Creating Charges

Creating a Charge

Charges can be created from several different areas within PPS dependant on what you are currently doing.You can create a charge on completion of a consultation or appointment.You can create a charge at anytime, provided you have selected a client, by clicking Create a Charge on the task bar or clicking Cash Desk or pressing F11 to run Cash Desk.

Once you have created the charge you can decide leave it to invoice at a later date, invoice it now or record a payment against it that will automatically create the invoice in the background.

Creating a Charge from the Consultation screen

  1. Once you have completed a consultation you have the option to create a charge in section 2 of the Consultation Completed screen.
    If no default charge code exists select one, then make sure that the correct invoicee is selected.
    You then have a choice of what you want to do with the charge.

  2. Create Charge, Invoice Later
    Use this option when you want to create a charge but do not want to create an invoice or record a payment. For example: if this is a charge to an insurance company then you may want to create the charges and at the end of the month use Invoice Processing to automatically create and print out the invoices for you.
    The left hand button will disappear from the screen and a message is displayed confirming the charge you have created.

    Invoice Now, Pay Later.
    Use this option when you want to create a charge and give/send an invoice for payment if the payment is not being made at the same time.
    You will be asked if you want to print the invoice. Click Yes to display the Print Invoices screen where you have further print options.(See Printing an Invoice/Receipt.)
    The two left hand buttons will disappear from the screen and a message is displayed confirming the charge and invoice you have created.

    Pay Now.
    Use this option if the person you are creating the charge for wishes to pay at the same time. Clicking Pay Now will reveal a list of payment methods, select one by clicking on it.
    You will then be asked whether you wish to print a receipt. Click Yes to display the Print Invoices screen where you have further print options. (See Printing an Invoice/Receipt.)
    All three buttons to the left of Cash Desk will disappear and a message is displayed confirming that the charge and invoice has been created and a payment recorded.

    Cash Desk.
    Use this option if you wish to add further charges. For example: if the client purchased any stock items. (See Cash Desk for further details.)

Creating a charge when Completing an Appointment

  1. Once you have completed an appointment you have the option to create a charge in section 2 of the Appointment Completed screen.
    As the methods for creating the charge are the same as the Consultation Completed screen please refer to Creating a charge from the Consultation screen (section 2) for further details.

Creating a charge from Create a Charge on the Task Bar

  1. Click Create a Charge. The Client Charge window is displayed.
    If you have already selected a client previously from another screen (the Appointments Dairy, Client Details etc.) then their details will be displayed. If there is no client or you wish to change the client click Search to use the Client Search screen. (See Selecting/Searching for a Client record.)

  2. The Practitioner and Date are already entered but you can change these.

  3. Select the charge by typing in the code or clicking the Code <Down Arrow>. (You can also use the description field in the same way.) All the other details of the charge will then be shown. If necessary you can change the description, quantity, price and tax code.

  4. You will then need to decide who the charge is for. For example: the client has insurance therefore the charge could go directly to the insurance company (3rd party).
    Click either the Client or Third Party radio button. Selecting the third party will reveal several new fields allowing you to select the third party. For example: the client may have more than one third party contact including their doctor, consultant, insurance company etc.
    When selecting the third party, a list of third parties currently associated with the client will be displayed. Either select one in the list or click Select Another Third-Party to display the Contact List screen to find one that isn’t currently associated with the client. Once selected you will have the option of attaching the new third-party to the client’s details. (If the client has no third-party contacts currently associated with them then the Contact List will be displayed.)
    If the third-party contact is not in the list then you can create a new one by clicking <New> in the Contact List screen.

  5. If you wish to create the invoice at a later stage then click OK to save the charge otherwise click OK – Go to Invoice / Payment. (See Creating an Invoice.)

Creating a charge from Cash Desk

  1. (See Cash Desk.)

Creating a charge from the Consultation screen

  1. Once you have completed a consultation you have the option to create a charge in section 2 of the Consultation Completed screen.
    If no default charge code exists select one, then make sure that the correct invoicee is selected.
    You then have a choice of what you want to do with the charge.
 

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