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Accounts -> Expenditure Management
Expenditure Management is an optional PPS module. If not purchased then the title bar will show Unregistered. It will have full functionality but restricted to a limited number of entries.
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When you first enter the screen a list of expense entries are displayed. The screen defaults to displaying a list of expenses for all suppliers and all practitioners. Click the Supplier <Down Arrow> and/or practitioner fields to select an individual supplier/practitioner.
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You can further filter this list ticking/un-ticking the Include paid and not paid include boxes in the top left corner of the screen. You can also select which expense types you wish to view by clicking Show List and selecting the ones you wish to include. For example: Stationary, Postage, Medical Supplies etc
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Click <New> to display the Add New Expenditure Record.
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Supplier.
Either select a current supplier or enter the name of the new supplier. When entering a new supplier, the List of Suppliers screen is displayed. Click <Add> to create the new supplier and enter the other details related to the supplier, a supplier id, the address, tax code, registration number and expense type.
Once a supplier is selected, the other information relating to the supplier is displayed.
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Date.
The date defaults to today but can be changed.
Practitioner.
Select the practitioner related to the purchase.
Location.
Select the location if you have more than one clinic or place of work.
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4.
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Item Details.
Enter the code, unit cost, expense type (if different from the default), description, quantity and VAT code. The code you enter is used for subsequent purchases of the same item and works in the same way as a charge code.
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Payment details.
If you have not yet paid for the item then you can modify the expense record later to include the payment details.
Otherwise enter who paid (any new payee will automatically be added to the list), the date and any other payment details. For example, a cheque number etc.
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The notes field is available to record any further information relating to the expense.
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Click <OK> to save the new expense record.
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Highlight the expense record and click <Modify> to display the Modify Expense screen.
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Highlight the expense record and click <Delete>. Click <OK> to confirm deletion.
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Accounts
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. In addition, PPS also offers an additional module called PPS Expense that can be used to record details of practice expenditure. 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.
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. Add
Look this up under the type of new record you want to add – e.g. Client - Add or Appointment - Add Address
See: Client - Address Charge
A charge is the first step for PPS billing. You have to create a charge before you can raise an invoice – a charge is a “line item” on an invoice. Charges can be either for various types of treatment, or for stock/sundry items you may sell. PPS has a “list of standard charges” that you set up yourself giving you quick access to your charges via a code, or description. There are several ways in PPS that you can create a charge, you can also skip very quickly from creating a charge to recording a payment and PPS creates the invoice for you as you go.
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You can create a charge in the following ways (which way you regularly use will depend upon the way that you prefer to use PPS): 1) from the PPS Menu: Accounts – Create a Charge; 2) from the PPS Taskbar click on Create a Charge (if you have the diary open then highlighting an appointment first will create the charge related to that appointment); 3) from the PPS Menu: Accounts – Charges List, and click the New button; 4) from the diary, highlight an appointment, right-click on the appointment and select the Client Charge option from the pop-up menu; 5) when completing a consultation record, the “consultation complete” screen allows you to create the charge; 6) when completing an appointment the “appointment complete” screen allows you to create the charge; 7) Cash Desk can be used to create charges. The first four options above will show the Client Charge screen. This allows you to select / enter all the appropriate charge details and save the charge, or go on to create an invoice for the charge. An invoice can contain more than one charge so you do not always want to create the invoice each time.
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Whenever creating a charge, you have the option to select who will be invoiced for the charge, this includes the Client, and any one of the Third-Part Contacts associated with the client. This is how to bill an insurance company directly, for example. If the client does not have a third party contact associated with them, then you can select one while creating the charge, and select to always associate this third-part with the client. This will update the third-party contact details for you on the Main Client Details screen. Code
See: Charge – Code; Diagnosis Code; Outcome Code Create
See: Add; Charge – Create Delete
Delete is the term used to remove any record or file in PPS. Most “data entry” type screens will include a Delete button on the toolbar. You can use this button to delete the currently displayed record. There are various restrictions placed on deleting records in certain parts of the system. For example you cannot delete a client record if accounts records exist for that client. The System Administrator can also decide which PPS Users are allowed to delete which type of records. This is set up as part of the User Profile for each user – see: Access Control for more details. Details
This is a generic term used to describe the information stored in any particular part of PPS. For example Main Client Details is the information you enter to this screen. In addition, there are several “notes” type fields that allow you to enter further “free text” details against a record – these are also sometimes referred to as Details. Expenditure
See: Practice Expenditure report; PPS Expense Expenses
See: Practice Expenditure report; PPS Expense Include
This is a term used in the PPS Reports Wizard – on step 3 of the selections for your report. On most reports you can select to “include” a selection of details on the printed report. You can un-tick any items that you do not want to include. The “Include” options only apply when the report is printed or previewed – if you are exporting the report to a file or mail merge, then the “include” options do not apply. List
List is the term used to describe information that either appears on the screen or on a report in rows and columns. The term List is also used in PPS as a list of items such as menu, or list of entries such as a look up table. See also: List style diary. Location
A Location in PPS is a physical clinic location. Older versions of PPS referred to treatment rooms as locations. Now Treatment Rooms are an additional field of information. You can set up locations to use in your PPS Appointments Diary. You can set up your diary for diary users/practitioners to be scheduled to work either in specific treatment rooms and/or locations on various days during the week. You do not have to use “Location” if you only work from one location. To set up locations, select from the PPS Menu: Tools – Look Up Tables, and select Location from the Appointments Diary Tables section. Here you can set up your various locations, and nominate a colour to each location to make each location clearly identifiable in the diary. Modify
This is the term used throughout PPS to “change” any of your existing records. PPS has buttons on many screens with a <Modify> prompt. Clicking this button will normally take you onto a further screen that allows you to modify the selected details. For more information about modifying various types of record in PPS, see the “modify” entry under the various section of this help guide, for example Invoices – Modify, Appointments – Modify, etc. Notes
See: Client - Default Notes Entry Payment
A Payment in PPS is recorded when money is received from clients or third-parties. A payment must be allocated to an invoice – either immediately or in the future. If a payment is received in advance (a pre-payment) for consultations or treatment that has not yet been carried out, then the payment can be allocated to the invoice in the future when the invoice is raised. Payments are either recorded using a specific PPS screen to “record a payment”, or are automatically recorded when an invoice or charge is raised and “marked as paid”. If payments are received from third-parties, then these are recorded on the third-parties own accounts screen where the invoices to the third party will appear. If payments are received from clients, the these are recorded on the client’s own accounts screen. PPS
PPS is the acronym for “Private Practice Software”. Practitioner
A practitioner in PPS is a system user. To add a practitioner to PPS, you need to add a new system user, and indicate that they are a practitioner as part of their user details. When a user is a practitioner, they appear on the list of practitioners to select to allocate to most PPS records. PPS allocates a practitioner to most types of records so that you can see which practitioner is responsible for that record, also you can break down most report in PPS by practitioner. Quantity
When creating a charges record, or using PPS Cash Desk, you can enter a quantity with your charge details. Use this if you need to create a charge for more than one of the same item. The Quantity entry appears on the “Create a Charge” screen. On PPS Cash desk you can use the <Quantity>button for any charge item. To use a quantity of more than one, first enter the quantity, then press the quantity button, then enter the charge code. Other parts of PPS that create charges such as the Appointment Complete screen or the Consultation Complete screen always use a quantity of 1. this cannot be changed on these screens. Registration
See Also : PPS Registration; Client – Registration Save
PPS Uses a <Save> button on many screens. This will save the updates that you have made to this screen and store them permanently in your database. One some screens the <Save> button will also close the screen. Select
A term used when you choose something on the screen. Some PPS screens have a <Select> button, this normally means that you pick an option, or entry in a list, then click the <Select> button. This will “select” your chosen entry and proceed to the next screen, or return to the previous screen with your chosen entry selected. Suppliers
PPS Expense is an additional PPS Module that allows you to record details of practice expenditure. As part of these records, you can also set up your list of suppliers. Suppliers are also optionally used when setting up your standard Stock Items. To set up your list of suppliers, you can either enter a new supplier as you are entering a new expense record for a supplier you have not used before, or you can set up suppliers by selecting from the PPS Menu: Tools – Look up Tables, and selecting “Supplier” from the Accounts Tables section.
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