See: Charts; Document Library.
You can flag information as “important” while recording your clinical notes. For more details see: Consultation – Important information.
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.
This is the process by which you put PPS onto your computer. You can install PPS either from an installation CD, or from a single installation file that you have downloaded from the PPS web site. If you are running a network system and are accessing PPS from more than one computer, you need to Install PPS onto each computer.
See: Contacts (Third-Party) – Contact Types; Client –Third-Party Contacts
Insurance Provider Codes
When you bill insurance companies directly, most insurance companies give you a “provider code” that must be quoted on the invoice. This can be particular to a single practitioner, or to your practice. PPS allows you to set up insurance provider codes. These are done by selecting from the PPS Menu: Tools – Look Up Tables, and selecting “Insurance Provider Codes” from the “Accounts tables” section. You can add a provider code entry per practitioner/insurance company combination. If you have been allocated a practice-wide provider code from an insurance company, then add the same provider code for each of your practitioners for that insurance company. The insurance company must be set up first in your list of third-party contacts. To ensure that the provider code is included on the printed invoice, select from the PPS Menu: Tools – Invoice Options and select “insurance Company Invoices” from the list, then make sure that “Provider Code” is selected.
An Invoice in PPS is an official bill that can be issued for payment by a client. In accounting terms an “Invoice” and “Receipt” is the same thing – a receipt is a printed copy of a “paid” invoice. The invoice has an invoice number and a date for tax purposes. PPS keeps a “ledger” of all invoices, and allows you to print an aged debtors report. An Invoice is formed from individual “line items” which in PPS are called Charges, so an invoice can only be raised after charges have been created. An invoice is “paid off” by recording a Payment and allocating the payment to the invoice. PPS is very flexible in terms of allowing either one charge, or an unlimited number of charges to appear on the invoice; also to allow either one payment to pay off one invoice, or one payment to pay off more than one invoice, or several payments to pay off one invoice. There are several ways to raise an invoice in PPS, some of these are fairly transparent in term of creating the charge, raising the invoice and recording the payment all in one step. Whichever method is used, PPS will always create proper Charge, Invoice and Payment records.
Invoice - Create
See: Invoice - Raise
Invoice - Delete
If you delete an invoice, the invoice number cannot be re-used. It will remain in your list of invoices and marked as “Deleted”. This is an accounting requirement. When you delete an invoice, you have the option to either “Remove” or “Delete” the charges that were included on the invoice – if you remove the charges then they revert to being non-invoiced charges and can be included on another invoice. You also have the option, if the invoice is part or fully paid, to “Remove” or “Delete” the payment from the invoice – if you remove the payment then the payment reverts to being un-allocated and can be used to pay off another invoice. You can delete an invoice from several places in PPS: 1) From the PPS Menu: Account – Accounts, select an account (client/third-party) and highlight an existing invoice in the list, then click <Delete> on the accounts toolbar. 2) From the Client Log screen, select the correct client record, highlight an invoice from the list in the bottom half of the screen and click <Delete> on the client log toolbar. 3) From the PPS Menu: Accounts – Invoices / Receipts list, select an invoice from the list and click <Delete>.
Invoice - Layout
This is the template that is used to print the invoice. You can set up a variety of invoice templates for different purposes – or typically for different invoice types such as client, insurance companies, clubs, etc. PPS is supplied with a “Standard invoice layout” that cannot be changed; however you can make copies of the standard invoice layout and change it to your own requirements. You will need to be careful of the type of changes that you make to the layout, as incorrect changes to the layout can cause the invoice print to fail. In this case you may have to revert back to the original layout and try making your changes again. To change an invoice layout, select from the PPS Menu: Tools – Invoice Layout Designer. You can select which invoice layout to use each time you print an invoice. You can select from the PPS Menu: Tools – Invoice Options to set up which layout to use by default for each invoicee type (client, insurance, club, etc.) when you select to print an invoice, the default layout is selected for you.
Invoice - Modify
You can modify an invoice if you want to change or delete the charges include on the invoice, change or delete the payments allocated to the invoice, or you can change or update the invoice details such as address etc. For third-party invoices you can also split-bill the invoice between the third party and the client – see: Invoice – Split billing for more details. You can only modify the details of an invoice if the invoice is not marked as “issued”. This is designed to prevent you from making changes to an invoice after you have printed it. If you do need to make changes to the invoice, you can “un-tick” the issued box on the invoice screen, then make your changes as necessary. You can modify an invoice from several places in PPS: 1) From the PPS Menu: Account – Accounts, select an account (client/third-party) and highlight an existing invoice in the list, then click <Modify> on the accounts toolbar. 2) From the Client Log screen, select the correct client record, highlight an invoice from the list in the bottom half of the screen and click <Open> on the client log toolbar. 3) From the PPS Menu: Accounts – Invoices / Receipts list, select an invoice from the list and click <Modify>.
Invoice - New
See: Invoice - Raise
Invoice - Number
Each time an invoice is raised, an invoice number is allocated to the invoice. PPS maintains the series of invoice numbers for you. You can set up the invoice number series to use from the PPS Menu: Tools – Options. The invoice number is six digits. Once an invoice number has been used, it cannot be re-used. If an invoice is deleted, the number is not re-used. The invoice number is printed on the invoice in the header section below the Address.
Invoice - Paid
An invoice is marked as paid when a payment (or payments) for the full invoice amount has been allocated to it. The Invoices / Receipts list from the PPS Accounts menu shows which invoices are paid using a “paid” column that shows a tick if the invoice is paid. Also the invoice is shown in the list in a purple colour when it is paid, rather than an orange colour when it is not paid or part paid. To pay an invoice, you need to record a payment, and allocate the payment to the invoice. There are several points in PPS where this is done for you – for example in PPS Cash Desk your enter the payment details and the payment is automatically allocated to the invoice.
Invoice - Print
You can print an invoice from several places in PPS. You are also prompted to print an invoice at certain points when invoices are created, or payments recorded. If you need to select an invoice to print a copy you can do one of the following: 1) From the PPS Menu: Account – Accounts, select an account (client/third-party) and highlight an existing invoice in the list, then click <Print> on the accounts toolbar. 2) From the Client Log screen, select the correct client record, highlight an invoice from the list in the bottom half of the screen and click <Print> on the client log toolbar. 3) From the PPS Menu: Accounts – Invoices / Receipts list, select an invoice from the list and click <Print>.
Invoice - Raise
To raise an invoice, you first need to create charges. Sometimes you create the charges and the invoice in one step, such as when using PPS Cash Desk, or when creating a charge using the “Consultation Complete” screen or the “Appointment Complete” screen. Using these methods automatically raises the invoice for you behind the scenes. If you raise an invoice using the PPS Menu: Accounts – Raise an Invoice, or click Raise an Invoice from the PPS Task Bar, then you will see the invoices that can be created for the selected client first, before creating them. Once you have raised an invoice it can be printed if required. If you need to raise an invoice directly to a third-party, then make sure that when you are creating the charges that the correct third-party is selected as “who will be invoiced for this charge”.
Invoice - Receipt
An Invoice in PPS is an official bill that can be issued for payment by a client. In accounting terms an “Invoice” and “Receipt” is the same thing – a receipt is a printed copy of a “paid” invoice. See: Invoice for more details.
Invoice - Split Billing
When an invoice is sent to a third-party, and the invoice includes charges for a single client, you can split the invoice balance between the client and the third-party. This means that payments can be recorded on the client account and the third party account against the same invoice. To split-bill an invoice, you need to modify the invoice to display the invoice screen – see: Invoice – Modify. The invoice screen has a Split Billing button which is available when the invoice is to a third-party and the invoice is for a single client. The split billing screen allows you to specify how much of the invoice the client should pay and how much the third-party should pay. If the invoice has been paid or part paid, then this will affect how you can change the balances – you cannot make either amount payable less than the value they have already paid.
Invoice / Receipts List
The Invoice Receipts list is your full list of invoices that you have produced. Select from the PPS Menu: Accounts – Invoices / Receipts List. Each invoice in the list is allocated a number – the number sequence can be set up from the PPS Menu: Tools – Options. On the Invoices / Receipts list, you can click on various column headings to show the list in different orders – the default is Date order (most recent first). Using the left hand side of the screen, you can select which invoices to include in the list including Paid, not paid and client / third-party invoices only.
Invoice Layout Designer
See: Invoice - Layout
When you create charges in PPS, these can be “destined” to be billed to either the client, or any one of 9 third-party categories (insurance companies, clubs, etc.). You are able to define how invoices are raised and printed to clients and the various third-party categories. These options include: which details are printed on the invoice; which invoice layout to use (you can customise your own layouts for different client/third-party categories); and how the Invoice Date is determined when raising the invoice. You can access the Invoice Options from the PPS Menu: Tools – Invoice Options.
Invoice Processing is a quick way to raise invoices from charges you have already created. It is possible (and required for some third-parties that you raise invoices to) to raise charges on a daily basis as clients attend their appointment, but to raise one invoice at the end of a period (week, month etc.). You can access the Invoice Processing option from the PPS Menu: Accounts – Invoice Processing. The invoice processing screen allows you to select to raise “All” invoices or just invoices to “Clients” or “Third-parties”. If you are selecting Third-parties you can also select an individual, or all third-parties. You can also select a date range within which charges must fall, or select “All outstanding Charges”. When you have made your selection, press the OK button, and a list of all the invoices you can create is displayed. You can either then create your invoices one at a time, or select to create “all” in one go. Once the invoices are raised, you have the option of printing them either individually, or all in one go.
The Invoice report is available from the PPS Menu: Reports – PPS Reports and Mail Merge, then select the report from the “Accounts Reports section”. This report is a list of the Invoices you have raised. You can select to include just Invoices that have not been paid or have been part paid, etc. As with all PPS Reports, a wide range of breakdown and criteria options is available to enable you to group the report results with subtotals, or to only include certain selected records in the report. You can also select to export the results of the report to a file, or use the results as the basis of a mail merge if required.