Calculate the farm’s own share of a farm visit on the invoice, and invoice the municipality for the rest. Provet records how much the municipality owes for each invoice, so you get an itemized breakdown. You can also create visit reports for the municipality. Only clinics in Finland use municipal subsidies and visit reports.
A municipality grants subsidies to businesses in its area, such as farms. The subsidy covers part of the visit fee, part of the mileage, procedure costs, or combination of them. The municipality decides the farm’s own share and pays the rest to the veterinarian. You invoice the farm for its own share, and you invoice the municipality for the rest. Municipal subsidies work much like direct billing to an insurance company. The farm’s invoice and the municipality’s invoice are separate, and the payment of one does not affect the other.
To use municipal subsidies, you need:
Production Animal Functions (Hyötyeläintoiminnot) enabled for your clinic (see Fetch Farm Data from Naseva and Sikava and Report Treatments)
a client record for each municipality, with the billing details of the municipality
the subsidy rules from each municipality, that is, the farm’s own share of the visit fee and the mileage
Create a Client for the Municipality
Provet invoices the municipality like any other client, so each municipality needs a client record with its billing details. To create the client record for the municipality, see Create a New Client. After you save the client record, write down the client ID of the municipality. Provet shows the client ID in parentheses after the client name, for example (123).
Set Up the Subsidy for a Municipality
The subsidy settings tell Provet how to calculate the farm’s own share in each municipality. Each veterinarian adds their own subsidy settings once for each municipality that pays a subsidy. Use the subsidy rules that the municipality has given you. To set up the subsidy for a municipality:
Go to Calendar and select the Production Animal Functions button, for example Hyötyeläintoiminnot.
Go to the Subventiot tab.
Select Lisää subventioasetus uudelle kunnalle.
In the Kunta(kuntakoodi) drop-down list, select the municipality.
In the Subventiotapa drop-down list, select how the municipality states the farm’s own share:
1: Käynti- ja matkakulut yhdistettynä: one amount for the visit fee and the mileage together
2: Käynti- ja matkakulut erikseen: one amount for the visit fee and another amount for the mileage
3: Subventiot prosenttiosuuksina: the farm’s own share of the mileage and of the visit fee as percentages
4: Käynti-ja matkakulut erikseen, toimenpide yksitellen: one amount for the visit fee, another amount for the mileage, and an own share for each procedure separately
Most municipalities use method 1 or 2. Methods 3 and 4 are rare.
Enter the farm’s own share in the fields that appear for that method:
methods 1, 2 and 4: an amount for normal hours in Normaaliaika and an amount for on-call hours in Päivystysaika
method 3: a percentage in Matkakulujen osuus asiakkaalle (%) and a percentage in Käyntimaksun osuus asiakkaalle (%)
In Laskun vastaanottaja (Provet ID), enter the client ID of the municipality.
Select Tallenna (Save).
Provet can now calculate the subsidy for farms in that municipality. The Subventiot tab lists the municipality with its municipality code. To change the subsidy settings of a municipality, select Muokkaa asetuksia. To delete the subsidy settings of a municipality, select Poista.
In the subsidy settings, amounts are in euros without value-added tax (VAT). Depending on the subsidy rules of the municipality, you can also use these options:
Omavastuu toimenpiteet: the farm’s own share for procedures, if the municipality also subsidizes procedures
Toimenpide subvention yläraja: the upper limit of the subsidy for procedures
Ei ylärajaa: no upper limit
Omavastuun korotus päivystysaikaan: a higher own share for on-call hours
Kunta subventoi myös arvonlisäveron osuuden: the municipality also pays the VAT on the subsidy
Subsidy rules differ between municipalities.
Examples of Subsidy Settings
These examples show how to enter the subsidy rules of a municipality in the subsidy settings.
Example 1
The municipality gives these subsidy rules:
mileage: the municipality pays for the part of the round trip over 70 kilometers, so the farm’s own share is 42.70 €
visit fee in normal hours: the municipality pays for the part of the visit fee over the fee for a 35-kilometer one-way trip, so the farm’s own share is 50.89 €
visit fee in on-call hours: the farm’s own share is 1.5 times the share in normal hours, so the farm’s own share is 76.34 €
value-added tax (VAT): the farm pays the VAT
upper limit: the subsidy has no upper limit
For these rules, select 2: Käynti- ja matkakulut erikseen in the Subventiotapa drop-down list. Then enter these subsidy settings:
Omavastuu käyntimaksu: 50.89 in Normaaliaika and 76.34 in Päivystysaika, with Ei ylärajaa selected
Omavastuu matka: 42.70 in Normaaliaika and 42.70 in Päivystysaika
Omavastuu toimenpiteet: 0 in Normaaliaika and 0 in Päivystysaika, with Ei ylärajaa selected
Kunta subventoi myös arvonlisäveron osuuden: cleared, because the farm pays the VAT
Laskun vastaanottaja (Provet ID): the client ID of the municipality
Example 2
The municipality gives these subsidy rules:
subsidy: the municipality pays for the part of the trip over 30 kilometers
farm’s own share: the visit fee with any surcharges, plus the mileage for a 30-kilometer trip
value-added tax (VAT): the farm pays the VAT, also on the part that the municipality pays
With these rules, a farm that is less than 15 kilometers from the clinic (one way) pays the whole cost.
In this example, the visit fee for this distance in the Veterinary Fee Schedule is 42.33 € without VAT. The mileage for a 30-kilometer trip is 16.50 €. The normal surcharges apply: +50% in the evening and +100% at the weekend.
For these rules, select 1: Käynti- ja matkakulut yhdistettynä in the Subventiotapa drop-down list. Then enter these subsidy settings:
Omavastuu käyntimaksu ja matkakulut yhdessä: 58.83 in Normaaliaika, that is, the visit fee of 42.33 € plus the mileage of 16.50 €
Ei ylärajaa: selected
Omavastuun korotus päivystysaikaan: selected, so the farm’s own share is higher in on-call hours
Omavastuu toimenpiteet: 0 in Normaaliaika and 0 in Päivystysaika, with Ei ylärajaa selected
Kunta subventoi myös arvonlisäveron osuuden: cleared, because the farm pays the VAT
Laskun vastaanottaja (Provet ID): the client ID of the municipality
The amounts in these examples are for illustration only. Before you set up a subsidy, check the current subsidy rules of the municipality and the current Veterinary Fee Schedule.
The Veterinary Fee Schedule usually changes once a year. When the fee schedule or the subsidy rules of a municipality change, update your subsidy settings.
Calculate the Subsidy on an Invoice
You calculate the municipal subsidy on the farm’s invoice before you finalize the invoice. Your subsidy settings for the municipality of the farm must already exist. To calculate the subsidy on an invoice:
Open the invoice of the farm.
In the toolbar at the bottom of the invoice, select the subsidy button, for example Laske Subventio.
The calculation opens in a new browser tab. Provet deducts the subsidy and leaves the farm’s own share on the invoice.
The subsidy button is a custom integration button, so the name of the button can differ between clinics.
Subsidy settings belong to the user who saved the subsidy settings. The subsidy button finds the subsidy only for that user. Each veterinarian who calculates subsidies saves their own subsidy settings for each municipality.
Why Is No Subsidy Found on the Invoice?
If Provet shows a message that no subsidy was found, check the following:
You have saved subsidy settings for the municipality under your own user. Subsidy settings saved by another user do not work for you.
The postcode of the animal owner is filled in and correct.
The payer in the Payer section of the invoice is the same as the animal owner. The subsidy check reads the owner from the patient record, because the subsidy depends on the municipality of the owner. A change made on the invoice page applies to that invoice only.
The municipality of the owner has subsidy settings with the correct municipality code. To check a municipality code, see the municipality codes from Statistics Finland.
If the subsidy settings are correct and the postcode is filled in, you can add the subsidy to the invoice by hand:
In the Items section of the invoice, search for the procedure that your clinic uses for subsidies, for example Subventio, and add the procedure.
Enter the subsidy as a negative amount.
Your subsidy rules show the farm’s own share in euros. The subsidy is the visit fee plus the mileage, minus the farm’s own share. For example, if the visit fee is 80 €, the mileage is 40 € and the farm’s own share is 50 €, enter −70 €.
If Provet still does not calculate the subsidy, contact Provet support.
Invoice the Municipality
The municipality invoice collects the subsidies from all farm invoices in a date range. Most clinics invoice each municipality once a month. To invoice the municipality:
Go to Calendar and select the Production Animal Functions button, for example Hyötyeläintoiminnot.
Go to the Subventiot tab.
Select Luo kunnan lasku.
In the Laskun vastaanottaja (ID / Organisaatio) drop-down list, select the municipality.
Check the dates in Päivämäärä alkaen and Päivämäärä päättyen. The fields show the previous month. To invoice another period, change the dates.
Select Luo lasku.
Provet creates the municipality invoice in the background, so you can close the Production Animal Functions page. The invoice draft appears on the Billing tab of the client page of the municipality, as a counter sale.
Check the invoice draft and make corrections if needed. Then finalize the invoice. You can send the invoice from Provet by email, by letter or as an e-invoice. To turn on e-invoices, contact Provet support. Record the payment from the municipality the same way as any other payment.
One municipality invoice can cover more than one municipality. Provet combines the subsidies of every municipality that has the same client ID in Laskun vastaanottaja (Provet ID) in the subsidy settings.
Create Visit Reports for the Municipality
You create visit reports for the municipality on the Raportit tab of the Production Animal Functions page.
Create a Visit Count Report
The visit count report (Käyntimääräraportti) is a PDF file that lists all your visits by month, with on-call visits shown separately. To create a visit count report:
Go to Calendar and select the Production Animal Functions button, for example Hyötyeläintoiminnot.
Go to the Raportit tab.
Under Käyntimääräraportti, select the first date in Alkaen and the last date in Päättyen.
Select Luo käyntimääräraportti.
Select Lataa raportti.
Provet downloads the visit count report to your computer as a PDF file.
Share Your Visit Counts with Municipalities
The joint municipal report (Yhtymäraportti) lets a municipality or a group of municipalities see your visit counts. The municipal supervisor views the joint municipal report on the yhtymaraportti.fi website. To share your visit counts with a municipality:
Go to Calendar and select the Production Animal Functions button, for example Hyötyeläintoiminnot.
Go to the Raportit tab.
Under Yhtymäraportin valtuutukset, select the checkbox of each municipality that can see your visit counts.
The change takes effect immediately. To stop sharing your visit counts with a municipality, clear the checkbox of the municipality.