ClinicOffice Support :: View topic

dwais · Posted: Tue Feb 14, 2006 2:24 pm Post subject: invoice dates

Hi, I tend to write invoices and update my database with payments received once every two weeks, rather than on the same day as the treatment. The problem I am currently having is that the invoice shows only the day the invoice is created, and NOT the date of the session for which I am creating the invoice. Thus, if I catch up and write, lets say invoices and register payment for the last 2 weeks today, I have 3 invoices with todays date for patient X, and it is not really clear for which sessions.

How do I get around this problem?

PS. I am brand new to this

support · Site Admin

Hi Diana. To be honest, the best work-around is simply to enter the invoice and payment when the customer pays. The "Quick Invoice & Payment" screen is designed specifically to do this very quickly (simply right-click on an appointment and click Quick Invoice & Payment).

Further, if you set up your item list and then link the items to appointment categories (click Actions | Edit Types and Categories | Appointment Categories) then you can assign default items to appointments which increases the efficiency of the Quick Invoices.

It literally takes a matter of seconds to do this after each appointment and is the most efficient way of doing this.

If you want to enter invoices later then unfortunately you will have to manually adjust the date as the default date for a new invoice will be the current date.

clairetucker · Posted: Thu Mar 23, 2006 2:28 pm Post subject: Payment & Invoice Dates

Hi there,

I have been updating our database with payments and invoices going back to the time we started the practice so that we have "lifetime values" ie the amount of revenue each client has contributed. This is useful when looking at the amount of revenue by source of client eg local advertising, yellow pages, referrals etc. I'm also doing it so that we have accurate stats on visit numbers, services & collections etc.

I have had the same problem with having to change the invoice date and time for every back-dated one. What I do is change the date and time on the invoice for the first client of that day. I then copy (ctrl c) the date/time and then when the payment screen comes up paste that date and time into the date/time box for the payment (ctrl v). When I do the next client I paste the date & time in the date/time box of the next client's invoice, change the time and repeat the copy & paste for the payment - and so on !! It's a bit laborious but I figure it's worth it so that we can have accurate stats. If you're not too fussed about changing the time every time you could set your clock on your computer back to the date of the day that you are entering invoices and payments - however you have to keep changing the clock date between days - probably faster to do the above!

Cheers
Claire