The Invoice Page

An invoice opens as one sheet you read from top to bottom, the way the patient reads the printed bill.

Where to Find It

Screen	Address
All invoices	/invoices
One invoice	/invoices/{id}
One patient's invoices	the Invoices tab of the patient file

Each invoice is one line: the number, the patient, its notes (two lines at most; the invoice holds the rest), the date with the due date under it — in red, with N days overdue, while an issued invoice is past due and unpaid — one status (Draft, Unpaid, Partially paid, Paid), and Amount: the total, with what is paid and still owed under it. Under the rows, the page's sums — paid, remaining and total of the issued invoices on it; drafts are not counted. At each row's end: Print (or Issue on a draft) and … for the rest.

Click any row in the list to open its invoice. Or type in the list's search box: matching invoices appear under it by number and patient, and picking one opens it straight away. Press Enter without picking to search the list instead.

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The Header

The bar at the top names the invoice and the patient, with a link to the patient's file and, once the invoice is on the books, to its journal entry. Beside them are two tags: the invoice's state (Draft, Issued, Cancelled) and how much of it is paid.

The button on the right is the one thing the invoice is usually opened for:

• a draft shows Issue invoice — from then on the patient owes it;
• an issued invoice shows Print, on the clinic's default sheet.

Under the bar, the tool row holds the rest: Edit, Print ▾ (every sheet the clinic has written — A4, the 80 mm roll, and any of its own), Add payment, and … for Cancel invoice and Delete.

The arrows beside the bar — 3 / 120 — step to the previous and next invoice of the list you opened it from, with its search, filters and sort, as on the patient file.

On a phone the buttons and the tool row are in the ⋯ menu at the top right.

Writing an Invoice

Invoices → New invoice opens the invoice as one sheet: the patient and the dates, then the lines, the totals under them, and the notes last. The total and what is left on the patient stay at the foot of the window while you type, beside Save as draft and Issue invoice.

• It opens on one empty line, ready for its item. A line left empty is skipped when you save.
• Add a line by searching. Press Add item and type: the products and services are listed with their prices, and the one you pick lands as a whole line. Words the list does not have can be added as a free line, whose price you type. Create new product writes the product in full and puts it on the invoice.
• Change a line where it stands. Click its item to search again: pick another product and its price follows, or type words the list does not have to keep it a free line. Beside it, Description is what this line was, in your words, shown under the item on the invoice page. The quantity, price and discount are typed in the row.
• A line's discount is per unit, and cannot be more than the price. The invoice discount comes off what the lines leave; tax is charged after it.
• Dates. A new invoice is dated today and due today. Type another due date, or tap On issue, In a week or In a month.
• Notes are formatted text — bold, lists, alignment — and print under the invoice.

On a phone the lines are a short list; a line opens in a sheet from the bottom.

Editing an Invoice

Edit works on a draft and on an issued invoice alike. Saving an issued invoice keeps it issued: its total is worked out again, and its journal entry and any stock it moved follow the change. The change is recorded in the Activity log with the old and new values.

The button is always there for users who may edit invoices. When this invoice cannot be edited, pressing it says why instead of opening the form:

The message	Why
This invoice cannot be edited here: it was converted from session PTS-00006…	It was made from a visit or a session, named with its code. The message carries an Edit the session (or Edit the visit) link; change the record and the invoice follows.
A cancelled invoice cannot be edited.	Cancelled is final. Write a new invoice.

One more check runs when you save: the new total cannot be less than what has already been paid on the invoice. Delete a payment first, or change the items so the total covers it.

Reading the Bill

The Invoice details tab reads like the bill:

1. Bill to — the patient, their code and phone. The name opens their file.
2. Issue date and due date.
3. Total amount, with a bar showing how much is paid, and under it what was paid and the amount due. A draft with nothing paid shows "Draft — not issued yet." instead of the bar.
4. Created by and last action — who wrote the invoice and the last thing done to it (printed, written from a visit…), with the time. Only users who may read the activity log see this row.
5. The journal entry the invoice put on the books.
6. The items: what was charged, the unit price, the quantity, the discount on the line where there is one, and the line total.
7. The sum, hung under the items: items at full price, less the line discounts and the invoice discount, plus tax, gives the total on the dark row; less what was paid, the amount due.
8. Payment methods — what was paid, added up by method (cash, card…). Only completed payments count; a declined or pending one is not money taken.

If a patient paid more than the bill, the last line reads Overpaid with the difference, not a negative amount due.

On a phone the tab reads as one column, like the patient file: the two dates in one strip, the total in a grey box with its bar and split, then the items, each as a flat row.

An Invoice Written From a Visit or a Session

An invoice made from a visit or a physiotherapy session is a reading of that record. A note at the top says so, with a button to open the record:

• its lines are changed on the record, and the invoice follows;
• money is taken on the record, not on the invoice. The payment methods block then reads Paid on the visit (or on the session) and lists what the record took.

An Invoice for a Whole Course

A treatment course can be turned into one invoice: Convert to invoice in the tool row of the course's own page, for every specialty. One press writes it and opens it; there is no form.

• What it lists. One line for every session the course has held, at its own price and discount, with the products sold in it. Sessions booked ahead and not held yet, and cancelled ones, are not on it. A no-show is billed only if a price was put on it.
• It follows the course. When a session is held, edited, cancelled or deleted, the invoice changes by itself, and the change is written to its Activity log. A cancelled invoice stops following.
• What it says is paid is the money taken on the course's sessions — including money paid ahead on a session still booked, which counts as paid on the course before that session is held and billed. The block reads Paid on the course's sessions. Nothing is moved onto the invoice.
• The same session on two invoices. A session can be on its visit's invoice and on its course's invoice at the same time. Each invoice names the other ("Session DRS-0004 is also on invoice INV-00040"). The session is still owed once, on the session itself: an invoice converted from a record is not a debt of its own and books no income, so the patient's dues and statement count it once.
• The agreed package is shown under the bill as information. It is never billed.
• On a laser course that counts pulses, the page lists each held session with the pulses it fired and the balance left after it, then the package's total, the pulses used, and what is left, or Over the package when the course went past it. These are the same figures as the course page. They are shown on the screen only; the printed invoice carries no laser settings.

If no priced session has been held yet, nothing is written and you are told "Nothing to bill yet on this course". A course that already has an invoice asks before it writes a second one.

The Other Tabs

Tab	What it holds
Products	Only the catalogue lines, each opening its product. Absent when the invoice sold none.
Preview	The printed document, on whichever sheet you pick, with a Print button.
Invoice profit	What the invoice earned against what it cost. Needs inventory and the permission to see costs.
Payments	Each payment with its date, amount, method, reference and state, and the insurance split on a hand-raised invoice.
Activity log	The invoice's whole history, newest first: who wrote it, every change to its lines' totals, dates or notes, issuing and cancelling, each payment added or deleted with its amount and method, and each print. Shown to users who may read the activity log.

Working Without Internet

The invoice page needs the connection, and so does Convert to invoice: the invoice number and the prices it reads come from the server. Invoices are not among the screens kept on the device (see Working Without Internet). A payment taken offline on the visit itself is sent when the line returns, and appears on the invoice written from that visit from then on.