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Invoice Management

The Billing section helps clinic teams create invoices, track payments, review balances, and manage invoice follow-up.

What users can do here​

  • create invoices
  • review existing invoices
  • filter invoices by customer mode
  • open invoice details
  • edit invoices when access allows
  • print invoices
  • review payment status and outstanding balance
  • post refunds when permitted

Invoice list screen​

The invoice list shows:

  • invoice number
  • invoice date
  • customer mode
  • parent or customer name
  • linked pet
  • total amount
  • amount paid
  • balance due
  • payment status

Customer mode filters​

The billing list supports:

  • All
  • Registered
  • Walk-in / OTC

Use these when you need to separate normal patient billing from counter-only sales.

Opening an invoice​

Select the invoice number to open the full invoice record.

The invoice details screen can include:

  • clinic
  • date
  • due date
  • customer
  • customer mode
  • pet
  • invoice status
  • payment status
  • membership information
  • coupon code

It also shows:

  • line items
  • batch details for stock-linked items
  • tax lines
  • subtotal
  • discounts
  • membership discount
  • coupon discount
  • tax total
  • grand total
  • round off
  • rounded total
  • amount paid
  • balance due
  • notes

Refund handling​

If refund permission is available and the invoice is not void:

  1. Open the invoice.
  2. Go to the Refund section.
  3. Enter the refund date.
  4. Add an optional reason.
  5. Post the refund.

The invoice page also shows previously posted refunds when they exist.

Membership and promotion visibility​

Invoice details may also show:

  • applied promotions
  • coupon impact
  • membership discount
  • membership purchase details
  • membership activation status

Best practice​

Use the list view for daily billing review and the invoice details page for exceptions, disputes, reprints, and refund actions.

Common mistakes to avoid​

  • editing the wrong invoice because customer mode was not checked
  • ignoring due balance when the payment status is partial
  • posting a refund without reviewing the original line items first