Below is the Individual Invoice screen where there are many features available to help the practice get the most from the system.
At the very top of the invoice screen, you will see the invoice number printed with the total with the current Invoice Status, these will be either Paid, Part-Paid and Unpaid. Also in this section, you will also see who this Invoice is being billed to, the date and there is a section to display some notes.
There are also navigation buttons, highlighted below in red below.
- 'Back' - will take you back to the list of Payments and Invoices in this Patients account section.
- 'Print' - will open the print preview in a new browser tab.
- 'View Client' - will take you to the Patients record.
- 'Edit' button - will allow you to edit the specific details that you see in this section.
The Edit button will open the below window which will allow you to edit the Invoice number, add notes and edit the invoice date and due date. To change the dates you can either type in a new date or you the calendar icon to pull up the calendar navigation. When you have modified your details, you can then click 'Save'
'Transactions' is the next section on the Invoice, here you will see the billing item 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.
The date listed here against the billing item is the date of the treatment that the patient had, the description will show as the name of the Consultancy/Appointment with the practitioner name and patient name and you will then have the price of that treatment under debit. to the far right of this, you will have View and Remove buttons. In the instance of this currently paid invoice, you will be unable to remove the billing item (greyed out as there is a payment listed). If you would like to remove the billing item you will need to remove the payment first. You can, however, click the view button, which will open the edit charge screen and you will be able to edit some details of the billing item. The items that can be edited here, are the location details, the billed date and the description. You can also use the delete button if you want to remove the billing item completely from the system.
The date against the payment in the Transaction section is the date that the payment was accepted into TM3, the description will tell you what type of payment was accepted - cash, card, cheque and so on. Under Credit, you will have listed the total amount that the payment has assigned to this invoice, and again at the right-hand side you will have the view and remove buttons. In this case, the view button will take you to the Edit Payment window where you can edit the specifics. In this edit window, you can change te reference number, the date, the payment type, the reconciliation amount and also add in who made the payment.
Directly below the Transaction section, there will be 2 buttons visible as below.
The add new charge button will allow the user to add on any further items to the current invoice, these can be stock or consultancy. As seen below when you begin to type it will search the current stock list and give you the option to select which one you need. In this case, below I have written 'Init' so as to bring up initial assessments.
The More Actions button will allow you to see the alternate available options for sending the invoice to the patient. We have included SMS, Letter and Email and within each section, you can access any templates that you have set up within the Templates > Invoices section as seen below.
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 bottom of all of the invoice detail there is a section to add in any documents that are related to this invoice ie. 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.