Editing an Invoice

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

To edit the Item Details in an invoice the Invoice Status must be Draft. In any other status the Item details are set to read only.
Other invoice details such as date can be edited in Awaiting Payment status.
Nothing can be edited when the Invoice has a status of Paid, Deleted or Voided.
 
Editing an Invoice
1

Invoice ID

1. 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.
This can also be searched on using the Transaction Search.
2

Invoice Date

2. Invoice Date
Displays the date the Invoice was generated.  This date can be changed by selecting a new date in either Draft or Awaiting Payment Status.
3

Status

3. Status  
The status determines where an invoice is in the invoicing process.  This in turn determines whether information in an invoice can be edited.
 
To edit the Item Details in an invoice the Invoice Status must be Draft. In any other status the Item details are set to read only.
Other invoice details such as date can be edited in Awaiting Payment status.
Nothing can be edited when the Invoice has a status of Paid, Deleted or Voided.
 
4

Add item

4. Add item
Click to add a New Item
This can be an item related or unrelated to an appointment.
5

Item Details

5. 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.
6

Remove Item

6. Remove Item
Click the X to remove the item from the invoice.
7

Item Details Order

7. Item Details Order
These arrows allow the order of the items in the invoice to be changed. The items will then stay in the position allocated.
8

Payment Details

8. Payment Details
Displays the payment amount once a payment has been associated with the Invoice
Click here for details on how to add a payment
9

Totals

9. Totals
Displays a summary of total costs.
10

Notes

10. Notes
Notes: Enter any relating to the invoice here,  these notes can be displayed on the printed invoice.
See details on Customisation of Invoice Templates to have this field added
 
Private Notes: Enter any relating to the invoice here,  these notes cannot be displayed on the printed invoice. 
11

History

11. History 
History is used to display any edits and changes made to an invoice and by whom.
12

Practitioner

12. Practitioner
Displays the Practitioner associated with the Client and the billed appointment.
This information comes from the Appointment.
13

Location

13. Location
Displays the Location of the Appointment
This information comes from the Appointment.
14

Split Invoice

14. Split Invoice
Click to Split an Invoice with a Third Party.  Click to see more information here.
This field does not display on a Third Party Invoice.
15

Template Selector

15. Template Selector
Allows you to select different templates to print your invoices. 
Set your default Client and Third Party templates within System > Options > Invoices.
16

Print

16. Print  
An Invoice can be printed, previewed via the Print button options or emailed from here.
17

Change Status

17. Change Status  
Use this to change an invoices status. Click here to see details on how the invoicing process works and what statuses are used.
18

Email Invoice

18. Email Invoice
Click to Email the Invoice
19

Add payment

19. Add payment
Click here for details on how to add a payment
20

Save

20. 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.
21

Cancel

21. Cancel
Click Cancel to disregard changes to your invoice.