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 I Want a "MAN"
Posts: 3610
   
Location: MD | What is the best way to stay organized? Currently using Quick Books. I want to keep an eye on any medication bought for a specific horse and if its used on another horse make note so one owner isn't charged for the whole product to keep things fair. This barn has about 20 horses in at all times. Some owners have multiple horses. I want to keep a physical file and also whatever invoices get put into QB. For the physical file should I keep a piece of thick paper to the front of the owners file for each horse they have to keep "main" info on? In example, the date the horse came in and left, date shod, dewormed, started EPM meds, etc? Thanks for any input :)
Edited by CE's wrapn3 2018-02-16 10:15 AM
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Extreme Veteran
Posts: 542
| Each horse gets an excel file. Start formatting it the way you want it to look. Dates everything is done. Vet, farrier, rode, new shavings, bute, banamine....keep up with it all right up to the cc. If they destroy a hay bag or bucket I write it down but eat the cost.
At the end of each month print for a hard copy. We just keep excel files and back them up tho. Start a new tab for each horse. You can organize by month and if your good at formatting can work out equations to figure like okay in this cell goes so many cc of banaime until you add up to a bottle at a certain end date. I'm not that good at working out formulas and formatting but some trainers do that.
Scan any invoices and you can attach them to your excel doc. Keep a folder for the month on invoices...hay, feed store, entries, etc. Also keep x-rays and other digital scans this way. I keep a folder for every horse on my lab top with all scanned docs and excel files. Everything by registered name. |
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 Too Skinny
Posts: 8009
Location: LA Lower Alabama | I would have a separate file for each animal and each drug/ item if shared. I would want to go to A's file and find everything I needed for that horse but if its a house drug I would want a home file to draw from for prices etc.
ETA I dont own/ board I just want anyone to walk in and know whats up without digging
Edited by cowgalsissy 2018-02-15 10:16 AM
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 Namesless in BHW
Posts: 10368
Location: At the race track with Ah Dee Ohs | As far as the meds, we bought and then distributed as needed and charged a flat fee for the shot. Worked out great for us. Just use it as "house" drug and charge accordingly to each horse. |
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 Expert
Posts: 3815
Location: The best kept secret in TX | Excel formatted Files.
These files can be printed at the end of each week to keep in the horses physical file to be filed in the office.
If you ever have an owner complain that the horse has dirty shavings, never has a bucket without a crack, etc you can pull the files for each week stating when and how often buckets and shavings are changed. We used to write down when each stall was disinfected, deep cleaned, etc. When the horse was turned out, time, duration of turnout, and noted any changes in physical or mental behavior at least three times daily on the excel report. We made notes for when owners were notified and kept copies of text conversations in files as well. Kept liability off us in case we notified the owner of changes and the owner declined care. For example if a horse started to "limp" or "favor" a foot we noted the time, location, etc in the file and contacted the owner asking if they wanted a vet to come out and look. If they said yes we called a vet and charged their card. If they said no we made a note and kept a hard copy of the conversation in their file. So in case the horse came up lame in the next few weeks we were not liable. |
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Trainers or someone who runs a boarding barn