The Accounts functionality in PPS allows you to bill clients and third parties, manage stock, and review revenue, commission, expenditure. The following guide will give you a general introduction to PPS accounts and it's varied possibilities.
Section One - Billing
a. At the centre of PPS' accounting functionality is the billing process that can be used to charge clients and third parties for goods and services directly from your system. The billing process in PPS involves the three following stages:
- Charges: Create charges for any form of treatment or item. Add standard charges for quicker billing and to associate costs to your Appointment Types or use Multi-Charges to raise multiple/package charges quickly in one go.
- Invoices: Compile charges into Invoices that can be paid now or later. Print Invoices and configure their appearance and what information is included upon printing, emailing, or exporting.
- Payments: Take payments at the time of invoicing or later. You can also take pre-payments to be used against future invoices. Print Receipts either from a receipt or standard printer.
b. Modify charges to include Discount or utilise Price Profiles to set different prices for charges based on the practitioner they're being raised against or the location. We also have a recommended procedure for the purchase and redemption of any vouchers you may sell and want to input into PPS.
c. You can use the Estimates function to compile charges for clients, including any discounts, without actually raising them and adding them to your accounts information. This allows you to provide an accurate idea of what a client will be charged before the fact.
d. Find information here on a recommended process for clearing any aged debt on your system that you no longer wish to have outstanding but you wish to keep record of. We also have a guide that covers refunds and the various ways to record and reconcile these.
Section Two - Third-Party Billing
a. Third-party billing allows you to raise charges for clients that will be invoiced to and paid by third-parties such as insurers. Find information on third-party billing here.
b. In cases where a client is to share the balance of an invoice with a third-party you can use the split-billing process to divide the cost between the two as required.
c. PPS also works alongside Healthcode which allows you to bill direct to third-party insurers from claims created form your PPS system.
Section Three - Reviewing your Accounts
a. A focal point of PPS Accounts is the Accounts screen which you can view based on individual clients and third parties. From here you can view full accounting history, modify and raise new entries and print and export Invoices, Receipts, and Statements of Account.
b. You can use the Accounting reports in PPS to pull accounts data directly from your system. Find the available reports via Reports > Reports & Mail Merge > Accounts and see our Reporting Guide for information on how to utilise what is available.
Section Four - Internal Accounts and Accounts Options
a. Review your Accounts options to set VAT rates if required and control invoice and estimate numbers.
b. You can also use PPS to calculate practitioner commission and set commission rates or fixed amounts in a way to suit you. Find information on this here.
c. PPS can be used as a basic stock management tool which you can use to view stock levels and manage and distribute stock batches. Stock is also included in the reporting functionality so the information you record can be exported as required.
d. Additional accounting tools that you can make use of internally include the ability to record and review Expenditure and also the Banking and Reconciliation utility which allows you to process Payments on the system and record the as being banked.