Expenses
In this tutorial, you will learn how to keep expense logs on your patients for keeping track of costs of patient care.
Activating the Expense Extension
Note: Users with Admin or Super Admin status are able to access the Extension Features in Settings.
Step 1
Visit https://www.wrmd.org/signin and log into your account using the username and password that you registered with.
Step 2
Access your account settings. Click on the arrow next to your name in the top right corner and choose settings from the drop-down menu.
Step 3
On the left sidebar, click on All Extensions in the Extensions panel.
Step 4
Activate the Expenses Extension by clicking the Expenses button. Once activated, it will always be available until you deactivate it.
You will be able to access the Expenses function through any Patient Record under the tab labeled Expenses.
Entering Expenses into a Patient Record
Step 1
Visit https://www.wrmd.org/signin and log into your account using the username and password that you registered with.
Step 2
Open the Patient Record of the animal that you want to focus on.
Step 3
Click on the Expenses tab.
Step 4
The tab will open to what looks like a typical accounting ledger. Click directly into the accounting fields to input the date, the category, and debit or credit amounts.
Once you have added an entry, they will be listed at the top of the ledger.
When you click in the Category Field, WRMD’s standard default category menu appears. Choose one of the categories available from the drop-down menu.
- Donations
- Equipment
- General Operations
- Husbandry
- Labs
- Prescriptions
- Staff time
- Transportation
- Veterinary Services
Some expenses, like donations, will be recorded automatically when the Expenses Extension is activated. For example, if a rescuer brings in a new patient and you record their donation on the donation panel of the intake form, it will be recorded and saved not only to the rescuer but also on the patient’s ledger as a donation.
If you want more specific subcategory options, review the tutorial below on Customizing Expenses Subcategories to learn how to set those up so you can be more specific in your category definitions.
Step 5
Once you have inputted all your details, click the green Save button.
Editing Previously Entered Expenses
Step 1
Open the Patient Record of the animal that you want to focus on.
Step 2
Click on the Expenses tab.
Step 3
To edit an entry you have entered previously, click on the pencil icon.
Step 4
Update your transaction information in the new window that opens.
Step 5
Click the green Update Transaction button.
Deleting Previously Entered Expenses
Step 1
Open the Patient Record of the animal that you want to focus on.
Step 2
Click on the Expenses tab.
Step 3
To delete an entry you have entered previously, click on the pink trash can icon.
Your entry will be immediately deleted and will no longer appear on the ledger.
Customizing Expenses Subcategories
Note: Users with Admin or Super Admin status are able to access the Extension Features in Settings.
Step 1
Visit https://www.wrmd.org/signin and log into your account using the username and password that you registered with.
Step 2
Access your account settings. Click on the arrow next to your name in the top right corner and choose settings from the drop-down menu.
Step 3
On the left sidebar, click on Expenses in the Extensions panel. This extension is visible because you activated the Expenses Extension.
Step 4
You will see a list of all the general categories. Click the green Plus icon to add a specific subcategory.
You can add as many subcategories as you would like.
To edit the subcategory, click on the hyperlinked subcategory name.
To delete the subcategory, click the pink trash can icon.
Step 5
In the Category Details, give your subcategory a name and brief description.
Step 6
Click the green Add New Category button.
Your new subcategories will appear in the drop-down menu in the category field in the patient record under Expenses.
Printing Patient Expense Statements
Step 1
Open the Patient Record of the animal whose Expense Report you want to print.
Step 2
Click on the More tab.
Step 3
Click on Print Expense Statement.
Step 4
The Expense Statement for this particular animal will be downloaded to your computer as a PDF for printing.
Printing Expense Reports
Step 1
In the Quick Links Menu on the left, click Reports.
Step 2
Scroll down until you see a section called Expenses. There are two different reports that you can download. Click on the one relevant to your situation.
- Patient Expenses by Category Summary
- Patient Expenses by Category Detail
Step 3
Specify the date range you want to export.
Step 4
Click on the green Run Report button to set the date range.
Step 5
Click the blue Print Report button. A PDF will download onto your computer for printing.