General Invoice Settings
Settings > General > Department > Invoices:
- Enable simplified invoices for anonymous sales: When this setting is selected, simplified invoices are used for anonymous counter sales. You can also add a Simplified invoice limit so that if the total invoice sum is higher than the limit, a client must selected for the counter sale.
- Enable edit reasons for invoice rows on invoice view: When this setting is selected, users must add a reason when editing an invoice row. The reasons are saved in the invoice row revision log.
- Prefix for normal invoices: You can define a prefix that is added to regular invoices. Note that editing the prefix resets invoice numbering. To add an additional prefix tag, select the plus button. The prefix tag is shown above the invoice number on the invoice printout. Editing the tag does not affect invoice numbering or any already finalised invoices. If simplified invoices are used, you can also add a separate Prefix for simplified invoices.
- Allow changing invoice date: When this setting is selected, users can change the invoice date after finalising an invoice. In addition, you can select Use consultation's start date as the invoice date if you want set the consultation start date as the invoice date for consultation invoices.
- No payments before invoice date: When this setting is selected, users cannot set the date of a payment to be before the invoice date.
- Include secondary owner name in invoice payer information: When this setting is selected, the secondary owner's name (when defined in the client details) is included in invoice payer information.
Invoice Finalisation and Payments
Settings > General > Department > Department settings:
- Enable single-step finalization and payment for invoices and counter sales: When this setting is selected, it is possible to finalise an invoice and add the payment in one go.
- Enable cash return calculator for single-step finalizations and payments: Available when the previous setting for single-step invoice finalisation and payment is enabled. When this setting is selected, the Cash received and Cash return fields are available in the single-step workflow for automatically calculating the return amount for cash payments.
- Enable Payment Cancellations: When selected, it is possible to cancel payments on finalised invoices.
- Allow editing payer of finalised invoice: With this setting, you can select who can edit the payer information of finalised invoices (administrators, managers and administrators, or everyone) or disable editing the information.
Counter Sales
Settings > General > Department > Department settings:
- Default medicine quantity: With this setting, you can set a default quantity for medicines when added on a consultation, written prescription, or counter sale.
- Enable "Invoicing" status: When this setting is selected, an additional 'Invoicing' status is used on consultations and counter sales. For more information, see Invoicing and Payments.
- Current user as the connected user for counter sale and invoice page items: Each counter sale item can be connected to a user in the Veterinarian field (for example, for the purposes of the commission functionalities). When this setting is selected, the user who created the counter sale is connected by default to the counter sale items.
- Require patient selection during counter sales: When this setting is selected, counter sale items must always be connected to patients when the sale is not anonymous (a client is selected).
- Require veterinarians for medicine rows during counter sales: When this setting is selected, medicine items must always be connected to veterinarians on counter sales.
- Enable single-step finalization and payment for invoices and counter sales: When this setting is selected, you can finalise invoices and counter sales and add payment in one step. Otherwise, payment must be added separately after finalising the invoice or counter sale.
Prepayments
Settings > General > Organization > Organization settings:
- Enable cross-department prepayments: When selected, client prepayments can be used on a different department than they were received on. Note that this option should only be used if your departments belong to the same legal entity. If you are unsure, please check with your accountant or finance department before activating this feature.
Settings > General > Department > Department settings:
- Enable payment transfers to prepayments: When selected, it is possible to cancel a payment on an invoice and transfer it to the client's prepayments.
- Enable credit note transfer to prepayments: When selected, an option to transfer the credit sum to prepayments is available for credit notes.
- Allow setting prepayment transfer date: When selected, users can set the date when transferring payments from invoices and credit notes to prepayments. Note, however, that the Earliest possible date for financial events setting overrides this setting in case of a conflict.
- Enable prepayments: When selected, it is possible to add or transfer prepayments to clients' accounts.
- Allow setting prepayment date: When selected, users can set the date for prepayments when adding prepayments to clients' accounts. Note, however, that the Earliest possible date for financial events setting overrides this setting in case of a conflict.
- Require prepayment descriptions: When selected, a text description is required for prepayment transactions.
- Prepayment refund to the same date: When selected, the original prepayment transaction date is used for prepayment refunds. If not selected, the current date is used.
- Allow setting prepayment refund date: When selected, users can set the date for prepayment refunds. Note, however, that the Earliest possible date for financial events setting overrides this setting in case of a conflict.
User Permissions
Settings > Users > Permission groups:
These settings control the availability of the prepayments functionality for user permission groups.
- Can manually set the date on a prepayment
- Can transfer payments to prepayments
- Can transfer credit note to prepayments
See Also
Overview of Invoicing and Payments
Single-Step Invoice Finalisation and Payment
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