invoice numbers

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  • Updated 2 years ago
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When I print an invoice from the billing screen it generates an invoice number. If I want to reprint it I need to go to the patient's transaction screen and from there it generates a new invoice number. This is confusing and frustrating especially when sending to third parties, for example workers compensation, as the one invoice can end up with two invoice numbers and therefore can result in duplicate payments. Is there any way that the original invoice number is link to that particular transaction and when reprinted remains the same?
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Flex Physiotherapy

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Posted 2 years ago

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Joseph Lee

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Hi Flex Physio, I agree this has been a frustrating issue for many years.  Now that we email/fax invoices more often than posting them I am able to keep the original invoice to reproduce it or resend it, this has alleviated the problem to a degree.  If I do have to reprint an invoice, I let the recipient know that it will have a new number, this has also worked.
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Flex Physiotherapy

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Thanks for your feedback. Unfortunately I find this problem is compounded by having many reception staff who process our invoices.
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Mandi - Sport & Spinal Physio

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I also find this extremely frustrating - if you go into the transactions tab, click on invoices, and a separate screen should pop up, you can then look at "previous invoices" and reprint it from there - unfortunately, if you ever need to ADD to this, you can't, once it's printed, it's bad luck, but you can take things off it if needed (quite often we have a double up of a transaction and you can remove this, just not add a missed one). Having the ability to manipulate the invoices after they have been created would be SO helpful...... Good luck! 
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Andrew, Community Manager

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Hello 

This is achieved by using the Invoices option from the Transaction tab on a patient file.



This will allow you to generate an official invoice with a set invoice number. 
 
The invoice will be saved automatically upon printing, or saving a PDF copy from the preview.
 

 
Once created, the invoice can be reprinted from the same Invoices window by selecting Past Invoices.
 

 
If this method is used consistently when billing third parties, there should be no confusion in invoice numbers. The main confusion comes from using the Item Reprint function interchangeably with the Invoices function. For consistent third party invoicing, payable based on an invoice number, the Invoices option is recommended.
 
That said, we understand the item reprint also includes the words ‘Tax Invoice’ which can lead to confusion. As we develop the Xero integration we are simultaneously reviewing the general billing and invoicing to assist with this.
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Flex Physiotherapy

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Thanks you for your reply and we endeavour to follow this procedure going forward. It just does not make sense that you can print from the billing screen and the same invoice number generated not be carried over to the transactions screen.