When a service is provided to a horse in your care a transaction is created to record the cost of the service and other relevant information against the horse record. There are a number of ways to record horse services but the most common is through the Procedures window.
In Ardex select Main at the bottom left then select “Procedures”. The procedures window opens allowing you to record horse procedures. Choose a date for the procedure and a horse name, then select the procedure from the procedures list, for example Farrier Services.
In this example on 16 May the horse “All In Vain” received new shoes from the farrier, and the cost was $400. Clicking the Add button at the lower right will record the procedure to the horse and allow for the horse owners to be invoiced for the procedure cost.
There are many possible horse procedures that may be recorded, and not all procedures have a financial cost associated with them. For example the procedure “Movement” may be used simply to record that a horse has moved from one paddock to another. For more information on Horse Procedures see our Horse Procedures Guide.
Transactions may also be entered by selecting Finance at the bottom left then select “Transactions”. A transaction will normally be charged against a horse, but may be charged directly to a client. A service code must be selected and an amount entered (amounts are GST inclusive). A comment may be entered, make sure the date is correct then click the Add button to record the transaction.
In this example the horse “All In Vain” will be charged $220 for bandaging on 16 May. This transaction once recorded will allow horse owners to be invoiced for the service cost. Note that GST on transactions is determined by the GST code attached to the service selected. Go to Settings > Options > Services in Ardex for a list of services with associated GST codes. Most services are charged inclusive of GST.
Horse transactions may also result from supplier invoices entered to Ardex. For example an invoice received from a vet may include charges relating to many horses, which need to be passed on to owners. For more information on entering supplier invoices see the Ardex Guide Managing Accounts Payable Using Ardex.
Horse transactions can also be created through the Group Add function, which will be covered later in this support note, and through the Bulk Journal function which is covered in the support guide Complex Transactions in Ardex Premier. If you open any horse information window you will be able to view transactions recorded to the horse by clicking the Transactions tab at the left.
Horse transactions can be added and edited from within the horse information window. The four buttons to the right of the transaction list perform the following functions:
In the next section we will cover converting horse transactions into tax invoices for issuing to horse owners.