Invoicing and Payments Overview
Finalising Invoices and Adding Payments
Depending on your clinic's workflow and department settings, finalising an invoice and adding the payment may be done in a single step or two separate steps.
In the single-step workflow, you finalise the invoice and add the payment at the same time, for example, when a client pays the invoice right after their consultation visit before leaving the clinic.
If you agree with a client to receive the payment later, you follow the two-step workflow, first finalising the invoice and adding the payment later.
Cancelling and Correcting Payments
If, for example, a client paid by cash, but the payment was accidentally added as a card payment, you can cancel the payment or change the incorrect payment method. Cancelling payments and correcting payment methods is possible if it has been enabled in your department settings and you have the required user rights.
You can cancel and correct payments directly on the invoice page or using the Correct payment methods credit note option. Note that with integrated terminal payments, the credit note Correct payment methods option is not available, but you can only cancel a payment directly from the invoice page.
If your clinic does not have payment cancellations enabled, you can still change the payment method by using the other credit note function if necessary. For more information about the different credit note options available in Provet Cloud, see Overview of Credit Notes.
A counter sale is a common sales activity for veterinary practices which does not include a full consultation and veterinary visit. For example, items such as food, toys or other supplies can be sold as counter sales. Provet Cloud includes an independent counter sale function separate from the consultation functionality.
Crediting and Refunds
Credit notes, also known as credit memos or credit invoices, are commercial documents issued by the seller (your business) to the buyer (animal owner). Credit notes are used when a sale has been completed and an invoice has been finalised in Provet Cloud, but the invoice needs corrections. This may happen, for example, if a client returns a product or an item has been charged incorrectly.
Good accounting practices do not allow editing or deleting finalised invoices. Therefore, you always have to create a credit note when a finalised invoice needs a correction, even if you notice a mistake before the client has paid and you have not yet added any payments to the invoice. Likewise, if there is an error on a finalised credit note, you have to create another credit note to correct the error.
In Provet Cloud, credit notes look much like regular invoices, but they are always connected to a regular invoice or another credit note.
Prepayment balances on client accounts are the equivalent to a deposit or credit amount available for use against future owed balances. Prepayment amounts can either be added manually to the client's account or transferred from a credit note. The prepayments functions are available if enabled in the department settings.
If the Gravity Payments integration is used in your Provet Cloud (only available in the US), you can also add and refund prepayments (deposits) through the Gravity Payments integration.