Check out a simple diagram explaining the statuses and action👇
In the Billing section from the medical record (or Counter Sell), you can see the status of the sale. By default, all the sales are 'Open' which means that products and services can be added, removed, or updated.
Once all charges have been finalized, you can mark the sale as 'Ready for checkout'. This will move the card on the Flowboard and will change the status of the sale. The charges can still be updated while the sale is in this status. To finalize sales directly from the Flowboard, click on the Ready for Checkout button in the Billing section of the patient's record. This action will move the sale to the "Ready for Checkout" column, where further options to close the sale are available.
Using the 'Close' button - this will mark the invoice as 'Closed' with the payment status of 'Pending'. While the sale is in this state, the charges can't be edited anymore.
Adding a payment (either partial or full) - this will automatically mark the sale as 'Closed' and will lock any further edits.
Generating an Invoice will mark the sale as 'Closed' automatically.
Using CareCredit to process a payment - this option will also automatically close the sale and lock further edits.
There are three ways of closing a sale:
One option is to use the Close button.
To do this, please first click the Finalize button. This will save all the information entered in the SOAP and enable the Close button for you to proceed.
Using the Close sale button
This will mark the invoice as Closed with the payment status of Pending. While the sale is in this state, the charges can't be edited anymore.
Adding a payment (either partial or full) - this will automatically mark the sale as 'Closed' and will lock any further edits.
Generating an Invoice will mark the sale as 'Closed' automatically.
Troubleshooting Issues with Consolidated Invoices
Why Sales May Not Be Included
Pre-existing Invoice: If an invoice has already been generated for the unpaid sale, it cannot be included in a new consolidated invoice.
Partial Payments: If a portion of the sale has been paid, this sale will not appear in the consolidated invoice.
How to Resolve the Issue
Verify the total due by sending a client statement from the Accounts Receivable report.
If specific invoices need to be sent, locate unpaid invoices in the patient's Health Card, under the Invoices tab.
You can also filter the Sales report by client name, date, and payment status (Pending or Partially Paid) to identify the unpaid sales and their associated invoices for emailing to the client.
📌 If you re-open an invoice that has been paid already, you'll see it marked with both 'Open' & 'Partially paid' or 'Paid'.