Work completion and Financial settlements

When the work is completed (or partially completed), there are two ways to settle the payment with the customer clinic:

• Via a performed procedures invoice from the treatment plan, treatment history, or task in the Tasks module.
• Via a fast invoice.

Each method has its features and advantages. To create a performed procedures invoice  from a treatment plan, treatment history, or task, follow these steps:

1. Open the order.
2. Click on the items that have been completed.
3. Click Complete.
4. In the new window, fill in all required fields.
5. The system automatically generates a performed procedures invoice in the Customer settlement section of the patient’s record.

To create a fast invoice, follow these steps:

1. Go to the Customer settlement section of the patient’s record.
2. Click the Create invoice button
3. Select the items that have been completed from the fee list.
4. Click Create.
5. In the new window, fill in all the required fields.
6. The system will generate a performed procedures invoice.

The logic for working with invoices and payments is standard for Cliniccards. You can learn more about it in the Manual section under Ledger.

Material write-off

If your laboratory uses the Inventory module, you can configure automatic write-off of materials for completed procedures.

The principle is the same as in the clinic: for each item in the fee list, a cost calculation card is created – a list of materials consumed to perform this procedure. After saving the work order, materials are written off from the warehouse automatically or manually, depending on the selected write-off type.

Three write-off types are available:

• No write-off – materials are tracked regardless of the work performed;
• Manual write-off – materials are written off manually after the work order is created;
• Automatic write-off – materials are automatically written off based on the cost sheets.

The write-off type is selected in the Inventory → Settings → Additional inventory settings → Automatic write-off type option.

Option to Link payments to the performed procedures invoices

Linking payments to performed procedures invoices allows you to decide which invoice a particular payment belongs to. For laboratories, this option is enabled by default. 

This is essential for accurate calculations: if a payment is not linked to a specific invoice, the system cannot determine how much has been paid for a specific order, and the Completed – Paid calculation will not work correctly.

How to link a payment to an invoice:

• When accepting a payment, click the Link payment button and select a specific invoice;
• or select the invoice in the corresponding field on the payment acceptance screen.

We recommend training your team so that this process becomes second nature to all employees. Otherwise, discrepancies may appear in reports.