Invoicing Orders

You cannot invoice orders under the following condition:

  • The order is using an inactive prescription. Prescriptions are marked inactive when they are rechecked. If the prescription on an order is inactive, edit the order to select an active prescription. For more information, see Editing Orders.
  1. On the left side of the Demographics screen, click Material Orders.
  2. On the Non-Invoiced tab, below the Non-Invoiced Orders list, click Generate Invoice.

    The Generate Invoice screen opens and displays all the patient's orders that have been priced and are ready to be invoiced, along with the total balance for the orders and the patient's available credits. If discounts or insurance were applied to any of the orders you're invoicing, the Total Saved amount is the difference between the retail costs and the amount the patient is paying on the selected orders.

    Remakes are not included in the Total Savings calculation.

    For information on pricing orders, go to Pricing and Adding Insurance to Orders.

  3. If you have Family Checkout enabled, select the Show All Family Members check box to display balance and credit information for all patients associated with the same responsible party as the current patient, and add these amounts to the Total Balance and Available Credits. The Priced Orders list also updates to include all priced orders belonging to the related patients. For information on how to enable Family Checkout, go to Setting Up Family Checkout.
    • If you select the Customer Credit payment method, the system will apply the current patient's credit (if any) prior to using any of the family members' credit. For example, if the current patient has a $100 credit, and a family member has a $200 credit, to make a $150 payment the system would apply the patient's full $100 before then applying $50 from the family member.
    • If the current patient has no credit, but there is an associated family credit, you can use the family credit to make the payment.
  4. Under Select Payment Method, select the payment type and enter the payment amount. If you need to enter more than one payment method, click + Add one more method. To remove a payment method, click the X next to it.

    • For the Credit Card (Manual) payment type—Enter the Last 4 Digits of the card number and the Expiration Date, if required.

    • For Cash payments—Click Cash Calculator to open the Cash Calculator window and calculate the change owed to the patient. Enter the amount paid in the Tender Amount field and press Tab or Enter. The Change Amount field updates to show the amount owed to the patient. Click Add Payment to record the payment and close the window.

    5. If you are using the credit card integration for online credit card processing, see Taking Payments Using Worldpay.

  5. Under Priced Orders, select the check box next to each order to include on the invoice. All the orders are selected by default.
  6. The Service Date defaults to today's date. You can change it, if necessary. For insurance orders, make sure the service date falls within the valid range for the authorization.
  7. Change the Applied Payment amount, if necessary.
    If you have a Minimum Payment Percentage for Checkout set in Administration, you cannot enter an amount below the minimum payment unless you have the Override Default Deposit security permission. For more information, see Setting Up the Minimum Payment Percentage for Checkout.
  8. Click Save to generate the invoice.

    9. A message appears, asking if the order is ready for processing. Click Process Order Now to complete the order processing. If you selected a VSP lab or a lab supported by Eyefinity.com, the order is automatically sent to the lab and the claim is generated.

    For exam orders, the system automatically updates the patient's Last Exam Date if the service has the Update Last Exam Date setting selected in Administration. If you have the Recall Reminder setting selected for the service in Administration, the Add Recall window also opens, allowing you to add a recall for the patient. For more information on service setup, see Setting Up and Modifying Services.

  9. The invoice opens in a new window. If the order is being sent to an eLab lab using electronic submission, the packing slip also opens. Click Print to print the invoice and/or packing slip.
    10. If the invoice does not open, check to make sure your browser is set to allow pop-up windows. For instructions, see Enabling Pop-ups

    The order moves to the Invoiced tab in Material Orders, where the order status and other information are listed. For more information, go to Viewing a Patient's Invoiced Orders. You can also reprint the invoice at any time from the Invoiced tab. For instructions, go to Reprinting an Invoice.