petBASE 9B overview
General features of petBASE software

petBASE 9B is the complete booking, management and accounting application for boarding kennels and/or catteries.

It provides a quick, easy and accurate way of taking bookings, checking vacancies, producing booking forms and invoices, maintaining customer and supplier records, keeping on top of your accounts and much more. 

Apart from the general features common to all petBASE software, petBASE 9B includes the following special features, some of which are optional:-

  Can be set to cover up to three pet groups: dogs, cats and other pets. The latter group (which can be re-named) can include any number of pet types, eg rabbits, hamsters, etc.

 Boarding bookings. These usually involve at least one night's stay and (if you have the Pet Services option) can also include pet services*, such as  grooming. The Boarding Calendar shows the number pens* booked or vacant in the morning and afternoon of each day of any month.

 Pet Services option. With this, you can create bookings specifically for pet services*, such as grooming, in which one or more pets are booked-in for services only and arrive and depart on the same day. You can also include pet services with your boarding bookings. The Pet Services Calendar shows key services booking data for each day of any month. Opening times and the number of available staff (1 - 5) can be defined for each day of the year. 

 Dog Daycare option. With this, you can create daycare bookings, which may cover a period of up to 28 days, but the dog(s) must not stay overnight. A record of each day in a booking period is kept, to which you can assign different arrival and departure times, etc. It is assumed that you have separate communal accommodation for your daycare dogs. If you have the Pet Services option, a daycare booking may also include services, such as grooming. The Daycare Calendar shows the number of places booked and vacant on each day of any month.

  For ease of use, the petBASE 9B is split into a number of modules, each of which has its own main menu. Some of these are optional, so you don't have to purchase those that you don't need. The standard modules are: Bookings, CustomersDocuments and General. The optional modules are Accommodation**, Invoices, Suppliers and Accounting

  The Customers module maintains full details of customers and their pets (including pets' photographs), with instant links to a customer's bookings,  invoices  and transactions. Libraries of pet breeds and local vets can built-up for quick reference.

  New bookings can be quickly added, with information automatically extracted from the Customers file; total fees are calculated and checks are made for over-booking, double-booking, etc. Existing bookings can be changed or cancelled at any time.

  Booking forms are automatically generated and can be printed at any time. Full details of all bookings are maintained for easy reference. Instant summaries can be displayed of all bookings, arrivals and departures for any selected day.

  Check-in and check-out functions confirm arrivals and departures for boarding and daycare bookings, with optional automatic reminder of arrivals or departures that have not been checked in or out.

  Morning & afternoon arrivals/departures for boarding bookings are fully catered for; eg if one customer checks-out in the morning, a new customer can check-in to the same pen in the afternoon of the same day.

  petBASE 9B has many user-defined settings including pet codes with corresponding boarding and daycare rates, morning and afternoon departure charges for boarding bookings, sharing discounts, peak-period surcharges, minimum number of days charged for, booking and pet notes prompts (or templates), etc. You can also define pet classes as a basis for your pet services fees. Non-UK users can change the default currency symbol () and sales tax name (VAT) to their own country standards (eg $ and GST). 

  You can define up to 10 standard pet services and corresponding fees and times. These can be based on breed, pet code, or pet class. One or more of these services can then be selected for each pet when adding a pet services or boarding booking. 

 For pet services bookings, you can accurately schedule your work by assigning each pet to an available staff member within a free time slot on the specified date. You can quickly view the current schedule (presented in clear graphical form) for any date.

  Instant analyses of key data, including bookings, customers, pen occupancy, invoices and transactions.

  Sophisticated filter/search functions enable rapid location of customers, pets, bookings, invoices, suppliers and transactions matching multiple user-defined criteria.

  The Mail Merge function automatically creates a data source file containing names and addresses of selected customers, for creating multiple letters or labels with your word-processor.

  You can automatically create an e-mail addressed to any customer or supplier, or multiple selected customers, via your standard e-mail application (including Windows 10/11 Mail, Microsoft Office Outlook, Microsoft 365 Outlook and most MAPI-compliant applications). 

 If you have Windows 10 or 11, you can instantly create a PDF file of a booking form or invoice and, if you have Microsoft Office/365 Outlook, petBASE will attach it to an e-mail addressed to the customer.    

 The Documents module enables you to link digital photographs to customers' pets, write pre-formatted letters (via Microsoft Word) or automatically address envelopes to your customers, link document files to your transactions, and access other files that are relevant to your business.

  The optional Accommodation** module enables individual pens* to be specified for boarding pets. For each pen, you can specify a premium to be added to your standard boarding rates, or define its own unique daily rate, sharing discounts and peak-period surcharge. Full details of allocated and unallocated pens can be displayed for any specified period. The Pen Allocation Chart shows the number of pets allocated to each pen for the morning and afternoon of each day of any selected month.

  The optional Invoices module covers sales tax (eg VAT) and non-sales-tax businesses and caters for both bookings and other sales. Invoice details are automatically generated from the corresponding booking. It links to the Accounting module to quickly create credit transactions for banked payments.

 The optional Suppliers module enables you to keep records of the companies, organisations and individuals to whom you make payments in the course of running your business. It links to the Accounting module to quickly create debit transactions for your payments.

 The optional Accounting module enables you to record the transactions that you make to and from any number of user-defined accounts (eg bank accounts, credit cards and cash in hand). It links to your invoices, so that, having banked a received payment, you can quickly record the credit transaction. You can also record all debit transactions corresponding to payments made to your suppliers. The system also caters for sales tax (eg VAT) and should provide sufficient data to enable you to submit your income tax and sales tax (eg VAT) returns.

 To prevent unauthorised use of petBASE, you have the option of a simple Password Protection system or a more sophisticated Login System. The latter enables you to define any number of users, each with their own password and access level. The system will also keep a log of who has added or changed key data. 

 Backups are automatically made (to your hard drive) of all data files when petBASE is first run on any day. You can also backup all data (in the form of a single compressed file) to any location at any time.

  The Multi-User option can be run on up to 6 networked computers and allows simultaneous access to all appropriate functions, whilst automatically preventing undesirable operations such as two users attempting to make changes  to the same booking.

 If Tablet Mode is selected in General Settings, petBASE 9B can be used with Windows 10 or 11 tablets, without keyboard or mouse.

  petBASE 9B is available from only 100 for the basic program, with additional charges for the various options. Click here for full price details.

  You can try petBASE 9B now by downloading the Evaluator program, which includes all optional features but is limited to 10 customer and 10 supplier records. It is essential that you try the Evaluator before ordering the full program, to ensure that petBASE 9B fully meets your requirements and to determine which options you require.

  Since its launch in 2000, petBASE has undergone continuous development, largely based on customer feedback. Click here for change history. 

  Note that we can accept payment by credit card or PayPal.

Contact us for further information.

*In General Settings, the words 'services' and 'pen' can be replaced by words of your choice, eg 'grooming',  'training', 'hydrotherapy', etc and 'run', 'kennel', 'chalet', etc. The changed word(s) will then appear throughout the program.

**Prior to version 7.10, the Accommodation module was referred to as Pen Functions.

Updated 26 May 2022                                                                                                                                                                                                                                       

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