Counter Sale

The screen below is that for a new counter sale, but the same screen is used to edit counter sales.

The screen is a subset of the customer invoice screen and you should consult that for the field  details.

Credit

This screen is used to create and edit customer credit notes. It works in exactly the same way as the invoice screen with the following exceptions:

• the Credit check box is always checked
• the Patient field is optional, not mandatory
• the item price cannot be negative

Invoice

This screen is used to create and edit customer invoices.

As well as the standard Apply, OK and Cancel buttons, there are two others:
Completed - pressing this is the same as pressing OK but it also changes the status to 'Completed'
In Progress - pressing this is the same as pressing OK but also setting the status to 'In Progress'

Note that you can still edit and add items to a 'Completed' invoice. In fact the only difference between the two states is that Completed invoices can be automatically finalised by the Reporting|Debtors|End Period processing.

The screen consists of a header section, an item area, a dispensing tab, an investigations tab, and an optional reminders tab.

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.
Notes - any appropriate not text - this will appear on the invoice when it is printed
Reference - any appropriate reference code
Credit - this box will be checked if this is actually a credit - it is never checked for an invoice
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.

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. The 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)
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
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)

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 Dispensing tab. This is present for any medication products that have a dispensing label.

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 Investigations tab. This is always shown so that you can manually initiate an investigation. Normally investigations are linked to a product, so that when you enter the invoice line item 'XYZ Test' the associated investigation is automatically started. Investigations are normally managed (and initiated) via the Patients|Medical Records screen. See Patients|Medical Records|Investigation for details on the working of this tab.

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

Confirm Delete

When you press the Delete button on the Customers|Charges screen, a confirmation window will appear. Press OK to confirm or Cancel to abort.

Confirm Finalise

When you press the Finalise button on the Customers|Charges screen, a confirmation window will appear. Press OK to confirm or Cancel to abort.

Confirm New

This window allows you to select the type of transaction to be created. Select the required one and press OK, else Cancel to abort. Note that since Invoice is the default selection, and OK the default button, you can simply press the Enter key to create a new invoice.

Confirm Payment

This screen is displayed after you finalise an invoice.  If the account is to be paid now, click Yes, if not click No.  Clicking Cancel aborts the operation - the invoice will stay as finalised, but if you were doing a Check-Out, the check-ot operation will be aborted.