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Cash desk and collections

Veterinary cash desk software: cash session, customer accounts and debt reminders

VetBis veterinary cash desk software ties the clinic's money flow to a cash session. Reception opens the till in the morning, records collections and cash movements, and closes with a count in the evening. The customer balance is fed by the same record as invoice and quick sale payments; supplier payments reduce the purchasing payable.

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Cash session (example data)

Cash session movements
Opening (carried over)TRY 2,000.00
CollectionExaminations and vaccinesTRY 3,450.00
Cash outCleaning expense-TRY 250.00
Written to accountTRY 600.00
Carry-over to tomorrowTRY 5,200.00
Expected cashTRY 5,200.00

Live flowCarry-over 6 / 6

Steps

  1. 1OpeningReception enters the opening amount and opens the session; the carry-over from the previous day is ready.
  2. 2CollectionExamination and vaccine payments are written to the cash session and the customer account.
  3. 3Cash outA small expense is recorded as a cash movement with its category.
  4. 4On accountA customer who will pay the rest later is written to the account; it does not enter the till.
  5. 5Closing countThe counted amount is compared with the system amount and the session closes.
  6. 6Carry-overThe closed session is archived and the carry-over becomes the next day's opening.
Staff member taking a card payment at a veterinary clinic reception beside a monitor showing a cash desk screen, a customer waiting with a cat carrier

The day-end difference is not guessed, it is calculated

Opening, collections and outflow accumulate through the session; the expected amount is compared with the counted amount. You separate cash movements with your own categories.

  • Opening

    TRY 2,000.00

  • Collected

    TRY 3,450.00

  • Cash out

    TRY 250.00

  • Expected

    TRY 5,200.00

  • Counted

    TRY 5,200.00

  • Difference

    TRY 0.00

    Counted minus expected. Example data.

Cash movement categories (examples, you define your own)

  • Cleaning
  • Courier
  • Small expense
  • Advance
  • Other income

Live flowDifference 6 / 6

Steps

  1. 1Opening
  2. 2Collected
  3. 3Out
  4. 4Expected
  5. 5Counted
  6. 6Difference

Morning opening and daytime collections are tied to the cash session

Early morning at the clinic, a receptionist opens the cash drawer and switches on the desk monitor, a corgi asleep in a dog bed in the corner
Opening amount, carry-over and closing count show on the session card. Each branch has one open session at a time.
A customer pays with a contactless card while a receptionist hands back the receipt, a sleepy dachshund in his arms

Payment method record

Cash, credit card, debit card, bank transfer, cheque and promissory note can be selected. VetBis does not connect to a card terminal; it records how the payment was taken.

A clinic accountant reviews customer account statement rows on a large monitor with a notebook and calculator beside her

Account statement, debt and sales reminders

  • Customer account and statement

    Balance per currency, a paged account statement and manual adjustments when needed. The balance shows on the owner's card.

  • Overdue debt reminders

    Debts that have come due are listed on the reminders screen. Reception sees who to call.

    Sending as a message opens when a provider is connected

  • Repeat sale reminders

    A reminder list for products bought regularly, for example customers to call before their pet food runs out.

    Sending as a message opens when a provider is connected

Account statement (example data)

Customer account statement
Examination and vaccine invoiceTRY 1,200.00
Partial paymentCash-TRY 500.00
Manual correction-TRY 100.00
BalanceTRY 600.00
  1. Invoice

    Balance created

    Shown on the customer card

  2. Payment

    Partial payment received

    Remainder in the statement

  3. Correction

    Manual correction made

    Posted to the statement

  4. DueNowMessage sending pending

    On the debt reminder list

    Customer message: waiting for a provider

Live flowReminder list 4 / 4

Steps

  1. 1Balance arisesThe unpaid part of an examination and vaccine invoice is written to the customer account.
  2. 2Partial paymentThe customer pays part of it; the balance drops by that amount.
  3. 3Manual correctionIf needed, a manual correction is made to the balance and shows in the statement.
  4. 4Reminder listA debt that falls due goes to the reminder list; reception calls.
Evening in the clinic, the manager counts the day's cash and checks a tablet while a ginger cat sleeps on a reception shelf

Day-end closing, movement categories and session history

  • Cash movements and categories

    Money in and out is categorised. You define the categories to fit your clinic.

  • Closed session history

    Earlier sessions open in a table, so the question of what the difference was on a given day is answered from the record.

Supplier payments and the receipt

Supplier debt is kept in multiple currencies. Part payments are possible and the same payment is not recorded twice.

Supplier payables and receipt are covered on the purchasing page

Payment receipt (example)

Customer
Ayşe Örnek
Patient
Pamuk
Amount
500 TRY
Method
Cash
Received

Features that work alongside it

Frequently asked questions

A session is the period from the moment the till is opened until it is closed. Collections and movements are recorded against it, so at closing the counted amount can be compared with the system amount.

Yes. The carry-over amount goes into the opening of the new session. Closed sessions are kept in a history table and can be opened any time.

Each customer account has a balance and a paged statement. Debts that have come due are listed on the reminders screen, and manual balance adjustments are possible when needed.

Not today. Due debts show on the reminder list and reception calls the customer. SMS and WhatsApp delivery starts once a messaging provider is connected.

No, there is no POS integration. You take the payment on the terminal; VetBis records credit card or debit card as the payment method.

Yes. The payment reduces the supplier debt and the remaining amount stays visible. If the same payment is submitted twice by mistake, a second record is not created.

Move to a till that balances at closing

Describe your cash and account flow and we will set up the routine from opening to closing together.

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