Selecting the billing address and adding other details when billing

Last modified 08:04, 24 Apr 2017

Overview

When a draft bill is created the address that is automatically selected by the system is the one stored in the Client page > Details tab. This will be the main address or, if one has been defined, the billing address. If a client has multiple addresses stored in the system, you can nominate a different address to appear on the client bill you are preparing from the Bill Address window (or from the Stage Four window in the Billing Wizard).

Details you can update

You also may need to add narrative text to a bill to explain bill amounts or adjustments. The Billing Explanation option on the Task Bar of the Bill Amounts window allows you to add internal notes within the practice. These do not appear on the client’s invoice. The text typed into this field appears in the Explanation field of the Draft Internal Bill Report displayed when the Reports button is clicked. As such, it is not a mandatory step in processing a bill but can be useful in clarifying details for the practice member who will review and authorise the invoice.

Other details you may want to add or change are:

  • Bill DateThe system defaults the system date as the invoice date. This can be changed by clicking on the Calendar button  if required.

  • Invoice numberThe system will automatically allocate an Invoice Number when the bill transaction is posted and will continue to increment the invoice number as this process is repeated. However, practices set up as a single entity will need to enter an invoice number on the very first bill generated by the system.
    When a practice is set up as a multiple entity, the bill sequencing will be set up at configuration level and therefore employees will not need to complete an invoice number.

  • Tax Type: This field allows you to override the overall tax status of the invoice. For example, whether an invoice is tax free or taxable at a particular (usually standard) rate.

  • RequestThe Request field is used by (mainly UK) practices to modify tax accounting on an invoice basis by issuing a ‘Request for Payment’. This is generally used for slow paying clients

Change the billing address and other details

  1. In the Billing Main page, click the Bill Paragraphs button, Bill Paragraphs button.

  2. In the Bill Address window, select the required address from the A/Type list box.

    The address details will change to display the address selected.

  3. If associations have been added for the client, you can select one from the list on the right to have the bill addressed to that contact.

  4. Click OK.
    You will be returned to the Billing Main window and the new address will be selected.

NOTE

If there is only a MAIN address in the list for the client, you will need to add a new address for them through the Address Maintenance window. You can open this by clicking the Search button on the Client page Detail tab.
You can type a bill addressee name and position directly into the bill if one is not currently stored in the system, however it will not be available for selection for this client at another time.
  1. The invoice date will default to today's date. If you want to amend this, click in the Invoice Date field and select the date from the calendar. Use the scroll arrows at the top to move between months.

  2. If you do not want to accept the default invoice number (which will be allocated when an invoice is POSTED) you can overwrite it by typing a different number in the Invoice Number field.

  3. To amend the tax rate to be applied to the billed amount by clicking the Tax Type list and select the required rate.

NOTE

This field allows you to override the overall tax status of the invoice. For example, whether an invoice is tax free or taxable at a particular (usually standard) rate.
  1. Enter any internal notes for the bill by clicking the Billing Explanation option on the Task Bar and entering them in the window that displays.

  2. Continue on with Billing Stage Three by clicking the Bill Paragraphs button File:dirname/pm/090_Billing/200_How+to.../180_How+to+select+the+billing+address%2C+add+notes+and+other+information+when+billing/Invoice_designer_button.gif on the Billing Main page, or click OK to save the draft bill and close the Billing Main page.

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