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.
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.
Note: If the invoice has been paid or part paid, then this will affect how you can change the balances – you cannot make either amount paya ble less than the value they have already paid.
From here you need to enter the clients name and third party name in the description, and then click in the “To Pay” column and enter the amount you want your client to pay. Once you’ve changed the “To Pay” cost in the client row to the specified amount, it will automatically adjust the payment in the Third-Party row when you click out of the box. Once this is done simply click the OK button.
You will now notice that in red letter it states that the invoice has been split, and it will show you the values of the split. Accordingly it will show you below how much of the invoice has been paid by both separate sides.
When coming to pay the invoice that has been split, in the second option it shows you the balances due from both parties. In the 3rd section it will record the payment from either your client or 3rd party in the normal way. The only difference being, you know how 2 payment columns, of which the left hand side is for client payments, the right hand side for third-party payments.
Note: Please note you cannot pay the client and third-party charges at the same time.
Change
See: Cash Desk; Modify Client
Client records are the hub of your PPS database. PPS refers to these records as “Clients” rather than “Patients” because PPS is used across a variety of business and clinical disciplines, some of whom use the term “client” and others use “patient”. A client record can have either minimal details entered, such as first name and surname, or can be a comprehensive range of details including full address/contact details, alternative addresses, DOB, sex, “known as”, full profile details including “source of introduction”, occupation (plus a range of entries you can set up yourself). In addition you can associate a variety of third-parties to clients such as doctors, insurance companies, etc. The more comprehensive the details you store for each client, the greater the opportunities to use these details in your reports and mail-merge operation. For example, by recording the “source of introduction” for each client (such as yellow pages, local advert, recommendation, etc.) you can run almost any report in PPS to show a breakdown by “source of introduction”, for example “practice revenue” by “source of introduction” will show where you earn the most money from – thus where you should concentrate most on your advertising! Columns
See: Appointments Diary - Columns Invoice
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. 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. 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. Split Billing
See: Accounts – Invoices – Split Billing Time
See: Activities – Time; Appointments – Time
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