Use this helpful admin guide to learn more about open and closed invoices, and how this affects your Analytical reporting!
Every invoice will display either an open or closed status. You will see the status displayed in the upper right hand corner of the invoice screen.
Open Invoices
When an Invoice is in an Open status, you can add, edit, and void line items. As long as the patient is checked in, the Close Invoice option is not available and is grayed out.
Closed Invoices
Once a patient is checked out, the Close Invoice option becomes available. When an Invoice is in a Closed status, you can no longer add, edit, or void line items. Closed Invoices can only be reopened within 24 hours by going through our current Reopen Visit Process.
💡Pro-tip: Need a refresher on how to reopen visits or invoices? Check out our Careville guide!
Ledger
Invoices viewed in the Account Ledger will display the Status as either Open or Closed.
Permissions
The ability to Close an Invoice is attached to a permission called Close Invoice which is enabled for all users under the “Staff” User Role. If you would like to limit access to the Close Invoice feature, please head to Admin > Staff > Manage > Manage Roles, uncheck the permission from the Staff Role, and add it to a different User Role that you would like to grant the permission to.
Check Out Options
You will see three different options when checking out a patient.
Cancel – This cancels the check out process.
Check Out – This checks the patient out and the invoice remains open. You will then be able to go back to the patient invoice and either Close Invoice or Cancel.
Check Out & Close Invoice – This checks the patient out and changes the invoice status to closed.
For any staff members that do not have the close_invoice permission, only two options will display at check out.
Check Out – This checks out the patient and the invoice remains open.
Cancel – This cancels the check out process.
Change Invoice Status
You can change the status of an Open invoice after a patient is checked out by navigating to the patient’s open invoice and selecting Close Invoice.
Analytics
The following Analytics Reports will be calculated differently based on the Invoice Closing feature.
A/R Summary – The Accounts Receivable will calculate the sum of Invoice Totals for all closed invoices less payments to calculate the overall Account Balance. Any invoices that remain open after a patient is checked out will not be calculated into the Account Balance sum.
Please Note: All transactions are calculated into the account balance sum, regardless of the status of the associated invoice.
Practice Summary – The reporting timeframe for the Practice Summary report accounts for the invoice closing date instead of the check out time. In addition, Total Revenue Invoiced, Total Tax Invoiced, Total Discount Amount, Average Visit Invoice, and Totals by Status, Breed, Ward, and Service will exclude all open invoices.
Provider Summary and Details (Collected Invoicing and Gross Invoicing) – The two Provider Summary and Details reports also only account for closed invoices. Average Invoice, % Total Invoiced by Practice, and Collected Revenue will exclude all open invoices. Collected Revenue will also only include fully paid closed invoices
Revenue Details – An additional column titled Invoice Status will notate whether the invoice is open or closed. Collected will display if a closed invoice has been fully paid. Uncollected will display for open invoices and closed but not fully paid invoices.
Taxes, Non-taxable Sales, and Discounts – The reporting timeframe accounts for the Closed Invoice date and looks at all items on the invoice regardless of the date they were applied to the invoice.
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