The PPS Accounts system includes facilities for you to bill your clients, or third parties, record payments received, and manage all invoices that are overdue for payment. The Accounts are itself is the main hub of this information for a particular client or third party.
PPS Accounts billing is structured into three areas: Charges, Invoices and Payments. Firstly Charges must be created, then an invoice produced, then a payment recorded. A Charge, or charges simply become “line items” on an invoice, and a payment recorded is “allocated” to the invoice. PPS is flexible enough to accommodate all requirements for practice billing including third-party billing, split billing (between client and third party), recording several payments against one invoice, or recording one payment against several invoices. There are various points throughout PPS that enable charges to be quickly created and “paid off” in one step. This single step still produces the correct Charge, Invoice and Payment records
The Accounts system in PPS is not designed to be a full accounts system with ledgers, balance sheets, etc. but it can be used to supply revenue and expenditure information directly to another accounts system by way of exporting the information through reports.
Main Toolbar and Display
The main accounts menu provides the ability to create new charges, raise invoices and record payments from the 'New' button, along with modifying existing items from the main accounts screen, deleting items and accessing the PPS cash desk. The print button is described in further detail below. The refresh button will need to be used when switching between client and third party accounts.
The client or third party name and address details preview on the left hand side display - if a client has third parties associated, then they will appear on the right hand side - once highlighted, their address details will show instead. If you wish to look at one of the clients third party accounts, you can use the 'Select' button on the right. Optionally, any 'Accounts Notes' will display on the slim text box below, with the ability to update the details from here also.
When you select the Print button on the Toolbar, you have a choice of printing options. You can print a Statement of Account, an Invoice or a Payment receipt. Note that Payment Receipt is only available when you have highlighted a “payment” type transaction in the transaction list (in the main section of the screen). A Payment receipt is a simple full page printout that shows the value of the payment, the payment method, the date, and “paid with thanks”. It does not replace an invoice which shows full details of the charges included on the invoice and details of payments allocated to the invoice. The payment receipt is useful to print if a receipt is required for a payment received and the payment has not yet been allocated to any invoices. When an invoice is printed, it can show details of all payments received that have been allocated to the invoice. If the invoice is fully paid, it can be considered as a “Receipt” when printed
A Statement of Account can be printed for any selected client or third-party account. This will show all, or a range of, transactions on the client account, and an outstanding balance. The statement layout can be customised to suit your own layout requirements if required (see: Statement Layout Designer). The statement is designed to be printed and sent to the client (or third-party) as a reminder of an overdue account and will include a list of invoices outstanding, and (optionally) will include a list of payments received so far.
Accounts Description Area
The main section of the accounts screen displays the 'at a glance' information of your charges, invoices and payments, which are be default, shown in date order. Any single transaction shown here will show the basic details and values, along with colour co-ordination depending on its current status. (Green, Orange, Purple and Red respectively)
In the bottom right of the screen there will be a total balance for debit and credit on the account, and then below the columns will be split between the 3rd party and the client.
The final section of the accounts screen offers the options of displaying the history and charges on the main accounts area (Charges will not affect the balance of the accounts screen, only invoices and payments will). There are also options to click on underlined links to show all charges, invoices or payments in one separate screen.
Finally there will be an area to show charges not invoiced, invoices not paid and payments not allocated, with a figure total above each section, with the text below being clickable which will show the details of each section.