Ardex Essentials streamlines end of month billing for horse training and agistment through its unique location status system. Each horse in your care is allocated a location status which is independent of which property or paddock the horse is agisting in, and which signifies training status and daily charge rate for the horse.
Horse location status may be changed from day to day depending on what services are being provided to the horse. Everything is tracked in the system, then at end of month billing horses for training and agistment is straightforward and fully automated. Charges are passed on to horse owners via the Ardex horse ownership system, again without any additional work needed.
BEFORE RECORDING GROUP ADD AGISTMENT AND TRAINING TRANSACTIONS MAKE SURE ALL HORSE LOCATION STATUS CHANGES FOR THE MONTH HAVE BEEN RECORDED.
Daily Charges
Click on the green plus button and a modal will appear
Enter the service code. Choose a service code for the agistment and/or training transactions to be generated.
Select the location status(es). For each location status you tick, the system will generate group add transactions for all horses assigned to that location status. You may tick all if you wish. You can save these location statuses as a default for the service, so you don't have to select them next time.
NOTE - if you have multiple ledgers, you can set different location statuses under each ledger for the same serviceSelect the type of daily rate. Usually this will be the default to the charge associated with the location status selected, however you can alter this if you would like to charge a separate charge in additional to the location charge e.g. track fees.
Select the invoice description. The invoice description text will normally be the location status of the horse e.g. “Yearling Agistment: 30 days at $22 per day”. Alternatively, the invoice description can be customised.
Select the date range. The group add function generates charges to horses in accordance with location status, over a specified date range. The date range will default to the full month following your last group add, but this can be modified. Changing from and to dates will significantly change charges to horses generated by the group add.
Tick show as sundries if you do not wish for these items to appear under the service code on statements.
The Save these defaults check box allows you to save everything entered and this will be displayed next time you select the service code.
Preview list and all horses that match the location status will be displayed.
Skip any horses you do not wish to generate charges
Click on generate transactions and the total for the service will be displayed
You can add multiple group transactions.
If you need to update or delete the Daily charges, select the small gear next to the daily charges
Flat Fees
Click on the green plus button and a modal will appear
Enter the service code. Choose a service code for the agistment and/or training transactions to be generated.
Select the location status'. For each location status you tick, the system will generate group add transactions for all horses assigned to that location status. You may tick all if you wish.
Enter the amount including GST
Select the number of minimum days the horse needs to be in that location status in order to generate charge
Select the invoice description.
Select the date range.
Tick only on arrival if horses are only to be charged a flat fee when they arrive on property
Preview list and double check the horses
Skip any horses you do not wish to generate charges
Click on generate transactions
When you are happy with all the group add transactions, you may continue with the next step of the month end
