Selecting billing addresses and editing other information

Practice Manager only

When a draft bill is created, the address that is automatically selected by the system is stored in the Main tab on the client page. This is the main address, or if one has not been defined, the billing address. If a client has multiple addresses in the system, you can nominate a different address to be displayed on the client bill you are preparing from the Bill Address window (or from the Stage Four window in the Billing Wizard).

You may also need to add text to a bill to explain bill amounts or adjustments. Billing explanation on the right-click menu of the Bill Amounts window enables you to add internal notes which are not displayed on the client’s bill. Billing explanation is also available from the right-click menu on Stage Two of the Billing Wizard. The text typed into this field is displayed in the Explanation field of the Draft Bill Report displayed when Draft report is clicked. It is not a mandatory step in processing a bill, but can be used to clarify details for the practice team member who will review and authorise (AE)/confirm (AO) the bill.

Other details on the Billing Main page or Stage One of the Billing Wizard you may want to add or change are:

Invoice Date—The system defaults the system date as the bill date. This can be changed by entering a date in the format dd/mm/yyyy or selecting it from the drop-down calendar.
Invoice Number—The system will automatically allocate an Invoice Number when the bill transaction is posted and will continue to increment the invoice number as the process is repeated. Practices set up as a single entity, however, must enter an invoice number on the first bill generated by the system.

When a practice is set up as a multiple entity, the bill sequencing will be set up at configuration level and therefore employees will not need to complete an Invoice Number.

Tax type—This field enables you to override the overall tax status of the bill. For example, whether a bill is tax free or taxable at a particular (usually standard) rate.

To change the billing address and edit other details

Open the Billing Main page. Ensure that you are in Edit Bill mode (see Editing and unlocking draft bills).
Click Bill Address
. The Bill Address window opens.
Select the address type from the A/Type field drop-down. The address details change to display the selected address.
If associations have been added for the client, you can select one from the table to have the bill addressed to that contact.
Click OK. You will be returned to the Billing Main page and the new address is displayed. The Invoice Date will default to today’s date.

If there is only a main address in the list for the client, you need to add a new address for them using the Maintain Contact Addresses window. (See Maintaining addresses and Opening the Maintain Contact Addresses window for full details).
You can type a bill addressee name and position directly in the bill if one is not currently stored on the system, but it will not be available for selection for this client at another time.
If you want to amend the Invoice Date, enter the date in the format dd/mm/yyyy or select it from the drop-down calendar.
Enter a different number in the Invoice Number field to change the default bill number (which will be allocated when a bill is posted).
Select the required tax rate from the Tax Type drop-down.

This field enables you to override the overall tax status of the bill. For example, whether a bill is tax free or taxable at a particular rate.
Click Bill Amounts
. The Bill Amounts window opens.
Right-click and select Billing Explanation.
Enter any internal notes for the bill allocations.
Click OK.
Define the billing paragraphs by clicking Bill Paragraphs
on the Billing Main page.
Click OK to save the draft bill and close the Billing Main page.