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Introduction

Creating Consolidated Invoices from Selected Invoices

Bulk Creating Consolidated Invoices

Printing Consolidated Invoices

Finding Consolidated Invoices

Revoking Consolidated Invoices

Refunding and Crediting Consolidated Invoices

Invoices That Include Insurance Claims

Invoices That Include Payments by Prepayments

Related Settings

Introduction

A consolidated invoice combines multiple invoices into a single invoice. For example, if a patient has a condition that requires frequent visits and ongoing treatments, the related invoices can be combined and the client can pay them in one go as agreed. Payments are added to consolidated invoices in the same way as to regular invoices.

If the original invoices included in a consolidated invoice contain existing payments, the payments are transferred to prepayments and used on the consolidated invoice if prepayments are enabled. If prepayments are not in use, the invoice payments remain on the original invoices.

Note that invoices that have been consolidated can no longer be edited. For example, it is not possible to create a credit note for an invoice that is part of a consolidated invoice. However, consolidated invoices can be revoked, after which you can edit the original invoices again.

Creating Consolidated Invoices from Selected Invoices

You can create a consolidated invoice from selected invoices on the Billing tab of a client page or on Clients & Patients > Invoices.

Note that invoices with different prefixes (for example, if different prefixes are used for credit notes and regular invoices) cannot be consolidated. Invoices that have a different prefix than the invoice with the oldest invoice date are excluded from the consolidated invoice.

1. Select the invoices you want to consolidate. You can select individual invoices in the invoice list or the Select all or Select all on page buttons above the list. Note that the 'select all' option selects all invoices in a filtered list. For example, to consolidate a client's all unpaid invoices, select the Unpaid filter and then Select all.
2. When invoices are selected in the list, a pop-up menu appears at the bottom of the screen. Select Actions > + New consolidated invoice from the menu. The Create consolidated invoice page opens, and the selected and excluded invoices are listed on the page. Note that if draft invoices are included, they will be finalised when the consolidated invoice is created.
3. The Select payer drop-down list shows the payer information of each selected invoice. Select the one you want to use for the consolidated invoice.
4. Add any optional remarks, then select Create new consolidated invoice and confirm. The consolidated invoice page opens.

The original invoices are listed under Related invoices with links to the original invoice pages. On the original invoice pages, the invoices are marked as 'paid' with the payment type 'Consolidated invoice'. On the consolidated invoice page, the due sum shows the combined sum of the original invoices. The due date is the latest due date from the original invoices.

Bulk Creating Consolidated Invoices

You can bulk create consolidated invoices, for example, to consolidate invoices for all clients in one go. A consolidated invoice can be created only if there are two or more unpaid invoices for a client. Note that draft invoices cannot be included in the consolidated invoices.

1. Go to Clients & Patients > Invoices.
2. Select the filters and search options you want to use. The consolidated invoice is created from a filtered list. For example, to consolidate all unpaid consultation invoices for all clients, select the Due and Consultation filters. If you want to consolidate just one client's invoices, use the search field to find the specific client.
3. Select Tools > Create consolidated invoices. The Bulk create invoices dialogue opens. If you want to view a list of the included invoices, select the Consolidated invoices button. Note that when bulk creating consolidated invoices, excluded invoices are not listed as when creating a consolidated invoice from select invoices. The dialogue shows the total number of invoices being consolidated and the number of consolidated invoices that will be created.
4. Select Create.

Printing Consolidated Invoices

If you want to include a list of the original invoices in the consolidated invoice printout, select the Include consolidated invoices on print checkbox on the consolidated invoice page. Depending on the settings, this option may be selected by default.

To print the consolidated invoice directly, select the Print button. The invoice opens in a pop-up print dialog. You can also select one of the options from the Print button arrow menu:

• Print with preview: Opens a preview of the invoice printout.
• Print receipt: Opens the invoice as a receipt.
• Print with consolidated rows: Includes a list of all the individual invoice rows of the original invoices.
• Print with consolidated rows grouped: Includes a list of the invoice items of the original invoices (invoice rows grouped by items).
• Treatment overview: Shows an overview of the invoices including the diagnoses and a list of the treatment items of the original invoices.
• Invoice breakdown: Shows the invoice rows of the original invoices by consultation visits, including detailed item information.

Printing Invoices Included in a Consolidated Invoice

You can also print the individual invoices included in a consolidated invoice:

• Select the Print button on the invoice row under Related invoices.

Finding Consolidated Invoices

1. Go to Clients & Patients > Invoices.
2. Select the Extended search checkbox.
3. From the Consolidated invoice drop-down list, select whether you want to view consolidated invoices, invoices that belong to a consolidated invoice, or both.
4. Select any other search and filtering options you want to use. The invoices are listed below the search options.

For more information about the invoice list functions and search options, see Invoice List.

Revoking Consolidated Invoices

On the consolidated invoice page, select the Revoke consolidated invoice button at the bottom of the page and confirm. If draft invoices were finalised when the consolidated invoice was created, they will remain finalised after the consolidated invoice has been revoked. When the consolidated invoice has been revoked, the original invoices can be edited again (for example, you can create a credit note for an invoice). 

Note that depending on the settings, you may not be able to revoke a consolidated invoice that has an invoice date before the current month.

Refunding and Crediting Consolidated Invoices

It is not possible to create a credit note for a consolidated invoice or an invoice that is part of a consolidated invoice. You must first revoke the consolidated invoice, after which you can create credit notes for the original invoices.

• If the consolidated invoice has not been finalised, you can revoke it and then create credit notes for the original invoices.
• If the consolidated invoice has been finalised, you must first cancel the payments. You can then revoke the unpaid consolidated invoice and create credit notes for the original invoices.
• If Nordhealth Pay or the Gravity Payments integration was used to pay the consolidated invoice, you can first do a full refund on the consolidated invoice (see refunding Nordhealth Pay payments or refunding Gravity integration payments). You can then revoke the unpaid consolidated invoice and create credit notes for the original invoices.

Invoices That Include Insurance Claims

Invoices that include an insurance due sum cannot be included in a consolidated invoice. When you consolidate selected invoices, invoices an insurance due sum are excluded from the consolidated invoice and listed below the selected invoices on the Create consolidated invoice page. When you 

Invoices that include a paid insurance sum can be consolidated, but the insurance sum is not included in the consolidated invoice.

Invoices That Include Payments by Prepayments

It is not recommended to use prepayments as payments on an invoice when you know that the invoice will be consolidated.

If prepayments have been used for payments, cancel the payments before consolidating the invoices, then consolidate the invoices and use the prepayments on the consolidated invoice.

Related Settings

Settings > General >  Department > Department settings

• Disable consolidated invoices: When selected, it is not possible to create new consolidated invoices.
• Include consolidated invoices on print by default: When selected, the original invoices are included on the consolidated invoice printout by default. Users can change this selection on the consolidated invoice page.
• Allow revoking consolidated invoices older than the current month: When selected, it is possible to revoke consolidated invoices that have an invoice date before the current month. When not selected, consolidated invoices with an invoice date before the current month cannot be revoked.

Settings > General >  Department > Invoices

• Prefix for the consolidated invoices: You can define a prefix that is added to consolidated invoices. Note that editing the prefix resets invoice numbering. If no prefix is defined, consolidated invoices use the prefix from the original invoices they consolidate.

See Also

Credit Notes

Adding and Using Client Prepayments