Create an Invoice
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An invoice lists what the clinic sold or did for a client and what the client owes. You can save it as a draft first and issue it later.
Where to Find This Section
Section titled “Where to Find This Section”Invoices → New Invoice. You can also start an invoice from a client’s record, which fills in the client for you.
How to Create an Invoice
Section titled “How to Create an Invoice”- Select the client. The page shows their Credit Balance and Outstanding Balance.
- Add the lines.
- Click Create Invoice. The Invoice Details drawer opens.
- Fill in the dates and notes, and add a payment if the client is paying now.
- Click Issue Invoice, or Create Draft to finish it later.
Draft or Issued
Section titled “Draft or Issued”| Create Draft | Issue Invoice | |
|---|---|---|
| Invoice number | Not given yet | Given when the invoice is issued |
| Stock | Not deducted | Deducted |
| A payment you add | Waits as the client’s credit | Is applied to this invoice |
| Changes | You can still edit or delete it | Locked |
Use a draft while a visit is still going on, or while the client has not decided. While a scheduled treatment on the visit is still running, only Create Draft is offered.
The Lines
Section titled “The Lines”Use the Search product/service box to add products and services. Each product can be added once. To sell more of it, change the quantity.
Treatments
Section titled “Treatments”Treatments recorded on the visit appear in their own Treatments card. On the invoice you can change only their price and tax rate. See Record a treatment.
Calculate From Total
Section titled “Calculate From Total”With Calculate From Total on, you enter each line’s total including tax, and Veterian calculates the unit price. The switch applies to the whole invoice.
Invoice Summary
Section titled “Invoice Summary”A total of zero is allowed, for example on a fully discounted invoice. A negative total is not. See Discounts.
Invoice Details
Section titled “Invoice Details”| Field | Notes |
|---|---|
| Invoice Date | Required |
| Due Date | Optional. If the invoice is still unpaid on that date, the client gets a reminder. After it passes, the invoice shows as overdue |
| Invoice Note | Printed on the invoice |
| Note | Marked Private. Only staff see it |
When the clinic numbers its invoices, the invoice date cannot be in the future or earlier than the last numbered invoice. Once an invoice has a number, its date cannot be changed.
Taking a Payment
Section titled “Taking a Payment”To take a payment now, click Add Payment in the drawer. You can also add it later from the invoice. See Record a payment.
Issuing a Draft
Section titled “Issuing a Draft”On a draft, Take Prepayment records money the client pays in advance. To issue the draft, click Issue Invoice on the invoice and confirm. Veterian then numbers it, deducts the stock and applies the prepayment.
Correcting an Issued Invoice
Section titled “Correcting an Issued Invoice”An issued invoice cannot be edited or deleted. A clinic administrator can click Revert to draft to make it a draft again. It keeps its number. This is not possible once an e-document has been issued for it.
Statuses
Section titled “Statuses”An invoice is Unpaid, Partly Paid or Paid. It is overdue when its due date has passed and it is not fully paid. You can filter the list by these statuses.
Deleting an Invoice
Section titled “Deleting an Invoice”Only a draft can be deleted. Payments recorded on it go back to the client’s credit, and the drawer lists what else the deletion affects before you confirm.
E-Documents
Section titled “E-Documents”Where the integration is connected, an issued invoice can be sent as an e-document. See E-documents.