Open Invoices
Open invoices display a Close Invoice button in the upper right-hand corner of the invoice screen.
When an invoice is Open, you can add, edit, or void line items. If the patient is checked in, the Close Invoice option is grayed out and unavailable.
Closed Invoices
Once a patient is checked out, the Close Invoice option becomes available.
When an invoice is Closed:
You can no longer add, edit, or void line items.
Invoices can only be reopened within 24 hours by clicking the Reopen Invoice button at the bottom of the invoice.
Note: If an invoice has been closed for more than 24 hours and needs adjustments please reach out to our support team for assistance with next steps.
The Reopen Invoice button is at the bottom left of closed invoices
Ledger
Invoices viewed via the Account Ledger will display the Status as either Open or Closed.
Permissions
The ability to Close an Invoice is controlled by the Close Invoice permission, which is enabled by default for all users with the Staff user role.
To limit access to this feature:
Go to Admin > Staff > Manage > Manage Roles.
Uncheck the Close Invoice permission from the Staff role.
Assign the permission to any other user role you wish to grant access.
Check Out Options
You will see three different options when checking out a patient.
Cancel
This cancels the check out process.
Check Out
This checks the patient out and the invoice remains open. You will then be able to go back to the patient invoice and either Close Invoice or Cancel.
Check Out & Close Invoice
This checks the patient out and changes the invoice status to closed.
For staff members without the close_invoice permission, only two options will be available at checkout.
Check Out
This checks out the patient and the invoice remains open.
Cancel
This cancels the check out process.
Change Invoice Status
You can change the status of an Open invoice after a patient is checked out by navigating to the patient’s open invoice and selecting Close Invoice. Closing an invoice prevents further additions or edits.
Analytics
The following Analytics Reports calculate data differently based on whether invoices are open or closed:
A/R Summary
Accounts Receivable sums the totals of all closed invoices, less payments, to calculate the overall Account Balance.
Any invoices left open after patient check-out are not included in the Account Balance sum.
Note: All transactions are included in the account balance sum, regardless of the invoice status.
Practice Summary
The reporting timeframe uses the invoice closing date rather than the check-out time.
Metrics such as Total Revenue Invoiced, Total Tax Invoiced, Total Discount Amount, Average Visit Invoice, and totals by Status, Breed, Ward, and Service exclude all open invoices.
Provider Summary and Details (Collected Invoicing & Gross Invoicing)
Only closed invoices are included.
Metrics like Average Invoice, % Total Invoiced by Practice, and Collected Revenue exclude open invoices.
Collected Revenue includes only fully paid closed invoices.
Revenue Details
A column titled Invoice Status indicates whether an invoice is Open or Closed.
Collected displays for fully paid closed invoices.
Uncollected displays for open invoices and closed but not fully paid invoices.
Taxes, Non-Taxable Sales, and Discounts
The reporting timeframe uses the Closed Invoice date.
All items on the invoice are included, regardless of when they were applied.