Help / Expenses, invoices and accounts

Expenses

Expenses, under Money in the menu on Start.

EVERY EXPENSE HAS ITS OWN PAGE. Pressing an expense anywhere, on a Please Pay Expense task, a line of the Expenses list, Disbursements, the accounts, a contact or an organisation, or a search, opens that one expense: its number, dates, payee, type, money, reference, the patient and anything else it is linked to, the organisation it belongs to, who raised it, its documents shown on the page, its payments, the tasks that point at it and its log. Mark paid, with the day it was paid beside it under Paid on, marks it paid and closes your own request to pay it; the green button is the action, so nothing is paid until it is pressed. Request payment, beside it on an unpaid expense, asks whoever pays expenses at your organisation to pay it, and needs the invoice or receipt attached first; until one is, a line says to attach it. Edit lets each field be corrected where it stands, saving as you leave it. On an unpaid expense, the last line of Money offers to take or remove the organisation's disbursement fee: Take the fee, where the organisation charges one, shows what the gross becomes; Remove the fee makes the full gross payable; each asks first and writes a line on the log. Postpone puts off your request to pay it until the day you pick. Void cancels it, saying first what will happen and asking why. An expense paid to one of your own organisations says so under Mark paid, because Mark paid then also has that organisation invoice yours back: an invoice from it to your organisation, for the same patient, billing exactly what was paid and marked paid by bank transfer, so it owes nothing. Its VAT is the VAT on the expense, at the same rate, so the invoice back shows the same net and VAT as the expense; an expense whose VAT cannot be shown that way, at the rate Other for instance, is not marked paid until its VAT is corrected. It is dated the day Mark paid is pressed; the payment on it carries the day the expense was paid. Where the expense pays the whole fee on the invoice it was raised from, the invoice back carries the same lines; where it pays part, an instalment say, it carries one line for what was paid, with a note beneath saying what it is part of, in the fee that the expense's classification bills: the procedure fee for a doctor's fee, the anaesthetic fee for anaesthesia, the hospital fee for hospital and clinic fees, and the procedure fee for anything else. An expense whose only one of your own organisations is the organisation paying it raises no invoice back. The expense then shows Invoiced back with that invoice's number, which opens it. The same happens when it is marked paid on a payment run.

An expense opens whichever organisation you are signed in at, so long as you work at the organisation it belongs to, read its books, raised it, or it is on one of your tasks. A confidential one opens for Directors, for those with Accounting access, who pay expenses, for whoever raised it and for whoever is asked to pay it; the Expenses list and a payee's expenses show confidential ones to the same Directors and Accounting holders. Where it does not open, the page says why and whose it is.

An expense raised under the wrong organisation is moved with Move to, under Belongs to on its page: choose the organisation it belongs to and confirm. It is offered to whoever may move invoices between the two organisations, the one it is leaving and the one it goes to, paid or not. Where the books of either organisation are closed over its date, or it has gone to Xero, it stays where it is and the page says why. Its documents and its statement go with it, and its log says who moved it and from where.

The list holds the expenses of every organisation you sign in at, each exactly as you would see it signed in there. Where it holds more than one organisation's, each expense is marked with its organisation's label, and a tick for each organisation above the list hides or shows its expenses. Anything done to one, from the list or its own page, is done at the organisation it belongs to, and expenses are only ever merged with another of the same organisation's. Where one organisation's expenses could not be read, the list names it above the expenses, so a short list never looks complete. New expenses are raised at the organisation you are signed in at, except one started with Another from the search on Start, which goes into the books of the expense it copies; the top line of the form says whose books it goes into.

The list opens on the last sixty days; set the From date back to see older ones. Search filters the expenses on screen by number or payee as you type, and beneath them lists what matches at any date, at every organisation you work at, by number, payee, reference or patient. Type an expense number and press Enter to open it. More, beside an expense in the list, shows its quick actions there. Each expense's documents are named on its line and open with a press, including receipts attached in the past. Download CSV saves the list as it is shown, with the dates, search and filters applied, as a spreadsheet.

To raise one: choose the payee by typing part of the name, whether a contact, a patient or an organisation; enter the money; attach the receipt; and ask for it to be paid. Type the amount and say whether it is the net or the gross: Net and Gross sit beside the amount and neither is ticked until you choose, and Create expense does not appear until you have. The other figure is worked out at the VAT rate chosen and shown under it, with the VAT, before anything is saved. Choosing or changing the payee takes that payee's VAT, and the line under the amounts says what it is and what your figure now comes to; the amount you typed and the basis you gave stay as they are, and the figures are never turned from one into the other. The way the amount was entered is written on the expense's log. Once it is saved, Fedelsoft reads the figures back from the expense, and if the net, VAT or gross it holds differs from what you were shown, a line in red under the message says so with both sets of figures: open the expense and use Edit the amounts before it is paid. The same check runs after Edit the amounts and after a change of payee. Attach, on the form, chooses the invoice or receipt, and it is put on the expense the moment it is created; with already paid ticked it is attached first and the expense marked paid straight after. Tick request payment as soon as it is created, with a document chosen, and the payment request goes out in the same press, so there is no need to go back to the expense's row to make it; the message after it is created names who was asked. Once it is created the form is cleared, the payee with everything else, so the next expense starts from nobody; to raise another to the same payee, press Another for, with their name, in the message after it is created, and they are chosen again with their usual VAT and terms. The same is done from the search on Start: Another, beside a paid expense, opens this form with that expense's payee and type already chosen, in that expense's organisation's books, and the line under the form says what was carried over; an expense with more than one payee, or none, leaves the payee for you to choose. Where the expense is another organisation's, its suppliers and types are offered, and New supplier is not, since a new supplier is made as one of the organisation you signed in at. Where you do not raise expenses at that organisation, the form says so and nothing is filled in. Typing three or more letters of an organisation also finds any organisation Fedelsoft holds, including one that belongs to a sister organisation, exactly as the search on Start does, and choosing it takes its VAT and terms as usual. A supplier who is not on the list at all is added with New supplier, beside Pay to: type the name, street, town and postcode and press Add supplier. Fedelsoft first lists what it already holds that looks like it, by name or postcode, and a supplier of yours in that list is chosen with Use; press Add anyway only if it really is a different supplier. The new supplier is made as one of your organisation's own suppliers, so everybody there finds it in Pay to afterwards, and it is chosen on the form at once. An already-paid expense is marked as paid on the expense itself. A patient can be added to an expense before or after payment; after payment the addition goes on the expense log with your name. Wherever a patient is named on an expense, in the message after it is created, on its line in the list and under Linked to, the name opens their record.

Open an expense and, if you hold the Financial or Senior Manager privilege, the bank details held for its payee are shown under Bank details: the account name, the bank, the sort code and the account number. They are there to read and check against the invoice; they are changed on the payee's own record, not here.

Link, at the foot of an open expense, opens when Add a link is pressed and ties it to whatever it was spent on: a patient or a contact found by name, or an operation, an operating list, a piece of equipment, a purchase order or an event chosen from the list it offers. The operations offered are those of the patient already on the expense; the operating lists and events are those on or before the expense's date; the equipment is what is not already on another expense, and linking equipment to an expense with no type makes it Medical Equipment. Everything it is linked to is listed under Linked to, with remove beside it until the expense is paid. The same is done on the expense's own page: under Details, Add a link opens Link, which takes a patient, a contact, an organisation, an operation, an operating list, a piece of equipment, a purchase order or an event, and a patient, contact or organisation can be given their share of the cost before you press them; the cross beside a linked patient or purchase order takes it off again, asking first. A patient's name opens their record, and for those who hold Financial or Senior Manager the payee's bank details are shown under Details.

An expense with no payee, or nothing attached, says so at the top of its page, in amber beside its number, and each is put right where it is shown. Under Details, Payee reads None with a box to find who is being paid: choose Organisation and the suppliers on offer are listed as you type (New supplier, beside the box, adds one that is not there and then chooses it), or Person and type three letters of a name (people are looked for at every organisation you work at), then press the one you mean and confirm. Pressing a payee first shows what it would do to the amounts: where the supplier's VAT differs from the expense's, both results are worked out and shown, net stands or gross stands, and nothing is written until you choose one and press Add payee. A supplier with VAT payable but no VAT rate recorded is refused, and so is a paid expense's amounts, which stay as they are. The payee is added to the expense, the expense is read back, and the log says which figure stood and what each became; the type and terms it was raised with are left as they are, and where a person carries the disbursement fee arrangement and the expense is not yet paid, the fee is taken as it is when an expense is raised to them, and the log says so. On an unpaid expense that has a payee, Change beside the payee finds another in the same way and shows the same choice before replacing it; a payee that has a task or invoice attached, and a paid expense's payee, are not changed. Under Documents, Attach puts the invoice or receipt on the expense, paid or not, so an invoice that arrives after the money has gone can still be filed on it; on an unpaid expense the cross beside a document takes it off again, and a paid expense keeps every document it has. At the foot, Log has a box: type a line and press Enter, or move on, and it is written on the log with your name and the day.

Open an expense that has not been paid and its invoice number, invoice date and due date can be corrected there: each saves as you leave it, and the change goes on the expense's log with your name. Changing the due date moves the date it is due to be paid with it. Attach puts a document on the expense, kept in the organisation's own storage, and it is listed there by name to open; the cross beside it takes it off again. Once an expense has been paid, or the books have been closed over its date or it has gone to Xero, its dates stay as they are; a paid expense still takes a document, though none comes off it. The amount is corrected with Edit the amounts, not here.

Disbursements, at the top of the page for a Director, lists every invoice with a variant or an enhancement where what was passed on to the surgeon or the anaesthetist is not what their figures on the invoice come to, with what they come to, what went, the difference and the expenses involved. Where the expense has not been paid, Correct changes it to the right amount and writes the change on its log. Where it has been paid, Raise makes a further expense for the rest, to the same payee and linked to the same invoice; ask for it to be paid from the expense list as usual. A row with neither says what stands in the way: too much already paid, an expense that should come to nothing, VAT or a fee on the payee, or an expense on another organisation's books. Each press asks first and says exactly what it will write, and a row leaves the list once what was passed on adds up. Disbursements lists every organisation you sign in at where you are a Director or IT Support, each invoice marked with its organisation's label where there is more than one, with a tick for each organisation to hide or show its rows; Correct and Raise are done at the invoice's own organisation. An organisation whose rows could not be read is named above the list.

The surgeon's and anaesthetist's fees on a paid invoice are raised by themselves each evening: an expense for each, to the surgeon or the anaesthetist on the operation, linked to the invoice, the patient and the operation, and a Please pay expense task given to the organisation's payers. A fee is only ever raised for an operation that is on an operating list. Where the invoice's operation is not on a list, or is in the recycle bin, nothing is raised and the invoice is listed on Disbursements under Waiting for the nightly run with the reason; it is looked at again every evening, and raised the evening after the operation is on a list, against whichever operation the invoice is linked to then. Where the evening's run stopped part way through an invoice it is listed there too, and is not tried again by itself: look at the invoice's expenses before raising anything by hand.

The same supplier invoice cannot be entered twice. When you create an expense with the same payee, invoice number and amount as one already on the books, within a year either way, it is not created: the page says Already on the books and lists the expense that is, with Open beside it. The words around an invoice number do not count, so Invoice 142, Invoice no.: 142 and INV-0142 are the same number. Where the new expense only looks like one already there, the same payee and amount within sixty days, the same payee and number for a different amount, or the same number and amount to a different payee, the page asks Is this the same invoice?; Create anyway makes it and writes on its log that you said it is a different invoice, and Cancel makes nothing.

An expense in the list that looks like another one shown with it, or like one dated within three weeks of it even where that one is outside the dates chosen, says same invoice as, in red, or looks like, in amber, with the other's number, and its date where it is outside the dates chosen. Open it and Merge with shows the two side by side, every line on which they differ in red, and says what the merge will do; nothing is changed until you press Merge there, and Cancel leaves both as they are. The one already paid stays, or if neither is, the one dated first. The other goes to the recycle bin; its documents move to the one that stays, and so does its payment request where the one that stays has none, otherwise its request goes to the recycle bin too. Both log the merge with your name, and anybody the other was also for is named, to link if they belong. Whoever entered the later of the two is given a task saying it was merged and why, unless that is you. Two that have both been paid are not merged, because the supplier has been paid twice: ask for a refund instead. A Director, a holder of Financial or Senior Manager, or whoever raised the one that goes can merge.

An expense created in error and not yet paid is cancelled with Cancel expense at the foot of it. It first says what will happen: the expense goes to the recycle bin and drops out of the list, and its payment request goes too, so nobody is asked to pay it. Where it is the surgeon's or anaesthetist's fee on an invoice, it says whether the evening fee run has already been over that invoice, in which case the fee is not raised again, or not yet, in which case the run will raise the whole fee as a new expense. Type the reason and press Cancel expense; Keep it leaves it as it is. The log on the expense records your name and the reason. A paid expense cannot be cancelled. A Director, a holder of Financial or Senior Manager, or whoever raised it can cancel it; for the same invoice entered twice, use Merge with instead.

Request payment, on an expense or beside it in the Expenses list, asks whoever pays expenses at your organisation to pay it, and needs a document on the expense first: the invoice or receipt, uploaded. Until one is, the button is replaced by a line saying to attach it, and a request made some other way is refused with the same words, so a payment request never reaches the payer with nothing to check it against. Attach adds the document from the expense or from the list, and Request payment appears as soon as it is there.

Open an expense and its log is under the people linked to it, headed Log: what was done to it, when, and whose initials. Add to the log writes a line yourself, and the log box on the new-expense form writes the first one. A line that begins with the word paid is refused, because that is how an expense gets marked paid by accident; use Mark as paid if that is what you mean.

A Please pay expense task shows what its amount is made of: net plus VAT as recorded on the expense, or No VAT where the expense says VAT is not payable, and the invoice total beside it where the amount to pay differs from the invoice because the disbursement fee has been taken. Check receipts, in the bar that opens when you pick tasks to label or postpone, reads the attachment on each picked expense and compares the total it states, VAT included, with the expense's invoice total, to the penny. Each task then says whether the attachment matches, says a different figure, is missing, or could not be read, and hovering over the tag shows the supplier and invoice number it read. It is the AI reading, so it is worded as read from the attachment, please check; nothing on the expense is changed. It needs the AI Access privilege and AI switched on for the organisation, and each check counts against the organisation's monthly AI spend and your own allowance.