Create Invoices outside of the appointment work-flow

This article explains how to create invoices and payments outside of the appointment work-flow and the Receipting process. If you are creating an Invoice from an appointment, see the Create an Invoice from an Appointment article.

Before you begin

Ensure the following information has been added to the Practice and locations screen:

• your business name
• NZBN
• practice information
• location details
• invoice information
• bank details
• GST settings.

See Set Up Your Practice for more information on setting up these details.

Create an invoice outside of the appointment work-flow

1. Select Finance > New invoice. The New invoice billing details screen will appear.



2. Search for the patient that the invoice is for, or create a new patient if required.
3. If the invoice is associated with an appointment, select the appointment date.
4. Select whether or not the invoice is to be billed to the patient. If the invoice is not to be billed to the patient, select the person or organisation to bill the invoice to, or create a new person or organisation if required.
5. Select a provider, and click Save & continue. The new invoice screen will appear.
6. Click Add item to add items to the invoice if required. Search for the item by number or description.

Depending on how the item number has been set up in fees and schedules, you may also have the option to change the quantity or fee for items on the invoice

7. If items on the invoice require a purchase order number to be entered, select the Display custom columns sub-menu and toggle on Purchase order number. You can then enter the numbers in the PO# column that will appear.

   

8. To edit, select the pencil icon in the top-right corner to change who the invoice is billed to.



9. If required. click the 'open' icon to edit the patient or clients details, or to edit the Bill to details if the invoice is not billed to the patient.

   

10. Click Pay to save the invoice and proceed to the New Payment screen.

Create a payment without an invoice

1. Select Finance > New payment. The New Payment screen will appear.
2. Select a contact to bill to.
• If the contact has any unpaid items, they will appear on the screen.
3. Select the Payment method from the list of options.

• If the patient or client wishes to use more than one payment method, click Add another payment. Select the payment method from the list of options and enter the amount they wish to pay via the second payment method in the Amount field.

4. Select Save to save the payment, or select PDF to save the payment and generate a PDF copy of the receipt.

NOTE If a Paid invoice is incorrect, the payment needs to be reversed before the invoice can be adjusted.

Making and adjusting payments

Receipting

Once the Pay button has been selected from an invoice you will be presented with the Pay screen. Invoices default to 'Pay invoice' but there are multiple payment options such as 'Pay account' and 'Pay set amount'.

If you're receipting a large account holder that has sent a cheque for multiple patients, you can choose Pay set amount from this screen if the cheque is greater than the total owing on the account, Any payment above what's owing will be credited to this account. If there are multiple patients you may tick off each invoice that has been paid.

The payment type will always default to EFT but can be changed to cash, cheque, direct debit or credit card. Notes may also be added to the receipt if required. Once all payments have been made, select one of the action buttons at the top right of the screen to continue.

• Save will take you back to the appointment book
• PDF will generate a PDF copy that can be used to send to the patient/client
• Send email will generate this receipt and send it directly to the clients email
• Cancel will take you back to this patients' account screen

Email a tax invoice

Once an invoice has been paid, you can email a copy to the patient.

Before you can email the patient a tax invoice, ensure that the patient has an email address listed in their demographic details, and that the practice has an email address entered in Location details.

1. Select Finance > General accounts and search for the patient you wish to send the tax invoice to.
2. Select the paid invoice in the Details column. The Invoice screen will appear.
3. Select Send email from the options on the top-right of the screen.

Last updated 12 June 2023