallocated Credits 174 Walk thru Payment allocation and Credit Notel175 Do the end of month Statement and Lockinglish 2010 Pearce amp Robinson LTD all rights reserved Accounting 162 14 1 Accounts Reports Analysis by Category You would normally print this off at the end of each month and hand it to your book keeper The information from this summary report is commonly used by the company s book keeper to update the company s manual ledgers or Financial accounts program 1 From the Reports menu choose General Analysis by Category 2 Enter the date period and output as required Transaction Analysis by Category Dentalab Limited From 01 0410 to 3004 10 Printed 23 7 2010 11 04 Tranlype Nanlateqgar Nominal sitotal Total JE SALES DISCOUNT 130 2050 25 265 25 JD ADJUSTMENT DEBIT 9399 5 00 5 00 SI PROSTHETICS 116 2760 00 Si CROWNABRIOGE 120 16495 62 19255 02 oR BANK CHEQUESCASH 200 11212 89 11212 89 1782 68 Columns TranType Standard accoun
202. wing your document Repeat this for all the documents and reports you want to change Click on Close when you have finished General Reports Analysis by Category You would normally print this off at the end of each month and hand it to your book keeper See Accounts Reports t62 Accounts Receivable This Accounts Receivable report lists payments in a period grouped by Payment Method See Accounts Reports he Log History This is a chronological list of events 2010 Pearce amp Robinson LTD all rights reserved Log History From 21 08 09 to 2108 09 Time User DocW 24 08 09 44565 MGR 1392 2110809 14 57 MGR 1343 210809 11 57 MR 1394 2108 09 11 53 MGR 1304 2110809 11 55 MGR 1335 210605 11 59 WGR 1385 21 08 09 12 00 MGR 1353 21 08 09 12 01 MGR Audit Trail ation B k In Job Book In Job Book In Job Delete Job Book in Job Book Out Job Change Book Out Job Change Book Out Jot Charge Total 15 50 83 50 423 00 423 00 259 95 95 91 86 15 Printed 2178 2009 12 01 Lines Surgeon Patient 5 Berestord Smith 5 Dodds Robinson 5 5 5 Beresford 7 Adams Mise S Jennings 5 Dodds kis Y Summers 6 Dod ds T Milson Reports and Printing DentaLab Limited This report lists all transactions in chronological order See Accounts Reports t64 10 5 Jobs Booked in Jobs by Due Date This is effectively you lab s job scheduler report In the options leave the Due Date blank and click Ok
203. y mistakes you can choose Modify or Delete 12 2 11 Surgeon Accounts Here is where you will add details of surgeon accounts When you first start entering surgeons and practices the list will be empty If you have not yet added your Practices see Dental Practices 139 2010 Pearce amp Robinson LTD all rights reserved 141 Transactor Dental Lab Setup Wizard Surgeon Accounts ofall Add and assign Surgeon accounts to dental practices Dental Practices Battle Dental Surgery 24 Mount Street Battle Beresford Dental Practice 294 Old London Road Hastings Click to highlight REESE 41 London Road Bexhil On Sea a Practice in this Bohemia Dental Practice 123131 Bohemia Road St Leonards Un Sea list Cooden Dental Surgery 146 Cooder Sea Ad Bexhill On Sea Grove Dental Surgery The Grove Battle Hastings Dental Surgery 02 St Helens Park Road Hastings l Surgeons at Bexhill Dental Surgery Then click Add hr O Varney Hew to add a GE MrT Murphy Add New Hew Surgeon to the selected FE Mr F Nicholson Practice Gi hr K Savage Goto Start lt Back News Frish Click Add New to start adding new surgeon accounts Add New Surgeon Account Surname Initials Title Professional titles feg BOS Smith John Mr EDS company name a eo o Usual prices DENTAL PRACTICE uqe M Mis Bexhill Dental Surgery Encl J WE 7 41 London Road Bexhill On Sea East Sussex
204. y category and where necessary links are provided to relevant sections of the help Also see Did You Know 2 183 Please visit the website for the latest reused FAQs Too20 Frequently Asked Questions Dental Lab System Knowledgebase e Whats new in this version Lots See Version History 178 2010 Pearce amp Robinson LTD all rights reserved Frequently Asked Questions 168 e How do i run Transactor on the new Vista operating system You need to assign administrator rights in all the Transactor Shortcut properties See Do this if you have Vista or Windows 7 10 e How do find a Job when don t have the Job Number There are a number of ways you can do this for example by using the Document Number instigating a Patient Search finding the Surgeon or by navigating through recent documents See Finding a Jobl43 e How do Email Documents like Invoices Quotes or Reports Use a PDF Printer AKA Virtual PDF printer such as Cute PDF Writer Follow the 3rd Party tools link on www transactor co uk We recommend you ask your local computer person to install it for you More 173 e How do interface with or send transactions to my Sage Accounting software Whether you have Sage or any other external accounts program there s no need to get involved with interfacing This is because Transactor has a built in Sales Ledger for Transactions Payments and Statements More 173 e m trying to choose a Function or
205. you to add product service notes which have no financial value You can add up to 128 lines onto the document 4 The Query can be put on Hold if you expect to add to it later or Finalised Choose either Hold or 2010 Pearce amp Robinson LTD all rights reserved Transactor Dental Lab Finalise from the Action menu 5 In the Confirm Action window click OK More on Query Documents Query Documents give you the ability to implement a quality control system on your customer services To Implement A Quality Control System on your Customer Services e Plan out what Codes you want to use for recording the various Customer Service issues We recommend keeping it simple with something along the lines of four Q codes QC1 Customer complaint QCU1_ Res Result Resolution of customer complaint QE1 Customer enquiry QE1_Res Result Resolution of customer enquiry my the Products and Services window to setup your Q codes See Adding a new Line Note item 61 e When a customer makes an enquiry or complain you wish to track start a new query then e Type Q into the Code box and press Enter e Choose an appropriate Query Code and enter the description 2010 Pearce amp Robinson LTD all rights reserved Special Job Types 72 2 Transactor Dentalab Limited New Query 1389 x Eu Pe View Sergeon Product Service Achon Reports Todos Window Help 1e x H BSao Pe al E Beresford 4 d P Surge

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