FAQ clínicas

To access clínicas, use the link and click Login. Then choose the Web - Main option and enter your login details: entity, user and password.

If for any reason you cannot access the application, choose the Web - Alternative option.

clínicas has no fixed plans: each company can choose the plan that best suits its needs.
Plans are made up of the following modules: calendar, clinical history, clinical record, sales, purchasing, current accounts, stock, cash & banks and subscriptions.

They also include simultaneous access for 5 healthcare professionals, although you can create an unlimited number of users. You can then add any of the available modules.

The available modules are calendar, clinical history, clinical record, sales, purchasing, current accounts, stock and cash & banks. There are also some extras, such as Subscriptions and SMS packages.

Yes, the subscription price already includes all updates and support. See our Price List.

Yes, clínicas is certified by the Portuguese Tax and Customs Authority under no. 338 and is always kept up to date with current legislation.

Yes, and you don't have to worry about it. Backups are made automatically by clínicas twice a day, to keep your information completely safe.

Security is something we take very seriously. Our servers are hosted in the best data centres on the market, with automatic backups twice a day, plus weekly and monthly backups.

All connections to the server use the HTTPS protocol.

You can ask your questions through the contact form on the clínicas website, in the technical support area within the application itself, or by sending them to apoiotecnico@ponto25.pt.

You will first receive your login details by email; we advise you to change your password after logging in for the first time.
We recommend choosing a password that is easy for you to remember but hard for others to guess.

Start by going to Reports → Calendar/Appointments.

You can view appointments by staff member, health insurance agreement or clinic, and on the right you'll find the status filters; click Process and the report is shown.

Go to Movements → Calendar → Staff.

When adding a new patient to the calendar, right-click and, in that window, on the Booking tab, enter the days of the week on which the patient will have the treatment, as well as the time and the number of sessions.

Yes, go to Movements → Calendar → Staff

Right-click any time slot and a window appears for making the booking.

To create a patient, go to Tables → Patients. Click New and a new patient record is shown; fill in the details and then save.

Patients can also be created from the Calendar or the Invoicing menu.

To delete a patient, open their patient record and click Delete. Please note that if any movements have already been recorded for the patient, it will not be possible to delete them.

To change the details, open the patient's record, edit the details and then click Save.

Please note that once documents have been issued for that patient, you will not be able to change their VAT number (NIF).

Current accounts are viewed under Movements → Current Accounts → Patients.
Select the patient and then click Process to see their current account.

There are two ways to view outstanding balances.

One is through Reports → Current Accounts → Outstanding Items Report.
The other is through Movements → Current Accounts → Patients.

An invoice is a commercial document issued by a seller, stating the general terms of the transaction and the amount the buyer has to pay. For smaller purchases, the invoice can be replaced by a simplified invoice, which has more basic content.

A simplified invoice is only allowed if the tax is due in Portugal and only in two situations:

• For services not exceeding €100, whether the buyer is a taxable person or a private individual; and
• For sales of goods by retailers or street vendors to private individuals, as long as they do not exceed €1,000.

Under article 36(5) of the Portuguese VAT Code (CIVA), invoices must be dated, numbered sequentially and contain the following:

• Name and registered address of the supplier and the recipient, and their VAT numbers (NIF);
• QR code in the size set by the AT
• Quantity and description of the goods or services;
• Price excluding tax, and other items included in the taxable amount;
• Applicable rates and the amount of tax;
• The reason for not applying tax, where applicable;
• The date the goods were made available or the services were provided, if different from the issue date.

A receipt is proof of payment, and should only be issued when the customer's payment is received.

The receipt becomes a tax-relevant document for VAT-registered businesses that opt for the VAT cash accounting scheme.

They are commercial documents that adjust accounts by correcting invoices. A credit note, issued to the buyer, corrects/adjusts invoices already issued.

A debit note corrects VAT that was not applied on the invoice, or a VAT rate lower than the one that should have been applied.

Both must list the items or services with their quantities and prices, and refer to the invoice they relate to.

A return note is a logistics document that accompanies returned goods. It is a request from the buyer to the supplier to issue a credit note for that return.

A transport document accompanies goods moving within Portugal that may be the subject of transactions between VAT-registered businesses.

Both the delivery note (guia de remessa) and the transport document (guia de transporte) are logistics documents, not accounting documents, related to shipping and transporting goods or providing services.

The only difference is that the delivery note indicates that the goods have already been shipped or the services provided, while the transport document travels with the goods throughout the journey.

Transport documents must include the following:

• Name, registered address and VAT number (NIF) of the sender of the goods;
• Name and address of the recipient or buyer of the goods;
• VAT number of the recipient or buyer, if they are VAT-registered;
• A statement that the recipient or buyer is not VAT-registered, where applicable;
• Commercial description of the goods, with quantities;
• Loading and unloading locations;
• Date and time the transport starts.

Both quotes and pro forma invoices are provisional, informative documents sent before the goods change hands. A quote is mostly used to tell the customer the best possible price for the goods/services they want.

A pro forma invoice is used as a quote to obtain credit or to make international trade easier.

A trial balance is a document that reflects a company's financial position over a given period. It includes the full list of credits and debits for all accounts, as well as each account's balance, whether credit or debit.

Recapitulative statements identify the company's customers/suppliers that are taxable persons, with the total amount of domestic transactions carried out with each of them in the previous year, when this exceeds €25,000.

These statements are part of the annual VAT return, which must be submitted electronically every year.

Recapitulative statements must be submitted by taxable persons, whether individuals or companies, that independently and continuously carry out production, trade or service activities. This also applies to state bodies, local authorities and private social solidarity institutions (IPSS).

The available balance is the money deposited in the current account that is actually available to the customer.

The book balance includes the available balance plus amounts still pending clearance.

A credit note is used to correct an invoice, while a credit note PP is used to correct an invoice-receipt.

With a credit note PP, the customer has already paid for the item.

To issue a credit note, go to Movements → Invoicing and choose whether it is a credit note or a credit note PP.

Next, select the customer and enter the credit reason (this button is next to the selection of documents to credit), then find the document you want to credit and double-click it.

To finish the credit note, click Close and the credit note will be issued.

Yes. You can make the change while the document is still in edit mode.

If you have already added the item but the unit price is wrong, right-click it and choose Edit.

Yes, you can. Simply open the patient's booking and click the Invoice button at the bottom of the box, choose the document you want to generate and the information goes straight into the sales document.

If everything is as intended, click Close.

Yes, under Invoicing you'll find Entity Invoicing.

If you haven't yet added the entity to the system, go to Tables → Entities → Entities and enter the required details.

To create an item, go to Tables → Items → Items. Click New and a new item record is shown; fill in the details and then save.

You can also create new items directly from the Invoicing menu, using the + New button.

To delete an item, open its item record and click Delete. Please note that if any movements have already been recorded for the item, it will not be possible to delete it.

To record stock receipts or issues, go to Movements → Stock → Stock.

Then, in the documents filter, select the type of stock movement you want.

To change an item's details, open its item record, edit the details and then click Save. Please note that once documents have been issued for that item, you will not be able to change its description

To activate the SMS service, contact Ponto 25 or your reseller and purchase an SMS package.

The 1,000 SMS package costs €40.00, the 5,000 SMS package €150.00 and the 10,000 SMS package €300.00, plus VAT at the applicable legal rate.

SMS packages do not expire.

Yes, you can. Go to CRM → SMS → Bulk Sending. Here you can choose the recipients and write the message.

Only recipients with a mobile number in their record will be shown.

Yes, you can. Under Tables, open the record of the entity you want to send the SMS to.

Next to the mobile field you'll find the Send SMS button, where you write the message that will be sent only to that entity.

Yes. Go to CRM → SMS → Sending History.

Choose the period you want to review and click Process to see the history with the date and time sent, recipient and message. Here you can also track the total number of messages sent.

To create a new user, go to Utilities → User Editing. Click New and a new user record is shown; fill in the details and then save.

Go to Utilities → Access Management. Choose the user, tick the items you want to give access to and the type of access (edit, entry or view only), then click Save.

Yes, under Utilities → Users → User Editing you can specify whether the user has access to clinical history.

Start by selecting the user. By default the Clinical Data option is not ticked, so they will not have access to that data. To give them access to that information, tick the option.

Yes, go to Tables → Staff.

Select the staff member you want to change and, on the Calendar tab, you can change their schedule. Finally, click the Save button on the right and the change is recorded.

To install the Citizen Card (Cartão de Cidadão) reader, go to Utilities → Settings → Company Details; on the Citizen Card tab you'll find the links to use to install two applications.

There are two links, one for 64-bit environments and another for 32-bit environments. Check which one you need to install and then click the link, and the system will download the application automatically.

To change your password, go to Utilities → Password Change, enter your current password and the new password, and then save.

To add your company logo, go to Utilities → Settings → Company Details. In the Logo tab you can upload the file.

Yes, you can. Each user can customise their own button bar. To do so, go to Utilities → Settings → Button Bar.

You can add or remove the available buttons and change the order in which they appear.

No. Each document layout must meet certain mandatory requirements, so it cannot be changed by the user.

If you want to change a document's layout, please contact your reseller.