Below is a breakdown of an Individual Invoice Screen.
At the top of the invoice screen, you will see the invoice number printed with the total amount of the invoice. It will also show the current status which can be either 'Paid', 'Part-Paid' or 'Unpaid.'
In this section you will also see information on who is being billed, the invoice and due date and a section to display any notes.
There are also navigation buttons, highlighted in red below:
Invoices (breadcrumb, top left) — Navigate back to the invoices list.
X (top right) — Close the invoice panel.
Areas highlighted in green — Navigate to the client record (James Test).
Area highlighted in blue — Shows who the invoice is addressed to (client or business).
Invoice / Files tabs — Switch between the invoice detail view and any files linked to the invoice.
Pay invoice button — Opens payment options: Pay with Terminal, Pay with Virtual Terminal, Request payment online, or Record other payment.
... (ellipsis menu)
Edit invoice details — Edit the invoice reference, address, created date, or due date.
Apply credit note — Apply an existing credit note to reduce the balance on the invoice.
Apply discount — Adds a discount credit to the invoice without requiring a discount code.
Transfer to business — Transfer some or all of the remaining balance to a linked business account. (or vice versa).
Change to business — Converts the entire invoice from a client invoice to a business invoice (or vice versa).
Write off invoice — Writes off the outstanding balance, marking it as unrecoverable.
Send Email — Send the invoice to the client via email (arrow indicates a submenu).
Send Letter — Generate a letter version of the invoice for posting (arrow indicates a submenu).
Print invoice — Opens the print preview for the invoice.
Delete invoice — Permanently deletes the invoice (greyed out here, meaning it is not currently available because the invoice has items attached).
Clicking 'Edit invoice details' will open the below window which will allow you to edit the invoice number, add notes and edit the invoice and due date. To change the dates you can either type in the new date manually or select the calendar icon and use calendar view.
When you have modified the details, click 'Save.'
'Transactions' is the next section on the 'Invoice' screen. Here you will see the billing items and payment details. As seen below, there is 1 billing item currently on this invoice. From left to right you can see the date, description, debit, credit and again navigation buttons.
Date - The date that the treatment took place.
Description - The name of the consultancy/appointment with the Practitioner name and Patient name.
Debit - The price of the treatment
To the far right you will see the 'Edit' and 'Remove' buttons after pressing the ...
In the instance of a currently paid invoice, you will be unable to remove the billing item. If you would like to remove the billing item, you will first need to remove the payment.
Click the 'edit' button to open the edit charge screen, allowing you to edit some details of the billing item. The fields that can be edited here are location details, billed date and the description. You can also use the 'remove' button to completely remove the billing item from your system.
The date against the payment in the 'Transaction' section is the date which the payment was accepted into E-Clinic. The description will tell you the method of payment used. Under 'Credit' you will see the total amount that the payment has assigned to this invoice. You will also see the 'View' and 'Remove' buttons.
The 'View' button will take you to the 'Edit Payment' window. In this window you can change the reference number, the date, the payment type, the reconciliation amount and also add in who made the payment. Click 'Update' to complete.
in the items section it will say type to search for new charge, you can start typing here and it will bring up a drop down menu of your stock items that can be added on
The last item related specifically to the invoice is the 'Total' grid that can be seen in the bottom right hand corner. Here you will see all of the details in relation to the charges, the invoice total, the number of payments paid against it, if there are any other credit (amount credited, discounted, or refunded) and if there is a value outstanding.
At the top of the invoice there is a section 'files' to add in any documents that are related to this invoice i.e.. if someone has provided a cheque and you would like to add an image of this. You could scan the image into the computer and then drag and drop the file in to the window as shown below or click to use the usual select files to open, to save this within the patients record.
You can see below, that you also have access to view previously sent emails and texts as well as any other items/documents that have been imported to the patient in the 'Document History' section.
