invoicing / statement problems
Hi; a few little problems we are having that are largely because as a large animal practice we run quite a lot of accounts;
- if a client pays by direct electronic transfer (and sometimes even by post) they often put in the transaction number as their ID, yet we don't seem to able to track the client / invoice from that information; can that easily be done?
- if an invoice is entered days after the service, the only date that appears on the invoice is that which it was entered; this causes confusion with owners. Is it possible to leave the compulsory date it was entered as the date upon which statements / debtors aging are based BUT also be able to alter the line date for individual invoiced items and have those dates appear on the invoice?
- Often an owner wants to pay a certain invoice, however when we put a payment through we cannot attribute it to an individual invoice; it comes off the oldest invoices in order. Can that be easily changed?
- It appears a percentage discount can't be put in, and a discount can't be applied to an entire invoice (just individual items). It would be great if the discounted amount could appear on the invoice so the owner sees what they're getting.
Chris' questions
Hi Chris,
My answers are interspersed amongst your questions;
Hi; a few little problems we are having that are largely because as a large animal practice we run quite a lot of accounts;
3 options here Chris;
a) We use customer ID as a tracking ID. We have removed all evidence of the transactions numbers (or atleast made very small). We then (automatically) run a search by ID in a seperate program. These sort of application may be able to be adapted for other users on request (mpcosta[at]boroniavet.com[dot]au). This service would attract a fee.
b) It would be a relatively simple report to create that asked you for the transaction id or patient id and returned a result. This would involve you opening Reports->Selecting the report->Clicking Run->seeing a result in a report document. A bit unwieldy.
c) Funding a "Search for transaction" section in the application that would allow searching for transactions by ID and total range. This is the best and probably the most cost effective solution but will take some time committemnt to get it through the community dvelopment process.
We have individual items appear with their dates. We have removed the invoice date from the printed template. This could be customised for your templatesif you desire.
Not sure about this one. I didn't think that receipts are linked to invoices at all.
Arbitary discounts of total invoices are not currently included in the receipting workflow. We have just been using the Customers type discounting setup which has worked very well for us. Does the discount total not appear on the receipt? I thought it did.... my mistake.
We have a report that can print the appoints or tasks from any worklist view or schedule view for a defined date period. We use it to produce printed checklists for the days admits etc. It took some time to nut out. Requests of interest welcome (mpcosta[at]boroniavet.com[dot]au). It will eventually get donated to the user community or I imagine a print button will appear down the bottom of the workflow lists some day.
Cheers,
Matt C
Re: invoicing / statement problems
- As per what Matt suggested. In the interim a simple report will work but we could JIRA an option to add a transaction id search option. I might be able to add the report to the shared resources area next week unless someone else can do it sooner ?
- This is a template issue. I.e the template has not been designed to show the date but can be easily modified to show the item dates. Need to use iReport on the invoice Items template to add the date.
- Agree. OpenVPMS’s data structures support allocation by invoice but currently does not have a invoice selection option in the payment area. So in essence a lot of the hard back end work is done but we haven’t got around to adding the necessary user interface elements. Again can be JIRA’d and developed if users wish this and we get developer support or funds.
- Discounts. The discount system in OpenVPMS works on a line by line basis and can be automatically calculated based on customer and product specific discount settings. This discount can be displayed as a total on the invoice or on each line or both. Some people also have a DISCOUNT product that they use to apply arbitrary discounts. You can enter a negative amount as long as the invoice total doesn’t go –ve. If it does the software will say you cannot save ...
Will look into workflow printing. Think you should be bale to print individual schedules still but not currently the schedule views. Cheers Tony On 30/04/09 7:46 PM, "Chris Heislers" :