When you first go to Finance you will be given a list view and eight different options - Invoices, Charges. Invoice Wizard, Subscriptions, Debtors, Healthcode Wizard, Payments and Expenditure.
If you want to search for a invoice you can do so by clicking on the text field above the blue bar that says 'Search Invoices.'
You can also do an 'Advanced Search' that will let you search by a specific contact field.
Once you have entered your search details you can click on 'Search' to search for the record or 'Clear' to clear all details or 'Cancel' to close out of Advanced Search.
You are able to order by different columns by clicking on the column name and you can order in ascending and descending order.
There are 10 different columns in Invoices:
Fully Paid Date
Once you select the 'View' button beside the Invoice you wish to view, it will bring you to the Invoice.
A charge is also known as a billing item. Below is an image of charges
Similar to Invoices above you can 'Search' for a charge and do an 'Advanced Search.'
There are 12 different columns in charges:
You can also edit the charge by selecting 'Edit' which is highlighted in the image below.
The 'Edit Charge' screen will then be displayed. Here you can make changes to the charge you selected. Simply select 'Save' when you have made the changes.
The Invoice Wizard allows you to raise invoices for uninvoiced charges.
You have the option to filter down what is shown in the 'Billed To' and 'Invoice Period' fields.
Within the 'Billed To' field you have the option to select 'All', 'Private Clients', 'All Businesses' and 'Selected Businesses' with the later showing another field allowing you to choose which businesses you want to include.
Within the 'Invoice Period' field you have the option to select 'All', 'Monthly', 'After Each Appointment', 'AdHoc' and 'Manual'.
To generate the invoice you will need to select the charge(s) you wish to add to the invoice and then select 'Generate Invoices' on the pop up window as shown below
You will then be asked to confirm the selected charges and the date
Once the invoice wizard finishes you will get the below window that will allow you to view the invoice
Subscriptions can now be used in TM3, allowing clinics to provide subscription packages for classes etc for their patients. Below is the subscriptions dashboard.
You can search Subscriptions using the 'Search' bar and you can also carry out an 'Advanced Search,' allowing you to refine your search further.
There are 10 different columns in charges:
Next Due Date
Last Billed Date
You can 'Edit' the subscription by clicking 'Edit' beside the desired subscription. This will then bring up the 'Edit Subscription' screen.
As you can see from the image below you can edit the package, the subscription terms or cancel the subscription.
Subscriptions can be set up to auto-renew, meaning your patient will be charged for a new subscription after their current subscription has expired. The 'History' tab in the 'Edit Subscription' screen allows you to see the renewal history of this subscription.
The 'Debtors' tab contains all the invoices that are either unpaid or part paid. Here is an example of a debtors screen:
You can perform a search of debtors by using the 'Search' bar and an 'Advanced Search' if you wish to refine further.
There are 9 different columns in charges:
Invoice Grand Total
Age of Debt
If you wish to view any of the invoices on the 'Debtor' screen, simply click 'View' beside your desired invoice. This will take you directly to the 'Invoice' screen.
This section will help you with the exporting invoices, important remittances and downloading previous bills etc regarding Healthcode.
You will see the 'Export was last run on' which will give you the date of your last export for Healthcode.
To search for the date range you wish to export, simply input the dates in the 'From' and 'To' fields and click 'Validate Export'
To ensure your finances are correct you may wish to import Remittances from Healthcode into TM3. To do this, simply drag the file you wish to import or click to upload the import from your device. The file must be in .XML format to import correctly.
As the title of this section suggests, you can download previous exports and imports regarding Healthcode.
A payment is usually made against an invoice but you can also accept a payment on a users account. There are three different status types for payments - reconciled, unreconciled and part-reconciled.
If you want to search for a payment you can do so by clicking on the text field above the blue bar that says 'Search Payments'.
You can also do an 'Advanced Search' that will let you search by a specific payment field:
Once you have entered your search details you can click on 'Search' to search for the record or 'Clear' to clear all details or 'Cancel' to close out of advanced search.
There are 8 different columns in charges:
Clicking 'View' beside a payment record will bring up the 'Edit Payment' screen. This screen will allow you to make changes to the payment, send communications and refund the payment.
An expenditure are extra expenses you may want to keep track of. Below is an image of the expenditure dashboard
To create an expenditure you can click on the 'Add Expenditure' button and this will bring up the below window: