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Overview

Record Payments Only to the Clinic Location That Issued the Invoice

Record Payments as Internal Transfers Between Clinic Locations

Use Client Prepayments in Cross Clinic Location Payments

Overview

If your Provet Cloud includes multiple clinic locations, users can add payments to invoices created in other clinic locations than the clinic location they are logged in. These payments are called cross clinic location payments.

Regardless of whether a payment is added to an invoice created in the same clinic location or not, Provet Cloud users always add payments to invoices in the same way. However, how cross clinic location payments are shown in your financial reports depends on your Provet Cloud settings. A payment may be shown only for the clinic location that the invoice was created in even though another clinic location received the payment, or the payment may show in both clinic locations' reports as automatically created internal transfers.

Depending on your Provet Cloud settings, it may also be possible to use a client's prepayments added in one clinic location for payments in another clinic location.

Record Payments Only to the Clinic Location That Issued the Invoice

When automated internal transfers are not used for cross clinic location payments, a payment is recorded only for the clinic location that the invoice was created in even though another clinic location receives the payment. For example, if a user logged into clinic location 1 receives and adds a payment to an invoice that was created in clinic location 2, the payment is recorded for clinic location 2. In this case, the End of Day report for clinic location 1 does not show a received payment, but the End of Day report for clinic location 2 does.

To use this option, go to Settings > General > Organization > Payment methods and make sure that the Enable automated cross clinic location transfer setting is not selected (not 'True') for your organisation's payment methods. You must set the option separately for all payment methods you want it to be used for. To change a payment method's settings, select the pen button at the end of the row to open the payment method for editing.

Record Payments as Internal Transfers Between Clinic locations

When internal transfers are used for cross clinic location payments, a payment is recorded as an internal prepayment transfer between the clinic locations. For example, if a user logged into clinic location 1 receives and adds a payment to an invoice that was created in clinic location 2, the payment is recorded for both clinic locations, showing as a transferred prepayment in 1 and used prepayment in 2.

Provet Cloud creates the prepayments used for the internal transfer automatically. When a user logged into clinic location 1 adds a payment to an invoice that was created in clinic location 2, Provet Cloud creates a prepayment for clinic location 1 and transfers the balance to clinic location 2. Provet Cloud then uses the transferred prepayment to pay the invoice in clinic location 2. The payment description on the invoice shows "Internal transfer from clinic location 1", and the Billing tab of the client page shows the prepayments used in the internal transfer:

• The added prepayment clinic location 1
• The transferred prepayment in clinic location 1, with the description: "Internal transfer to clinic location 2"
• The prepayment in clinic location 2 used to pay the invoice, with the description: "Internal transfer from clinic location 1".

The End of Day report for clinic location 1 shows the received money (for example, cash) which was then transferred as a prepayment to clinic location 2. The End of Day report for clinic location 2 shows the received prepayment which was used to pay the invoice. Note: In the UK market, the End of Day reports do not show internal transfers.

If a user cancels a cross clinic location payment, Provet Cloud uses an automated internal transfer in the same way to reverse the internal transfer used for the cross clinic location payment.

To use this option, go to Settings > General > Organization > Payment methods and make sure the Enable automated cross clinic location transfer setting is selected ('True') for your organisation's payment methods. You must set the option separately for all payment methods you want it to be used for. To change a payment method's settings, open the payment method for editing by selecting the pen button at the end of the row.

Use Client Prepayments in Cross Clinic Location Payments

Prepayments that have been saved for a client in one clinic location can be used to pay invoices in another clinic location. To enable this option, go to Settings > General > Organization > Settings and select the Enable cross clinic location prepayments checkbox. 

Provet Cloud uses an automatic internal transfer when a prepayment saved in another clinic location is used to pay an invoice. For example, when a user logged into clinic location 1 uses a prepayment saved in clinic location 2 to pay an invoice, Provet Cloud transfers the prepayment from clinic location 2 to clinic location 1 and then uses the prepayment to pay the invoice in clinic location 1. The payment description on the invoice shows "Internal transfer from clinic location 2", and the Billing tab of the client page shows two prepayments:

• The transferred prepayment in clinic location 2, with the description: "Internal transfer to clinic location 1".
• The prepayment in clinic location 1 used to pay the invoice, with the description: "Internal transfer from clinic location 2".

The End of Day report for clinic location 2 shows the prepayment that was transferred to clinic location 1, and the End of Day report for clinic location 1 shows the received prepayment which was used to pay the invoice.

If a user cancels a cross clinic location payment, Provet Cloud uses an automated internal transfer in the same way to reverse the cross clinic location payment.

See Also

Creating End of Day Reports

Updated 22 January 2025 07:54