Invoices can be edited both at the time of creation or at a later date. The fields on the Invoice screen are explained below.
To edit an Invoice
Click Edit
The fields are are greyed out will become editable
Invoice ID
Displays the Invoice ID number, please note this number is automatically generated but you can set your next Invoice ID and Payment ID under System > Options > Invoices > Invoice Numbering Options.
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Invoice Date
Displays the date the Invoice was generated. This date can be changed by clicking Edit and selecting a new date.
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Status
The Status of an Invoice can be closed or open.
CLOSED: no further items/appointments can be added to this invoice. Client Invoices are closed by default when generated
OPEN: additional items/appointments can be added. Third Party Invoices remain open by default.
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Add New Item
Click to Add a New Item/Appointment.
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Item Details
Displays you a summary of your Item Details.
From here the Item Price can be edited. Ensure Item Price Editing is enabled within System > Options > Invoices.
A Discount can be applied by typing in the discount field.
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Remove Item
Click the X to remove the item from the invoice.
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Notes
Enter any Notes relating to the invoice here, these notes can be displayed on the printed invoice.
The size of the Notes and Private Notes fields seen on the screen can be customised as fields within the Client Details can be. These are the only fields within the Invoices screen that can be changed.
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Private Notes
Enter any Private Notes relating to the invoice here, these notes cannot be displayed on the printed invoice.
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Totals
Displays a summary of total costs.
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Location
Displays the Location of the Appointment
This information comes from the Appointment.
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Practitioner
Displays the Practitioner associated with the Client and the billed appointment.
This information comes from the Appointment.
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Auto Generate Payment
If ticked a payment will be automatically generated once the invoice is generated for the same dollar value as the original invoice.
To turn off Auto Generate Payment go to System > Options > Invoices. Third Party Invoices will not automatically generate a payment.
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Payment Method
Displays the selected payment method that is either set by default or the actaul payment method once payment has been made and associated with the invoice.
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Payment Full or Partial
Displays if the Invoice has been paid in Full or Partially.
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Payment Amount
Displays the payment amount once a payment has been associated with the Invoice
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Split Invoice
This field does not display on a Third Party Invoice.
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Template Selector
Allows you to select different templates to print your invoices.
Set your default Client and Third Party templates within System > Options > Invoices.
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Created By
Displays the user who created the invoice. This cannot be changed.
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Print Preview
Click Preview to view a preview of how your invoice will look once printed.
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Print
Click to Print your invoice.
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Email Invoice
Click to Email the Invoice
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Edit
Click Edit to make any changes to your invoice.
If the field that needs editing is greyed out then the Edit button needs to be clicked to enable it to be edited. Most fields can be edited with the exception of the Invoice ID and the Created by fields. These are never editable.
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Save
Click to Save changes to your invoice.
Changes must be either Saved or Cancelled before moving onto the next Invoice or closing the Invoices module.
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Cancel
Click Cancel to disregard changes to your invoice.
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Delete
Click to Delete the invoice.
You must click Edit to enable the Delete button.
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