Invoicing

Introduction

Invoicing allows the clinic to group treatment items for billing purposes.  An invoice can have 1 of 3 statuses; Open, Closed, or Paid.

  • Open – means it is open for more treatments to be added to it.
  • Closed – means no more treatments will automatically be added to it.  The system will automatically change an invoice to a closed status when a payment is made against that invoice. Invoices can also be manually closed by an employee.
  • Paid – invoice is paid in full and no longer is an accounts receivable.

The process remains the same for making a payment, cashing a client out (refund), making a deposit, and voiding a payment.  Returning items reduces the invoice’s item list and price and adds a customer credit to the account as it did before.

Invoice items will now show a tax amount instead of a tax percentage.

The client portal was updated as well to reflect all visual changes and functions.

Medical Record

Treatment items are automatically added to the most recent OPEN invoice.  This process is transparent to the staff and will automatically be added for both quick invoicing and from within the treatment page of the patient’s medical record. If you would like to create a new invoice, you will need to close the most recent invoice before adding treatments or beginning to quick invoice items.

Client Record

This is where most of the invoicing feature is utilized.  When going to a client’s record, all items will be added to an invoice.  The only monetary amount that will NOT be added to an invoice is a customer credit (negative balance).  A customer credit can be used to pay down any invoice.

Any outstanding balance (amount owed) which is not linked to treatment items will be added to an invoice with a SYSTEM procedure called “BALANCE – Carried Over Balance”.  The invoice will be closed and will only contain that one carried over balance on it.  The last patient from the last payment history will be used.  If no payment history, then the first patient on the record will get the procedure.

This carried over balance can be the result of finance charges, or more commonly, charges that were migrated from an old system to your eVetPractice system that were not tied to a particular billable item.

 

If the customer had outstanding items prior to invoicing, the system will automatically create a new invoice and add those items to it.  The invoice date will be the most recent service date from the items.  This invoice will remain OPEN, meaning that if you add any new treatments in the future, they will be added to this invoice.

The total of the invoice is not recalculated each time a treatment item is added/removed/changed.  The total is recalculated when you open the client’s record (general page or checkout).  It is also recalculated if you run an accounts receivable report. 

 

From the figure below:

  1. Account summary – will show any outstanding invoices, any customer credits, and account total.
  2. Email Invoice – ability to email just this invoice
  3. Print Invoice – ability to print just this invoice
  4. Split Invoice / Add Note / Transfer Invoice – ability to separate the invoice into another invoice (Split Invoice). This only shows if the Employee has the appropriate split invoice right.  By default no one does.  This also will only show if the invoice has not received payment yet.  Items checked off on this screen will be moved to the new invoice and items not checked off will remain on the original invoice. The user also has the options to add a note and transfer the invoice to a different client.
  5. Change Invoice Date – ability to change the invoice’s date. This only shows if the Employee has the appropriate right and by default no one does.
  6. Change Invoice Status – ability to change the invoice’s status. This only shows if the Employee has the appropriate right and by default no one does.  Only open and closed invoices can be changed. Moving an invoice from closed to open is best used to add additional services/treatments to the invoice. You can remove items from the invoice, but returning those items is recommended to better record patient history.
  7. Totals – shows total for invoice, amount paid, and amount due. This is also shown at the bottom of the invoice item list.

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Reordering Invoice

You can reorder an invoice only if that invoice is outstanding (not completely paid). You can reorder from the client record or from the checkout page.  To reorder, just grab the row and drag to the desired spot.  This works much like reordering exam sections and options.

Making Payment

The process is identical to what it was prior to invoicing.  The only difference is that below the payment options is a list of outstanding invoices that you can choose to pay now or postpone.

When making a payment, the system applies that payment to the oldest invoice(s) first that has not been postponed.  The system will handle scenarios when the payment is large enough to pay for the oldest invoice, but not for the next invoice.  The oldest invoice will go to a paid status and the next invoice will have a partial payment and reflect that in the totals.

Closing an invoice (manually or by payment) causes the total to recalculate, changes status to closed, and flags all billable items associated to that invoice as paid, even if you just made a partial payment.  This locks the item in on the treatment record as it did in the past.

When you want to pay for a particular invoice over another one, you will need to postpone all the invoices older than the one you want to pay. To do so click Make Payment on the client record and then the blue link “Postpone Invoice” on every invoice that should be postponed.

Applying Credits to New Invoices

When a client has a negative balance on their account, you can automatically close a new invoice that is in the amount or less than the credit. Any client with a credit and invoice(s) for less than the amount of the credit will show up with a Close Invoices link at the top of the Account Balance section. Clicking this button will allow you to close the open invoices without giving a refund and without having the change invoice status.

Splitting Invoice

This could be useful in separating out treatments by invoice for insurance purposes.  This must be done prior to any payment being made. 

You check off the items to split, then click the Split button at the bottom.  The system then moves the items selected to a new OPEN invoice.  The date of the invoice will be the same as the original invoice date.

Transfer Invoice

An Invoice can be transferred to another client account for payment.  Note:  Invoices cannot be transferred if they have a partial payment applied.  You must have rights to transfer an invoice.  If you do not have the appropriate rights, you will not see the "Transfer Invoice" or there is a partial payment applied, the "Transfer Invoice" link will not be available on the invoice.

To transfer an invoice, go to the Client page, find the invoice that you would like to transfer and click the "Transfer Invoice" link.

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Type in the name of the client that you would like to transfer the invoice to and click the "Transfer" button.

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Once you click "Transfer" you will see a confirmation box pop up.  Select Yes to complete the invoice transfer.

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A "Transfer Successful" box will pop up letting you know that you have successfully transferred the invoice.  When you select Ok you will be redirected to the destination client's page where you are able to continue processing payment on the invoice.

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Account Balance PDF Layout (statement)

The account balance printout has changed.  We have removed the coloring of the table headings (grey) and the alternate row color.  We have also increased the font to 10pt.  The layout is very similar to what is shown on the client’s record.  The account balance will show all outstanding invoices.

Invoice PDF Layout

The invoice printout is almost identical to the account balance printout, except it is specific to an invoice. 

Payment History

The payment history page shows all transactions in order as it has in the past.  You can still void/edit/return items.  You can email and print history.

We have added an option to email and print a specific invoice as well. 

When a payment is made on an invoice, that invoice details is shown with the payment transaction.  If separate payments are made on the same invoice, that invoice will show for each payment history record. 

Payment History Printout

The payment history printout was changed as well to be similarly styled as the account balance printout.

Multi-Ownership and Split Bill

The invoicing feature allows for a patient’s treatments to be split between multiple owners.  The first step is to add the multiple owners to the patient’s general record.  You want to specify which percentage of the ownership is the owner responsible for.  Once that is done, the patient’s general record will have an option to specify that this multi-owned patient should have the bill split between owners.  By default, a multi-owned patient does not have this option checked.

Once that option is checked and saved, then you can add treatments to the patient’s record.

You can NOT set up ownership and split bill after adding treatments. If you need to make changes to the ownership split after treatments have been added, you will have to remove those treatments, update the ownership split, and then re-add the treatments.

When adding treatments, the system will automatically create 2 invoices (or more depending on ownership split) based on the ownership percentages you entered in the patient’s record.  Each invoice will have the treatment and their percentage of that treatment price. The invoice will not show the client’s ownership percentage. It will only reflect the amount owed based on the ownership percentage stored in the patient’s record.

Each owner can pay independently and all actions done to that treatment item will be reflected on all invoices (ex. price increase/decrease). 

Reporting

Sales Report / End of Shift

The only changes made are related to multi-ownership and split billing.  The sales report will consider these items and show the appropriate percentage of the total price for the client.

Accounts Receivable

The accounts receivable report was changed to consider outstanding invoices.  It will still allow you to search based on overdue period (i.e. current) and date range.  The date it looks at is the invoice date.

Employee Rights

We added 4 new employee rights.  Three pertain to invoicing and one is an update that was requested to help with payment history and processing.

  • Ability to void a payment – this gives the clinic the ability to lock down voiding.  If the employee does not have this right, they will not be able to void a payment transaction.  By default everyone has this ability as they did prior to the right being added.
  • Allow employee to change invoice date – this gives the employee the necessary rights to alter an invoice date.  By default, the invoice date is based on when that invoice is first created (first time a treatment item is added).
  • Allow employee to change invoice status – this gives the employee the necessary rights to alter an invoice’s status.  Only open and closed invoices can be changed. 
  • Allow employee to split invoices – this gives the employee the necessary rights to split an invoice that has no payment into a second invoice.  An example of this would be to split invoices by patient for insurance purposes.

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