The AuA is required by German law. This feature is only relevant for clinics in Germany.
The Anwendungs- und Abgabebeleg (AuA) records the medicine you administered to or dispensed for a food-producing patient. This includes horses, pigs and chickens kept as pets.
Give or send the AuA to the client within 24 hours of finalizing the consultation.
Before You Start
Each patient has a species, which is shown in the patient profile. Each species belongs to a species category, and Vetera uses the species category to decide which document to offer. If the species category is food-producing, Vetera offers an AuA. If not, Vetera offers a Behandlungsanweisung. Vetera provides a fixed list of species categories.
The species categories that are food-producing are Cow, Sheep, Goat, Pig, Fish, Rabbit and Horse.
Your onboarding specialist links your species to the right species category when your clinic starts using Vetera.
Before you generate your first AuA, fill in the medicine fields in your catalog. See Set Up Medicine Items below.
Set Up Medicine Items
Go to Catalog > Items and open the prescription medicines you administer or dispense. The classification and the default usage method decide whether Vetera can generate the document. The other fields fill it in.
Classification: Select POM-V for prescription-only medicine, or POM-VPS for pharmacy-only medicine. Medicine with any other classification does not appear on the AuA.
Default usage method: Select administered or dispensed. Both count for an AuA, and Vetera prints the value on the document.
Withdrawal periods: Under Numeric withdrawal periods, add a row for each withdrawal type, and set the species, the administration method and the duration. The duration can be a number of days or hours, or lifelong. The supported types are Doping, Meat and Milk. The withdrawal period tells the client when the patient may re-enter the food chain.
Internal instructions: Enter the dosage per animal per day. Vetera prints it as the dosage.
Antibiotic: Select the checkbox for antibiotics. Vetera then marks the medicine on the document.
Batch number: Make sure each batch of the medicine has a batch number. Vetera prints it on the AuA.
Expiry date: Make sure each batch of the medicine has an expiry date. Vetera prints it on the AuA.
Generate an AuA
Open the consultation and go to Treatment items.
Add the medicines you administered or dispensed. A message appears above the list: Added medicines require sending AuA-Beleg document to the client within 24 hours from finalising consultation.
Select Generate document. The Send AuA-Beleg to client window opens with a preview of the document.
Select Download file, Print or Email.
Note: The message appears only when the consultation has one patient, at least one diagnosis, and at least one POM-V or POM-VPS medicine that you administered or dispensed.
You can also generate the AuA from the draft invoice. Select Print and choose AuA Document. The document opens in a new tab.
To make an exception for a single patient:
On the patient page, select More details under Patient details.
Select the Not for food production checkbox.
Select Save. Vetera now offers a Behandlungsanweisung for this patient instead of an AuA. See Overview of the Behandlungsanweisung.
Email the AuA to the Client
In the Send AuA-Beleg to client window, From shows your clinic's email address and To shows the client's. You can type a different recipient, and you can change the Subject, which Vetera prefills with the document name and the date.
If your clinic has no email address, you cannot send the AuA by email. Ask an administrator to add it under Settings > Clinic location > Clinic location profile.
For other reasons the email can fail, see Why Does Vetera Not Send the Email? below.
What the AuA Shows
The AuA is in German. Each document has a number in the format {clinic location}-{year}-{sequence}, which runs in sequence for each clinic location, year and document type.
The document shows the number of animals, the patient's name, species, chip or ear tag number and estimated weight, together with the diagnosis and the consultation date.
Below that, a table lists each medicine you administered or dispensed. For each one it gives the active ingredient and strength, the warnings, the batch number and expiry date, and the amount administered or dispensed. It also gives the dosage per animal per day, and the time and duration of the treatment. It also shows the withdrawal periods, the days of treatment and the days of effect. An A marks an antibiotic and a V marks a vaccine.
The active ingredient, the strength and the warnings come from the medicine's Active substance, Preparation and Contra-indications fields.
Note: Withdrawal periods, administered amounts and treatment days appear only on the AuA. The Behandlungsanweisung shows dispensed medicine only.
Frequently Asked Questions
Why Can I Not Generate an AuA?
Check the conditions in the note under Generate an AuA.
Why Does Vetera Offer the Wrong Document for a Patient?
The species category may be wrong. What you can do depends on your species list:
If your clinic uses the standard VeNom species list, you cannot change it. Contact your onboarding specialist or Vetera Support.
If your clinic has its own species list, or your species were migrated, you can change the species category yourself under Settings > Lists & Templates > Lists. See Edit, Delete, or Archive Items in Lists.
Why Does the Document Show a Dash Instead of a Value?
Vetera generates the AuA even when data is missing. To find what is missing, check the medicine in your catalog.
What Do the Letters A and V Mean?
An A marks an antibiotic and a V marks a vaccine.
Why Is the Signature Missing?
Vetera inserts the signature of the veterinarian leading the consultation, if that veterinarian has added one to their user profile. Otherwise the signature line stays blank for signing by hand. See Customise Your User Profile and Set Your Personal Preferences.
Why Does Vetera Not Send the Email?
One of the following is usually the reason.
The client has no email address in the client profile.
The client has turned off email in their communication preferences.
Your clinic location has no email address.
Email sending is not part of your subscription.
The consultation has no diagnosis.
The consultation has no POM-V or POM-VPS medicine that you administered or dispensed.
The document is not available for this consultation.
Vetera shows a message of its own only when the client has turned off email. The other reasons share a general message, which does not tell you which one applies. Work through the list instead.
How Do I Get Another Copy of an AuA?
Open the consultation and generate the document again.