Help / Expenses, invoices and accounts

Invoices

Invoices, under Money in the menu on Start, or from the appointment or the patient.

Where you sign in at more than one organisation, the list holds the invoices of every one of them, each marked with its organisation's label, and the ticks above the list hide an organisation's invoices. An invoice from any of them opens where it belongs. New invoice then asks which organisation issues it, starting with the one you signed in at.

The list is one search over every invoice you may see, whatever its state, newest first, and, for anybody who may give one an organisation, every invoice that has no organisation. Every invoice is loaded, with no limit, so typing in the box above it narrows them all as you type: an invoice number, a patient, an organisation or an item is found whatever its state. The first 300 that match are drawn, with Show more at the foot for the next 300; the count and the totals above are of everything that matches. Press Enter and an invoice number finds that invoice even when another organisation issued it, provided it would open for you. An invoice made in the last minute or two may not be in the list yet, and the line under the box says so; one changed elsewhere shows its change within a few minutes. While the list is catching up, it says the newest of each organisation's invoices are loaded instead, and Enter then searches every invoice. Under the box, Being prepared, Awaiting payment, Paid, Closed and No organisation narrow what was found to those states, each with how many it holds; none is on to begin with, and pressing one again turns it off. Issued from and to reach any period by the invoice's issue date, and Clear puts the list back. Each invoice shows who issued it, who it is billed to, and its state; its number opens it. New invoice is at the top. One invoice is its items, what it is linked to, the payee, its settings, the payments against it, and sending, receipts and printing. The money on the invoice itself is the practice's own arithmetic, read back rather than worked out on the page; the list works its totals and balances out by the same rules, and every night they are compared with each invoice's own, any that differ being listed under Exceptions in Accounts.

Every invoice opens on the same page, whether from the list, the search bar, the patient's record, an appointment or a booking form. Where a link carries no organisation, the invoice still opens on its page at the organisation that issued it, or the one it is billed to, wherever you sign in at either. Only somebody who may read an invoice and not change it, such as the books' accountant, sees it as the finished document instead, which says why. Each line shows the surgeon's, anaesthetist's and hospital's figures, with any variant already in them at the variant's current fee, the same figure the invoice's own total uses, and the columns the invoice does not bill are greyed. Beneath the lines, Items and Enhancement come to Total payable, which is the practice's own figure.

A discount is not saved without its reason. When you set or change one under Fees, discount, VAT and terms, say why in the box beside it, and Save refuses until you do. Beneath the totals of any invoice carrying a discount, paid or not, is Why the discount is given, written as soon as you leave it, with who gave the reason and when. A discount set before this, or changed since its reason was given, says No reason recorded there in red; type the reason in the same box.

Passed on, under Payments, lists every expense that paid money out of the invoice to the surgeon or the anaesthetist: its number, which opens it, the date, which fee it was, who it went to, and whether it has been paid, is to be paid on a later date, or not yet. Beneath them it says what was received, what was passed on and what was kept. An invoice that bills the hospital fee alone, paid in full for every fee, so reads as paid far more than it bills until you see what went on. Where what was kept is more than the invoice bills, or less on an invoice marked paid, that line is in amber and says by how much. An invoice with nothing passed on and nothing received above its total has no Passed on section.

At the head of every invoice, Issued by is the organisation the invoice comes from and Billed to is who pays it: another organisation where it is billed to one, otherwise the insurer or the patient, with the payee beneath. Somebody allowed to act for more than one organisation has a Move to menu under Issued by, of the other organisations they may move invoices to: choose one and confirm, and the invoice is issued, counted and sent from there from then on, with a line on its log saying who moved it and from where. Where it was billed to its own organisation it is billed to the new one too; an insurer or other organisation it is billed to stays as it is. An invoice with a payment on it, one marked paid, one that has been voided or one in the recycle bin is not moved: Move is greyed, with the reason beneath it, and so it is for anybody who may not move invoices. Send then sends it from the new organisation, with its name on the email.

An invoice with no organisation is in nobody's invoice list or accounts, and says so in a band on the invoice. Anybody who may move invoices sees it in the invoice list, where No organisation narrows the list to them, and has Issue as under Issued by, a menu of the organisations they may issue for. Choose the organisation that issued it and confirm. A payment on it, or its being marked paid, does not stop this, because no organisation's books held it; it is given its organisation and nothing else about the payment changes.

Log, at the foot of the invoice, is everything that has happened to it, newest first, with who did it and when. Above the entries is a box to record a conversation or an update yourself, a call from the payer or a promise to pay for instance: write it and press Record it, and it is kept on the log with your name and the time, in order with the rest, and on the patient's own log too. An entry cannot be changed or removed once it is recorded.

Dates and chasing carries the issue, due and paid dates, the chase count, the next chase date and a pause. Every box there is written as soon as you leave it. Emptying a date box leaves that date as it was; emptying the pause box starts the chasing again. The dates at the top of the page were read when it loaded, so a link appears offering to bring them up to date once something has changed.

Ordinarily an invoice or a quote opens only to somebody who may open the patient it belongs to. A director of the organisation, and IT Support holding a role there, may open any of that organisation's invoices and quotes whether or not the patient is one of theirs, so that payments can be managed and a case with no invoice against it can be looked into; what was quoted is usually how that question is answered, so both open on the same terms. That is the money alone: the patient record, the letters, the notes and the photographs stay closed exactly as before. Every one opened this way is written on the patient's own log, saying who opened it, which document it was, and that the grounds were managerial rather than clinical, and it shows in the log on the patient page like anything else.

A payment is recorded on the invoice's own page, under Payments: give the amount, which starts at what is still owed, the date, how it was paid and any bank reference, and press Record payment; it is listed with the invoice's other payments at once, and what is owed comes down to match. Each payment has Remove beside it, which asks first. Where the invoice belongs to another organisation you also sign in at, it opens there, from Invoices, from Go and from the patient alike, so it can be submitted and sent without switching organisation first; it opens only where it would have opened had you switched. The patient's name, under the invoice number, opens their record for anyone allowed to see it.

Submit puts the invoice on the patient's portal and starts its chasing. An invoice submitted with no issue date is issued that day, and one whose due date is on or before the day it is issued or submitted falls due the day after instead: a due date is never earlier than the invoice.

Nothing on an invoice is hidden because it cannot be done. Anything that cannot be done is shown greyed, with the reason beneath it. A paid invoice, and one that is closed, is changed only by a Director at its organisation or somebody with Accounting access: anybody else sees its items, links and settings with the reason in place of the controls, can still record a payment on it, and sees Remove greyed beside each payment. A payment reconciled to the bank stays, and says so. Nothing dated before the date the organisation's books are closed to is changed, and the reason says that date.

Print, on an invoice or its receipt, puts the name of the practitioner the invoice is linked to under the organisation's address, with their post-nominal letters where their contact holds them. An invoice linked to no practitioner has no such line.

Close, at the top of the invoice, holds the four ways an invoice stops being owed, each with what it means. Not for payment is for one that was never owed. Write off is for one that was owed and will not be collected. Void is for one that should not exist, and asks where each payment on it goes first; only a Director at its organisation can void one. Delete is only for an invoice never submitted, with no payments on it. Neither Not for payment nor Write off applies to a paid invoice, which is voided instead if it should not exist. Reinstate, in the same menu, makes an invoice that was written off or not for payment owed again. Each asks before it does anything, and whatever does not apply is greyed with the reason.

An invoice marked Paid is paid. Where the payments recorded against it come to less than its total, it is not counted as owing anywhere, on the patient's record, the appointment, the operation or the patient's own portal, and the patient is never asked for it again; on the patient's record its row says how much is not recorded as received, and the summary beneath the list gives the total.

Paid but unrecorded, beside Sales to credit at the top of the list for a Director or IT Support, lists those invoices so their payments can be put right. Fill gives a payment that is there without an amount the amount the invoice lacks. Record adds the missing payment, dated when the invoice was marked paid. Each press asks first, is checked again against the invoice before anything is written, leaves a line on the invoice's log, and the row leaves the list once the invoice adds up. A row with neither says what stands in the way, such as two payments without an amount or no record on the invoice of what was received. Put right the next 25 fills in up to 25 payments that are already there without an amount, leaving out anything from the last two years; every Record is pressed one at a time. The list holds the invoices of every organisation you sign in at as a Director or IT Support, each marked with its organisation's label where there is more than one, with a tick for each organisation to hide or show its invoices; Put right the next 25 takes only the organisations ticked. Each payment is entered at the invoice's own organisation, and an organisation whose invoices could not be read is named above the list.

A Director of the organisation can void an invoice that should not stand, with Void among the invoice's own actions, on the invoice page and on the invoice as it opens from a patient. Give the reason. If money has been paid against it, say where each payment goes: moved to another invoice of the same patient at the same organisation, or refunded, which records the refund on the invoice; the money itself goes back the way it always has. Press Void again and confirm. The invoice keeps its number and is never deleted; it shows Void wherever it appears, with the reason, who voided it and when, and it is no longer owed, chased, offered to the patient to pay or counted in the accounts. Holding a payment as credit on the patient's account is not available.

Void is not offered on an invoice that other invoices are amalgamated into, one paid through another invoice, one whose fees have already been passed on, or one marked Paid whose payments do not account for it.

Part paid means money has been received against the invoice. An invoice whose payment was moved to another invoice says Unpaid and is chased as unpaid.

An anaesthetist sees only the anaesthetic fee. On the patient's record, Invoices lists the invoices that carry an anaesthetic fee, including a hospital's invoice where the hospital collects that fee for the anaesthetist, each with that fee and whether it has been paid; Quotes shows each quote's anaesthetic fee; and Expenses shows only what has been paid to them. The whole invoice or quote does not open for them, the appointment does not show its quotes and invoices, the operation's Payment says whether each invoice has been paid but not what it came to, and the booking form does not open. Somebody counts as an anaesthetist when their contact card or an operating list they are on names them Anaesthetist; a director, a manager, IT Support, and anybody on a patient they created themselves see everything as before.

Documents, between the payments and the log on an invoice, holds whatever belongs with it, a photograph of the charge sheet for instance. Press Attach and choose a PDF, a picture or an office document up to 8 MB; its name joins the list at once and opens it, and Remove beside it takes it off again after asking. A paid or closed invoice takes a document too, because attaching one changes nothing that is owed. Each attaching and removing is written on the invoice's log. Somebody who may look at an invoice and not change it sees the list without the buttons.