Editing Finalised Invoices
Is there any way for the administrator to edit finalised invoices? People make mistakes, and we'll need to correct them. Specifically, pay for clinicians is tied to their production/sales and so if it's forgotten to put their name on the invoices, we're unable to use reports to extract that information.
Thanks, Paul
Re: Editing Finalised Invoices
Hi Paul,
This has been raised before. Editing finalised invoices is not a feature we would be keen on. We find it obscures the paper trail.
Our policy is that if a finalised invoice/receipt needs to be changed we
1. reverse it
2. Recreate correct version.
3. Record a Customer note
I think there would be some issues regarding the capacity for OpenVPMS to be implemented in some jurisdictions (partic the US) if this was possible.
Cheers,
Matt C
Re: Editing Finalised Invoices
Hi Matt,
Thanks for the comments. I don't think there's any issue regarding changing past history in the US. That's where we are, and I know that several other systems I've played around w/ allow this (Avimark, Cornerstore).
The problem arises in that if you can't change the past, then most reports are doomed to inaccuracy. If we must reverse an invoice and the re-enter it, the timing will be different. In general, this is just another type of data inaccuracy, which could have equally striking ramifications.
The way most ERP systems I'm familiar with (Macola, IFS, SAP, Oracle) deal with this is through a combination of access control and auditing. Every change that's made is logged, and changes can only be made by a select group. In the case of , I would only recommend any changes to invoices be made by administrator level access.
Cheers,
Paul
Re: Editing Finalised Invoices
I would suggest a compromise - that you could edit the invoice for 24hrs then it be locked at the end of the day. Editing then be only allowed by an administrator past that point.
Re: Editing Finalised Invoices
Personally, I don't really think normal users should be able to edit at all, just Administrators. In theroy this is configurable w/ archetypes/authorities/roles however. But they should be able to edit things from 2 months or 2 years ago.
Currently there's no way to fix the fact that a large transaction 2 months ago is attributed to the wrong clinician (for instance). Another one I've hit is that someone may have cleared a set of transactions that have the wrong tender-type (cash vs credit, etc.) That one's not that big of a deal... but the invoice clinician name is a big deal for two reasons: (a) it is one of the links between procedures and patients, and (b) clinicians' payroll is tied directly to the invoice history.
Cheers, Paul
Re: Editing Finalised Invoices
Hi Paul
In reference to your comment;
"...Currently there's no way to fix the fact that a large transaction 2 months ago is attributed to the wrong clinician (for instance). Another one I've hit is that someone may have cleared a set of transactions that have the wrong tender-type (cash vs credit, etc.) That one's not that big of a deal... but the invoice clinician name is a big deal for two reasons: (a) it is one of the links between procedures and patients, and (b) clinicians' payroll is tied directly to the invoice history..."
I can see why the Reverse mechanism doesn't meet your requirements particularly when a lengthy period may have elapsed.
My previous suggestion has been to;
1. Dr A is assigned $100 of invoice items in Invoice X when Dr B should have been used.
2. Reverse Invoice X.
3. Create new invoice Y with correct dates.
The reason this doesn't work is becuase the reversed invoice items at step 2 will have the current date and this can't be changed. Therefore period reports will incorrectly calculate the balance for that period.
I think the only solution is to have an administrator edit capacity.
The requirements for this would be;
a) The original records are not destroyed but rather replaced.
b) Compulsory "Journal" for the Administrator to complete explaining the reason etc.
The developers will need to comment omn the practicability of the options.
Cheers,
Matt C
Re: Editing Finalised Invoices
Hi Matt,
That's exactly the use case I mean.
In terms of logging changes, I've seen either:
Cheers,
Paul
Re: Editing Finalised Invoices
Hi Guys,
I think we could have the invoice editor allow changes to clinicians only if invoice is finalised. As long as doesn't change totals etc then doesn't cause any issue as far as balances etc.
Cheers
Tony