General Settings Group for Accounting: Invoices and Receipts in Dental4Windows

General Settings Group for Accounting: Invoices and Receipts in Dental4Windows

QuoteFind the General Settings via Location Setup > General tab > Group: Accounting: Invoices and Receipts

General Settings

Activate Discount Promotions

Promotions are used to discount items based on promotions running at the practice for a period of time. For example, whitening promotion throughout August and September.

Activate Feature
  1. Go to Location Setup > General tab
  2. Group: Accounting: Invoices & Receipts
  3. Activate Discount Promotions: Yes
  4. After activating the feature, it is necessary to close and open Dental4Windows/Practice Studio to complete the activation
Set Security
InfoThe promotions feature is automatically locked and users must be given access, see instructions on setting up security here

Activate Location Based Fees

Follow these instructions when working in a multi-location environment which wishes to have fees per location, rather than share between all locations.
Considerations
  1. All locations will contain the same fee level names
  2. Fee Level period dates will be the same for all locations
  3. A user is able to set the default fee level on a per location basis i.e. each location can have a different default fee level
  4. When a user activates Use Location Based Fees, the existing default fee levels for existing locations is kept
  5. When a user selects Set as default level, the selected fee level will be made default for the location the user is viewing
  6. Where a user adds a new fee level it will be made available to all locations
  7. Where a user chooses to copy Fees when creating a new fee level all locations will be given the same Location Fees
Activate Location Based Fees
  1. Go to Location Setup > General tab
  2. Group: Accounting: Invoices & Receipts 
  3. Use Location based Fees: Yes                                                                                                  
    1. Select if the fees of the current location should be used at all locations
Security 

When the Location Based Fees feature is activated, security is added against the following settings. Ensure the relevant employees are selected to either have, or not have access to them. 

Activate the Reversal Feature (replaces full deletion of record)

To avoid having to create dummy bank slips when an error in banking is discovered, setup the reversal feature. 
Benefits of Reversal Feature
  1. Reverse payments that have been banked without deleting a bank slip
  2. Automatic correction in bank slips and reports
  3. Audit of reversed invoices, claims and receipts from patients file
Activate Reversal Feature
  1. Go to Location Setup > General tab
  2. Group: Accounting: Invoices & Receipts
  3. Activate Reversal Feature: Yes
To see a patient/family history of reversals, go to Receipts, Claims and/or Invoices tabs and place a tick in Show Reversed Records. 

Add an Invoice Message (Up to 180 Characters)

Users can add a message to every invoice that is generated in Dental4Windows/Practice Studio. 
  1. Go to Location Setup > General tab
  2. Group: Accounting: Invoices & Receipts
  3. Invoice message (up to 180 characters)   

Add a Receipt Message (Up to 180 Characters)

Users can add a message to every receipt that is generated in Dental4Windows/Practice Studio. 
  1. Go to Location Setup > General tab
  2. Group: Accounting: Invoices & Receipts
    1. Receipt Message (up to 180 characters)      

Auto-add Custom Patient Messages to Invoices

When creating an invoice the user can add a message before printing the invoice.

Enable the Feature

  1. Go to Location Setup > General tab
  2. Group: Accounting: Invoices and Receipts
  3. Auto-add Custom Patient messages to Invoices:   
Add Custom Messages
  1. Go to Patient Records > Treatment tab
  2. Enter treatment and create the invoice (Press F2)
  3. Click the Notepad icon to add/modify Custom Messages                                                     
  4. Add/Delete/Modify a Custom Message. This creates custom messages for this patient. Only one custom message can be selected

Include Custom Messages to Invoice

  1. Go to Patient Records > Treatment tab
  2. Enter treatment and create the invoice (Press F2)
  3. Tick the Include Patient message checkbox                                                       
  4. Click Create, Print or Receive Payment

Automatically Breakdown Invoices into separate Patients

The option to Automatically Breakdown Invoices into Separate Patients allows family files to be separated by patient at the time of invoicing. 

For example, three members of a family attend the practice today and each should be on a separate invoice. This setting should be set as Yes. 

However, if processing family HICAPS claims, the setting must be set to No.  

  1. Go to Location Setup > General tab
  2. Group: Accounting: Invoices & Receipts
  3. Automatically Breakdown Invoices into Separate Patients
    1. Yes - to separate invoices
    2. No - to combine invoices and claims

Automatically breakdown Invoice into separate Providers

With the following setting activated, when generating an invoice, the system will automatically select only one provider at a time. 
  1. Go to Location Setup > General tab
  2. Group: Accounting: Invoices & Receipts 
  3. Automatically breakdown Invoice into separate Providers: Yes     

Automatically Populate New Receipts with Amount and Payment Type

Every time a new receipt is created, the user must enter the amount and select the payment type.
  1. Go to Location Setup > General tab
  2. Group: Accounting: Invoices and Receipts
  3. Initialization of New Payment dialogue with default data basing on invoices due and unallocated deposits= Yes
With this setting enabled, the amount paid is automatically populated. The amount is calculated by the total of the outstanding invoices.
The payment type defaults to the payment type entered when the most recent receipt was created.
If any deposits exist, these will be allocated to the outstanding invoices first. 

Calculate Outstanding Status for Invoice/Receipts

The outstanding status on invoices can be calculated on the invoice/receipt date or the current date.

The setting Show balance on Invoice/Receipt printout needs to be enabled for this feature, see above instructions.

InfoThe reminder periods need to be defined. See Setup Manual Debtor Reminder Templates for more information.

  1. Go to Location Setup > General tab
  2. Group: Accounting: Invoices & Receipts
  3. Calculate Outstanding Status for Invoice/Receipts on
  4. Date of Invoice/Receipt with all Receipts: The outstanding amount is defined by the date of the invoice     
  5. Date of Invoice/Receipt: The outstanding amount is defined by the date of the invoice 
  6. Current Date: The outstanding amount is defined by the current date and the reminder period (default setting)  

Date Verification Range

Every time an invoice/receipt is created, if the date is under or over # days from last invoice or today’s date, a message will appear to prompt the user to check the date used - "Invoice date is too far from previous Invoice date".  This feature is a great tool for checking that the date entered is correct.
  1. Go to Location Setup > General tab
  2. Group: Accounting: Invoices and Receipts
  3. DATE VERIFICATION RANGE (in days): Enter the number of days   

Financial Reports: Provider Portion Calculation Mode

This setting is to modify the calculation of any financial reports for payments including multiple providers and Health Fund payments according to their part in the invoice/instalment.

  1. Go to Location Setup > General tab
  2. Group: Accounting: Invoices and Receipts
  3. Financial Reports: Provider portion calculation mode:    
    1. Invoice = The provider’s portion of the Discount, Payment, GST collected and Commission are calculated according to their part in the invoice (default setting)
    2. Instalment = The Provider’s portion of the Discount, Payment, GST collected and Commission are calculated according to their part in the instalment

Have ‘Autoallocate Payments’ Function by Default

Every time a new receipt is created and multiple invoices exist, the "Autoallocate Payments" checkbox is automatically ticked. This can sometimes result in the receipt being applied to the incorrect invoice.

This feature can be disabled and the user must select the correct invoice and enter the amount paid.
This would only apply when more than one invoice exists.

  1. Go to Location Setup > General tab
  2. Group: Accounting: Invoices and Receipts
    1. In Receipts, have 'Autoallocate Payments' function by default= OFF   

    Identify the User Who Created an Invoice

    When a user attempts to process an invoice, they must enter a username and password to log who performed the action. 

    1. Go to Location Setup > General tab 
    2. Group: Accounting: Invoices & Receipts
      1. Identify the user who created the invoice
        1. Yes: A username and password must be entered
        2. No: The user will not be logged     
    Find Invoice
    1. Go to Patient Records > Invoices tab 
    2. Invoices menu > Find Invoice
    3. Enter the Invoice ID and click Find   
    4. The name of the user that created the invoice will be displayed

    Identify the User Who Created a Receipt

    When a user attempts to process a receipt, they must enter a username and password to log who performed the action. 
    1. Go to Location Setup > General tab 
    2. Group: Accounting: Invoices & Receipts
    3. Identify the user who created the receipt
    4. Yes: A username and password must be entered
    5. No: The user will not be logged 
    Find Receipt
    1. Go to Patient Records > Receipts tab 
    2. Receipts menu > Find Receipt
    3. Enter the Receipt ID and click Find
    4. The name of the user that created the receipt will be displayed

    Include Items With $0 Fee in Invoices

    When an invoice is created, any item with $0 fee will not be included. The user can select these items to be included in the invoice.

    The setting can be changed so all items are included in the invoice.

    1. Go to Location Setup > General tab
    2. Group: Accounting: Invoices and Receipts
      1. Include in Invoices items with $0 fee = Yes    
      When this setting is enabled all items are included in the invoice. 

      Make Payment Method Surcharges Mandatory

      Payment method surcharges can be setup as mandatory. Once setup, when processing a payment with a surcharge, users must agree to the surcharge to complete the payment. Otherwise, an alternative payment method must be selected.
      1. Go to Location Setup > General tab > Accounting: Invoices & Receipts Group
      2. Make Payment Method Surcharges Mandatory: Select Yes

      Method of Updating Recall Date at the End of Creating Invoice

      This setting allows a patient’s recall date to be updated automatically, without the ‘Update recall date’ window showing after an invoice is created. This will minimise time and errors by the user pressing Cancel instead of OK.
      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
      3. Method of updating Recall Date at the end of creating invoice:             
        1. Automatic = The recall date is automatically updated when the invoice is created. The recall trigger items must be set up correctly.
        2. Manual via ‘Update Recall Date’ window = The Update Recall Date window appears after creating the invoice. The user can then update the recall date manually

      New Invoice Date

      When a new invoice is created, there are two options to set the invoice date.
      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
      3. New Invoice Date:
        1. Date of last Treat: The invoice date is the date of the last treatment item (default setting)
        2. Current Date: The invoice date is the current system date

      Paper Size of Reports

      Use this setting to set the paper size for invoices/receipts and reports printed in Invoices/Receipts tab.

      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
        1. Paper size of reports: 
          1. A4 = 29.7 x 21 cm
          2. A5 = 21 x 14.8 cm

      Payment Due / Required Within How Many Days

      The due date of invoices is calculated based on a specified number of days from the invoice date.

      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
      3. Payment due / required within how many days: Type in the number of days e.g.: 7
      When an invoice or receipt is printed, a payment area can be included in the invoice for the patient to fill out and return with payments. This would commonly be used with cheque payments.
      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
      3. Print RETURN PAYMENT SLIP in invoices:                                                 
        1. No = No return payment slip is included (default setting)
        2. Yes = The return payment slip is included
      It is possible to print two copies of a receipt when it is reversed (deleted).
      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices & Receipts
      3. When Cancel/Delete receipt, print 2 copies
      Process payment with Surcharge
      1. When processing a payment with surcharge, users need to make decision upon seeing message that appears
      2. Click Yes, the surcharge will be applied
      3. Click No, the selected payment method will be unapplied. The user must select an alternative payment method to complete the payment

      Provider for New Deposit Payments

      When a receipt is created as a deposit, a provider must be selected to apply the deposit.
      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
      3. Provider for new Deposit Payments:                                    
        1. <Main Provider> = This looks at the patient's main provider (default setting).
        2. Select Provider Name = Select the provider for all deposits to be applied. When the deposit is allocated to an outstanding invoice it will then be applied to the provider performing the treatment

      Show AMERICAN EXPRESS Credit Card Check Box on Payment Slip

      When an invoice or receipt is printed, a payment area can be included in the invoice for the patient to fill out and return with payments. A checkbox can be included for American Express payments.
      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
      3. Show AMERICAN EXPRESS credit card check box on payment slip:   
        1. Yes = Adds the checkbox

      Show Amount Due on Invoice Printout

      The amount due of an invoice can be displayed when printing/previewing.
      This setting works on printout Report style A only.
      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
      3. Show Amount Due (column and description) on Invoice printout:    
        1. Yes = “Amount Due for this Invoice” is added to the invoice
        2. No = The total due only will be displayed

      Show balance on Invoice/Receipt printout

      The amount due of an invoice can be displayed when printing/previewing. This setting works on printout Report style A only.
      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
      3. Show balance on Invoice/Receipt printout:    
      4. No = Do not show family invoice status box at bottom of the invoice printout 
      5. Detailed Breakdown = Show full details of the outstanding family status box on the invoice printout
      6. Total Value Only = Show only the totals from the family status box on the invoice printout 
      7. Detailed breakdown/ with the third party = Show full details of the outstanding family status box & third party amounts on the invoice printout 

      Show Borders and Signature in Invoice/Receipt Printouts

      A border can be displayed and a box for the patient to sign can be included on the invoice/receipt printout.
      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
      3. Show borders and signature in Invoice/Receipt printouts:  
        1. No = Signature box with borders will NOT be shown in Invoice/Receipt printouts
        2. Yes = Signature box with borders will be shown in Invoice/Receipt printouts

      Show Claim ID in Invoices

      When creating an invoice the user can enter a Claim ID. This can be printed on the invoice.

      Enable the Feature

      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
        1. Show Claim ID in Invoices:   
      Add Claim ID
      1. Go to Patient Records > Treatment tab
      2. Enter treatment and create the invoice (Press F2)
      3. Enter the Claim ID  

      Show DATE PRINTED (Column and Description) on Invoice/Receipt Printout

      The date printed can be shown on the invoice printout.
      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
      3. Show DATE PRINTED (column and description) on Invoice/Receipt printout:            
        1. Yes = The date printed will be shown on the invoice/receipt printout   
        2. No = The date printed will NOT be shown on the invoice/receipt printout 

      Show DUE DATE (Column and Description) on Invoice/Receipt Printout

      If the option to send invoices is selected and the set invoices due in # of days setting is configured, the system can calculate the date due from these figures. The due date can be shown on the invoice printout.
      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
      3. Show DUE DATE (column and description) on Invoice printout        
      4. Yes = The due date will be shown on the invoice/receipt printout
      5. No = The due date will NOT be shown on the invoice/receipt printout

      Show Item Fees on Each Row on Invoice Printout

      When an invoice or receipt is printed amounts for each treatment item can be shown on printout or hidden. 
      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
      3. Show item fees on each row on Invoice printout:   
      4. Yes = Include fees for each item 
      5. No = Do not include the fee of each item in the invoice printout (not recommended)

      Show Open Balance on Invoice Style A

      When an invoice or receipt is printed, the opening balance of the invoice can be displayed. This is only available when using Report Style A.
      1. Go to Location Setup > General tab
      2. Group: Accounting: Invoices and Receipts
      3. Show Open Balance on Invoice Style A:   
        1. Yes = Shows the open balance on invoice printouts

        Show the GST Amount on Invoice/Receipt Printout

        When an invoice or receipt is printed, the GST amount (if applicable) can be displayed.

        1. Go to Location Setup > General tab
        2. Group: Accounting: Invoices and Receipts
        3. Show the GST amount on Invoice/Receipt printout:                                     
          1. Yes = The GST amount is shown on Invoice/Receipt printout
          2.  If the invoice doesn't contain GST the words NO GST will be displayed

        Show the Words “TAX INVOICE” on Invoice Printout

        When an invoice is printed, the words "Tax Invoice" can be displayed. This setting only applies to invoices with no GST. If an invoice contains GST the words "Tax Invoice" will appear by default.
        1. Go to Location Setup > General tab
        2. Group: Accounting: Invoices and Receipts
        3. Show the words “TAX INVOICE” on Invoice printout:   
          1. Yes = "Tax Invoice" is shown on Invoice/Receipt printout 

        Show Tooth Numbers on Invoice Printout

        When an invoice is printed, the tooth number the treatment was performed can be displayed.
        1. Go to Location Setup > General tab
        2. Group: Accounting: Invoices and Receipts
        3. Show tooth numbers on invoice printout:                                     
          1. Yes = Identifies the tooth number/s the treatment was done on. For charting/record keeping and for health fund claiming (recommended) 

          Show Treatment Provider (Column and Description) on Invoice Printout

          When an invoice is printed, the provider the treatment was performed by can be displayed.
          1. Go to Location Setup > General tab
          2. Group: Accounting: Invoices and Receipts
          3. Show Treatment provider (column and description) on Invoice printout:     
            1. Yes = Identifies the provider the treatment was done by. For charting/record keeping and for health fund claiming (recommended) 

          Suppression “Zero” Amounts in Invoice/Receipt and Treatment Plan Printout

          When an invoice is created, any item with $0 fee will be included but the fee not displayed.
          The setting can be changed so all item fees are included in the invoice.

          1. Go to Location Setup > General tab
          2. Group: Accounting: Invoices and Receipts
          3. Suppression “zero” amounts in Invoice/Receipt and Treatment Plan Printout:     
          4. Yes = No fees appear for $0 items 
          5.  No = A fee of 0.00 appears for $0 items

          Type of Invoice / Receipt Printout

          When printing an invoice and/or receipt, the user can select from three different formats. 

          If Ask Before Print/Preview is selected, the user will need to select from Report A or B to proceed. Report C is not included in this option. 

          1. Go to Location Setup > General tab
          2. Group: Accounting: Invoices & Receipts
          3. Type of Invoice/Receipt Printout 

          Type of Letterhead for Invoice/Receipt Printout

          When an invoice or receipt is printed, a letterhead can be inserted at the top of the page. The letterhead can show the location's details, or the individual providers.
          1. Go to Location Setup > General tab
          2. Group: Accounting: Invoices and Receipts
          3. Letter Head type of Invoice/Receipt printout:
            1. No Letter Head = Select this if no letterhead is required (e.g. using preprinted paper)
            2. Provider Letter Head = The letterhead is automatically selected by the system according to the provider that completed the treatment when an invoice is printed
            3. Location Letter Head = The letterhead has been preset for the location and used when an invoice is printed (default setting)

          When Giving a DISCOUNT Round the Result to the Nearest

          When a discount is applied to an invoice, the invoice balance can be rounded.
          1. Go to Location Setup > General tab
          2. Group: Accounting: Invoices and Receipts
          3. When giving a DISCOUNT round the result to the nearest:
            1. Select from drop down list = 50c, $1, $5, $10 or No rounding

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