Invoice dates

Submitted by the equine practice on Wed, 25/02/2009 - 11:54

General User's Discussion

Hi
When finalizing a invoice that has been in the system for a few days is it possible for the Invoice to be dated the day of the visit not the day the invoice was finalized?

Thanks
Tamara

Re: Invoice dates

Submitted by Tony De Keizer (not verified) on Wed, 25/02/2009 - 13:01.

Not currently. The current design keeps visits and invoices as separate entities and when finalising an invoice sets the date to current date in order to prevent invoices being posted into previous periods and upsetting opening and closing balances.

There is a JIRA (development request) in to change this

https://openvpms.atlassian.net/browse/OVPMS-789

But needs to be discussed so we don't introduce other issues.

Cheers

Tony

> Tony De Keizer > Principal Consultant > Vertical Connect Pty Ltd > Phone: + 61 (0)3 97229824 > Mobile +61 (0)4 21347105 > Email: tony@verticalconnect.net > From: > Reply-To: , OpenVPMS User Mailing List > > Date: 25 Feb 2009 00:54:24 -0000 > To: > Subject: [OpenVPMS Users] Invoice dates > > Hi > When finalizing a invoice that has been in the system for a few days is it > possible for the Invoice to be dated the day of the visit not the day the > invoice was finalized? > > Thanks > Tamara > _______________________________________________ > OpenVPMS User Mailing List > users@lists.openvpms.org > To unsubscribe or change your subscription visit: > http://lists.openvpms.org/mailman/listinfo/users > Posts from this mailing list can be viewed online and replied to in the > OpenVPMS User's forum- http://tinyurl.com/openvfu

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Invoice dates vs invoice item dates

Submitted by Matt C on Wed, 25/02/2009 - 23:06.

Hey there,

We prefer the invoice date to be the posted/finalised date. We find that provided the invoice item dates are accurate, the invoice date works well to reflect when the inovice was actually posted/finalised.

Matt C

Re: Invoice dates vs invoice item dates

Submitted by Gerrie (not verified) on Wed, 04/03/2009 - 18:01.

Greetings All... :)

Just wanted to add some important comments to the discussion regarding the invoice dates... and also bring up the matter of backdating receipt dates. There are scenarios where backdating both of these is very beneficial. However given the potential for misuse it would be important to be able to secure these to particular users.

Backdating Invoices

This is an important feature for clinics providing Large Animal or Equine services on farms or properties. These vets will often use an invoice book with carbon copy and provide copy of charges to client / farmer while onsite. It may then be some days before the invoice book is returned to the clinic for data entry. Being able to backdate the invoice to the date shown on the invoice given to the client / farmer ensures aging is correct and system dates match paperwork provided to the client. Clinics will typically get this data entry up to date before closing off an accounting period.

This feature is also useful when managing WORK IN PROGRESS. An ability to backdate invoices would mean that invoices could be pushed back into the statement period prior to the END PERIOD. Again this is primarily useful in Large Animal or Equine practices - but I can see value for small animal clinics too... :) Clinics doing this need an associated policy for how they use this (with aging matters in mind) however use over the end of month is used widely in other systems - with great benefits.

Backdating Receipts

The ability to backdate receipts would be useful in all practices whose clients make payments directly to their bank account. There will always be timing issues around the arrival of funds into the clinics account and the running of the END PERIOD. However being able to do a final check of these payments and enter as many as possible for the correct date prior to END PERIOD will greatly reduce the impact of the timing issue. This means more accurate statements for clients and more accurate payment tracking for clinics.

Security

Securing these two features is essential to avoid misuse. Security would need to be included with these features and not added as a later development. And they should be secured separately. (i.e. someone with the right to backdate invoices may not need the right to backdate receipts) Clinics should only assign the ability to backdate invoices and / or receipts to staff whose role requires it. Additionally even those with the ability to backdate SHOULD NOT be able to back date into a closed period. (i.e. dates can only be changed within the current period).

I believe the addition of these two features and associated security would assist clinic in better managing their debtor records and accounts. :)

Cheers :)

Gerrie

Gerrie Cooney BSc

Business Development Consultant

Essentia Consulting

M 0408 811 883

F (08) 6311 7431

E gerrie@essentia-consulting.com

On 25/02/2009, at 9:06 PM, mpcosta@boroniavet.com.au wrote:

Hey there,
We prefer the invoice date to be the posted/finalised date. We find that provided the invoice item dates are accurate, the invoice date works well to reflect when the inovice was actually posted/finalised.

Matt C

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Backdating

Submitted by Matt C on Wed, 04/03/2009 - 18:55.

Thanks Gerrie,

I see how this could be usedul in some clinics. I agree with details of your post (too lazy to specifically agree to each point).

Tamara, it sounds like the scenarios raised by Gerrie affect you guys directly. Are there any other LA/equine practices they would be willing to generate a request like what we are doing with grouped reminders?

You will need;

1. someone to plan and invite comments from the community,

2. someone to compile these into a request,

3. pass it on to Tony,

4. get your request details sorted after input by developers,

5. get your costings,

6. raise your funds,

7. get your modfication!

Matt C

invoice dates

Submitted by jboot (not verified) on Thu, 26/02/2009 - 15:48.

Hi all,

I agree with Matt. backdating invoice dates could open a pandoras box of problems. Allowing backdating may increase the chances of fraudulent activities for instance. I suspect the Veterinary Boards and insurance companies would not be happy with any system that allows backdating of invoices or history records.

jon

invoice dates

Submitted by the equine practice on Tue, 03/03/2009 - 12:49.

Hi,

We dont want to back date the invoice, we just want the invoice date to reflect the visit date. Being a large animal practice the invoices can sometimes be done up to 2 weeks after the visit

Tamara

OpenVPMS

Invoice dates

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Invoice dates vs invoice item dates

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Backdating

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invoice dates