Add a Product or Service

You can add custom products and services to include in practice invoices.

Select Data Maintenance from the System menu, or from the left-hand toolbar.
Select the Products and Services table from the left-hand pane.

Click Add a new row to add a new product or service.
Click on the Category drop-down to select a category.
- Use of this field is optional.
- These are Product Categories specified in the Product Categories table. They are used to group Products or Services together when displayed in the Consultation drop-down lists in an appointment.
Complete the other fields in the table:

Field	Description
Item Code	Type in the Item Code, if required. This is a short code that can be used to identify items. In particular, it is used to hold Medicare product or service item numbers which Medicare use as a basis for payment. If a Medicare Item code is added in here, the ... can be clicked on to view the MBS details. Click Update to add the MBS Schedule Fee and MBS Benefit amount to the product record. If these values need to be added to a number of items, use the option in Data Maintenance > MBS (Scheduled Fees) > Update Products and Services.
Item Description	This is the description of the product or service. This is used to select the Consultation Type for an appointment and is usually the description included on an invoice. It can be a maximum of 50 characters in length.
Item Long Description	This is a more lengthy description of the product or service. It can also be used on an invoice. There is not limit to the number of characters used. Use of this field is optional.
GST Applicable	Tick if the product or service needs to have GST calculated on the Sell Price.
Is Consultation Type	Tick as required. For the purposes of Bp Allied the following definitions apply: Is Consultation Type = True (is ticked) when it relates to the selling of services that take place at a specific time for which an appointment is made. Is Consultation Type = False (not ticked) when it is a Product is a physical item to be sold. This can be sold independent of an appointment; OR a service that does not relate to time. If this is left ticked, when the item is added to an invoice a corresponding appointment will need to be selected.
Sell Price	Type in the price of the item. The price of the product or service - whether this is includes or excludes GST depends on the GST options ticked.
Per Hour	Ticked when the price entered is an hourly rate. If an item is added to an Invoice that is designated per hour = True, then the duration of the appointment is calculated in hours and added to the invoice in the Qty field. Example: 1 hour appt = Qty 1; 1/2 hr appt = Qty 0.5 The price is then multiplied by that number of hours calculated for the appointment.
Price Incl GST	Tick if the Sell Price includes GST.
Active	By default the Active tick box is ticked. If it is no longer a current Product or Service, untick the Active tick box and the option will not display in any of the available drop-down lists. If a record is linked to another record then it can't be deleted.
Consultation Type Colour	Select the colour from the palette. This is the colour that an appointment will be displayed in the Appointment Book when the selected Consultation Type is chosen. If this is not selected, it displays as white. The option Use Colours to display Consultation Types in Options > Appointment Book needs to be checked for the colours to be displayed.
Default Duration	Type in the duration, in minutes e.g. 30 for 30 minutes or 60 for a 1 hour appointment. The default duration for a Consultation Type. Used when creating the appointment duration for the selected Consultation Type. If this is not defined. the default duration for an appointment is the Default Appointment Duration set in Options > Appointment Book.
GST code	These two columns have been added so that when sales information is exported to MYOB the records can be matched using the Accounting Item Code. Any products or services without having one of these assigned will not be imported. See more details on the MYOB export report.
Accounting Item Code
MBS Benefit	If a Product or Service has a relevant Item Code, then when the MBS Scheduled fees are imported into Products and Services, the relevant fee will show in these fields. These will be used by Medicare Online Claiming.
DVA Fee	If a Product or Service has a relevant Item Code, when the DVA Scheduled fees are imported into Products and Services, the relevant fee will show in these fields. These will be used by DVA Claiming. The Sell Price must equal the DVA Fee for a claim to be processed.
Service Type	This identifies which speciality or modality the service (Item Code) relates to, e.g. E = Dietitian, P = Physio and Y = Psychology, and is required for all items that are going to be used for Health Fund claiming.