Invoice

This screen is used to create and edit customer invoices.

The screen consists of a header section, an item area, a Customer Notes tab, an Investigations tab, and an optional reminders tab.

 

As well as the standard Apply, OK and Cancel buttons, there are:

• Completed - this is the same as pressing OK but it also changes the status to 'Completed'
  Note that a'Completed' invoice can still be edited; it is to indicate to other staff that invoicing is finished.
• In Progress - this is the same as pressing OK but also setting the status to 'In Progress'
• Invoice Orders - invoice any outstanding Customer Orders
• Submit Investigations - submit pending investigations to laboratories

The header area contains the following fields:
Date - the date on which the invoice was created
Amount - the total (tax-included) amount of the invoice
Tax - the total tax amount
Status - this can be one of In Progress, On Hold, Completed, and Finalised. Note that the normal way to complete or finalise an invoice is by using the Complete and Finalise buttons - but you can can just change the status here.
Send Reminder - when selected, enables reminders to be sent for unpaid invoices.
Notes - any appropriate not text - this will appear on the invoice when it is printed
Reference - any appropriate reference code
Printed - this box indicates whether or not the invoice has been printed
Clinician - the appropriate clinician
Location - this displays the location under which the invoice was created

In the line item area, use the Add button to add a new line item, Delete to delete one. Multiple line items can be selected using the checkboxes on the left. Note that these cannot be used to select line items that cannot be deleted, or require additional user input to delete (e.g., those that have minimum quantities).

The line item area table column headings are documented below. Note that all columns except Discount are sortable - for example clicking on the Total column will sort by the line item total amount. Click again to reverse the order.

Selcting a line item (normally by clicking it but also by using the Next and Previous buttons) displays the details of that line item. They are as follows:

The Show Batches, Show Templates and Show Product Types check boxes add columns to display the Batches, Product Templates and Product Types of associated products, if any. If both Show Templates and Show Product Types are displayed, then selecting the Template column will sort on Template, then Product Type, then Date. This is the default behaviour if both columns are displayed. If only one of these two is displayed, then the default sort will be the column and then Date.

Date - the date appropriate to the line item - normally this will be the current date but you could set a earlier date indicating the date of the sale or on which the service was performed
Patient - the name of the patient (this is a mandatory field). The button displays the patient summary.
Product - the product - you can use a barcode or the product ID here. If the selected product:

• is a template, it will be expanded to generate an invoice item for each included product
• specifies a Patient Identity, a corresponding Microchip, Pet or Rabies Tag will be displayed and added to the patient

Quantity - the quantity of the item. If the product has doses for the patient weight and species, this will be automatically calculated and highlighted in blue until the quantity is changed, or the editor closed.
You can enter 1, 1.2, 1.23, 1.234 etc but it will be reformatted to show two digits after the decimal point
On Hand - displays the stock on hand for the product. If the selected product has no stock, or the entered Quantity exceeds the available stock, the On Hand quantity will be highlighted red.
If a template is expanded with one or more products that have no stock, or exceed the available stock,  a warning message will be displayed.
Fixed Price - this will be set from the fixed price for the product, but you can overide this. If the product has multiple fixed prices (for say Simple, Standard, Complicated) there will be a pull-down so you can select the appropriate one. See also Concepts|Pricing.
Unit Price - this will be set from the unit price for the product, but you can override this
Discount - this will be set from the applicable discounts but you can override this
Service Ratio - displayed if there is a service ratio for the product's type at the invoice Location. If the service ratio has been applied, the check box will be ticked. Untick the check box to remove the service ratio. See Service Ratios for more details.
Print - this box is displayed if an item can be suppressed in the printed Invoice. This only applies to items with a zero Total.
Tax - the line item tax amount
Total - the line item amount (including tax)

The Dispensing button is shown for medication products. It can be used to:

• edit the medication details
• print a dispensing label
• create a prescription

The fields are as follows:
Date - the date the invoice item was created
Expiry Date - if a Batch has been selected, this represents the Batch expiry date. If not, you can enter the expiry date of the medication. Note that you can enter a relative date (e.g. 2m for 2 months from today).
Quantity - the quantity. Identical to the invoiced quantity. If the quantity was automatically calculated from a product dose, it will be highlighted in blue, until the quantity is changed, or the editor closed.
Label - the dispensing label - you can use the Print Label button to print this
Clinician - the clinician
Batch - the product batch. If selected, this determines the Expiry Date. The Batch dropdown displays all active batches of the medication at the current stock location. The batch with the earliest expiry date is shown first.

Below is the Customer Notes tab. This is used to add/delete and display patient-specific notes.

The fields are as follows:
Patient - the patient name - this is a mandatory field
Note - the note text
Clinician - the clinician - this is optional

 

Below is the Investigations tab. This is shown when a product is charged that generates an investigation.

Below is the Reminders tab. This is shown if the product being charged has reminders.