Adding a Product or Service

The details for adding a new Product or Service to Bp Allied are covered below. Click here to see the video on Adding or Editing a Product or Service.
Adding a Product or Service
1

Add new row

1. Add new row
Click in the Add new row field to add a new product or service
2

Category

2. Category
Click on the 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.
3

Item Code

3. 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 then use the option in Data Maintenance > MBS (Scheduled Fees) > Update Products & Services
4

Item Descriptions

4. Item Descriptions
Type in the item descriptions
  • 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
5

GST Applicable

5. GST Applicable
Tick if the product or service needs to have GST calculated on the Sell Price.
In versions prior to 3.7.7.5 setting both the GST Applicable and Price Incl GST fields to Yes will not display the GST amount separately.
6

Sell Price

6. 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.
7

Is Consultation Type

7. 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 then when the item is added to an invoice a corresponding appointment will need to be selected
8

Per Hour

8. 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.
eg 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
9

Price Incl GST

9. Price Incl GST
Tick if the Sell Price includes GST.
In versions prior to 3.7.7.5 setting both the GST Applicable and Price Incl GST fields to Yes will not display the GST amount separately.
10

Active

10. Active
By default the Active tick box is ticked
11

Consultation Type Colour

11. 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 then 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.
12

Default Duration

12. 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 then the default duration for an appointment is the Default Appointment Duration set in Options > Appointment Book
13

MYOB Export Codes

13. MYOB Export Codes
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.
14

MBS Benefit

14. 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.
15

DVA Fee

15. 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.
 
16

Service Type

16. Service Type
This identifies which specialty 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.
17

OK, Cancel & Apply

17. OK, Cancel & Apply
Click OK to save changes and to close the options window.
Click Cancel to disregard changes and close the options window.
Click Apply to save the changes and keep the options window open.