Customers, Products & Invoice

🌐 Overview

• Customers – represent corporate clients(business/individual) with linked financial accounts.

• Products – clinic exclusive items or services configured for billing, each tied to the correct revenue and inventory ledgers.

• Invoices – financial documents specifically created for clinic exclusive in-house products, services, or packages and billed to customers/partners.

All three areas are interconnected: invoices are generated for customers based on products/services, and all postings flow into the Chart of Accounts (CoA).

🧭 Navigation

• Customers: Main Menu → Accounting → Customers

• Products: Control Panel → Finances → Products

• Invoices: Main Menu → Accounting → Invoices

⚙️ How to Configure

👥 Customers

• Add a new customer (patient, corporate, or insurer).

• Assign them a Customer Ledger in the Chart of Accounts.

• Store details like contact info, tax details (e.g., TRN for VAT countries), and payment terms.

• Customers are referenced in invoices, payments, and reports.

📦 Products

• Path: Control Panel → Finances → Products → (+)Add Product
• Select Branch(es) or all branches
• Choose Type: Good or Service
• Enter Product name, units and price per unit

• Products may include clinical services, consumables, or retail items.

• Each product must be linked to:

  • Revenue Ledger (e.g., Consultation Revenue).

  • Tax Group (if VAT/GST applicable).

• (Optional) Enable Service Charges for this item (see next section).
• (Optional) Turn on Tax Included in Rate if tax should be included in the price; otherwise leave it off.
• Add a Description (free-text).
• Click Submit. Repeat to add more products.
• The list works as a report: Search as you type (top-right), Export to Excel and Print PDF (top-left).

Service Charges

To associate charges applicable for service addition as a product.

• Path: Control Panel → Finances → Service Charges.
• Click + (top-right).
• Enter Code (internal), Description, and Value.
• Link the appropriate Ledger (must already exist in the Chart of Accounts).
• Click Submit. Repeat to add more.
• The list works as a report: Search as you type (top-right), Export to Excel and Print PDF (top-left).

🧾 Invoices

• Used whenever a clinic exclusive product/service is billed to a corporate customer.

Creation of New Invoice

• Choose your customer from the drop-down list or optionally click on the plus button to add a new one.
• Select the cost center, if applicable.
• Enter a title for the invoice and the order number.
• Choose the date, enter the terms and the due date of the invoice.
• Add items by picking them from the drop down list, each item on separate row.
• Optionally, you can add a product on the fly by clicking on the plus button in the ‘item field’.
• Enter the quantity.
• Add some notes if you would like and Submit.

• Row actions allow:

  • Edit

  • Cancel Invoice

  • Create Credit Note (preferred for adjustments/refunds)

  • Print Invoice

Key rules:

• Every invoice must be tied to a Customer and Product/Service.

• All invoices post automatically to ledgers if automation is enabled, or require manual JV posting if automation is OFF.

📊 Management

• Keep customer details updated, especially ledger linkages and tax numbers.

• Review product setups to ensure correct ledger mapping and avoid revenue misclassification.

• Regularly reconcile invoices with payments received to maintain accurate accounts receivable.

• Use reports to track outstanding invoices, cancelled invoices, and credit notes.

💡 Pro Tips

• Always prefer issuing a Credit Note over cancelling an invoice for better audit trail.

• Create separate ledgers for corporate/insurance customers vs. cash patients.

• Group related products under packages to simplify billing and improve reporting.

• Use invoice reports to monitor trends by doctor, department, or service.

• For compliance in VAT/GST regions, ensure invoices always reference the correct Tax Group and customer TRN.