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Crediting and Refunding a Finalised and Paid Invoice

Crediting a Finalised Invoice That Has Not Been Paid

Viewing Invoices and Credit Notes on the Client Page

Introduction

Using the Refund all credit note option, you can credit and refund the whole invoice, for example, when a customer wants to return everything that is included on the same invoice.

The crediting workflow differs depending on whether payments have already been added on the invoice or if the invoice has only been finalised, but payments have not been added yet.

For more information about the different credit note options available in Provet Cloud, see Overview of Credit Notes.

For refunding payments using Nordhealth Pay, see Payments and Refunds. 

For refunding payments using the Gravity Payments integration, see Refunding Payments.

Crediting and Refunding a Finalised and Paid Invoice

When the invoice has been finalised, and payments have been added, follow the steps below to credit and refund the invoice.

1. Select the Credit note button at the bottom of the invoice page. The Credit note dialogue opens.
2. Select Refund all. The refund dialogue opens.
3. Depending on your department's credit note date settings, you may be able to select the date used for the credit note. If you want to use the original invoice date as the credit note date, select the Use original invoice date checkbox. If you do not select the checkbox, the current date is used for the credit note. 
4. If you want to be able to edit or delete the credit note after creating it, select the Create credit note as draft checkbox.
5. Select the Payments to refund. If your clinic uses the prepayments function and you have the required rights, you can also transfer the refund to client prepayments. Note that if you selected Create credit note as draft, you cannot add payments at this stage. 
6. Select Continue. The credit note is created.
7. If you created the credit note as a draft, you can still edit or delete it if necessary. To complete the credit note and refund, finalise the credit invoice and add the payment according to your workflow.

The refund payment is shown as a negative sum on the credit note page. A pop-up message is shown at the bottom of the page with a link to the original invoice.

Crediting a Finalised Invoice That Has Not Been Paid

When the invoice has been finalised, but payments have not yet been added on the invoice, create and use a credit note to cancel the invoice.

1. Complete steps 1.-4. as in Crediting and Refunding a Finalised and Paid Invoice and select Continue. The credit note is created and the due sum is negative.
2. If you selected Create credit note as draft, you must finalise the credit note before moving on to adding payments.
3. A pop-up message is shown at the bottom of the credit note page with a link to the original invoice. Select the link to go to the original invoice page.
4. On the invoice page, the due sum shows the invoice sum that has not been paid yet. Under the Payments section, select the + Pay with credit note button.
5. Select the Verify credit note use checkbox and Confirm.

The invoice due sum changes to 0, and the payment row shows 'Credit invoice' as the payment type. The credit note due sum is now also 0, and the payment row shows 'Credit invoice' as the payment type.

Viewing Invoices and Credit Notes on the Client Page

You can view a client's invoices and credit notes on the Billing tab of the client page. A credit note always has a blue link button on the left side of the Invoice button, and an invoice that has a credit note connected to it has a link button is on the right side.

With a full or partial refund, you will find the original invoice and the credit note as shown below. A custom prefix (e.g. 'CN' in the image) can be defined for credit notes in the credit note settings.

• The invoice row of the original invoice (1) includes links to the connected consultation and the invoice page. The blue link button on the right side of the invoice button opens the credit note created for the invoice.
• On the credit note row (2), the invoice button opens the credit note page and the blue link button on the left side of the invoice button opens the original invoice.

See Also

Using Client Prepayments

Payments and Refunds (Nordhealth Pay)

Refunding Payments (Gravity Payments)