Practice Management includes a sophisticated, feature-rich billing module.
You can access the Billings screen in two ways:
Click the Processing icon or the Processing menu at the top of the screen, then select Billings from the drop-down list.
From your user dashboard , launch Billings from the Modules area.
The Practice Management Billings module is both dashboard - and wizard-driven. Whichever method you use to access it, you’ll be taken to the Billings screen.
Filters
Bill Types | Filter between Open Item Fees, Fees, Invoices and Reversals. |
Date From / To | The Date fields will default to the current period of your MPM site. You can extend this by altering the dates. |
Requestor | Is always the user who raised the fee initially i.e. New Batch > Fee. |
Approver | If the bill requestor has selected a specific user to approve the bill, you can use this filter to filter on that person. |
Biller | This will default to the Client Partner, but may have been changed during fee creation. |
Batch Number | All Fees/Invoices have a Batch Number from when they were created. |
Client | Single Client search. |
Office | If you have multiple offices, you can filter your search here. |
Invoice Number | The Invoice number is allocated to a client once the Fee/Invoice is approved. Note that you will need to enter the full invoice number including the prefix when searching. |
Not Ready | Fee has been drafted but not yet submitted to be approved. Changes can still be made. |
Ready for Approval | Fee is ready for approval by relevant approver. Changes can still be made. |
Approved | The Fee has been approved and is now ‘locked’. No further changes can be made to narrations or WIP allocations. Invoice numbers are only allocated once the batch has been approved. Before approval, the invoice number will mirror the Batch Number. |
Rejected | We recommend unapproving a fee and moving it back to Ready for Approval if an approved fee needs changes, rather than rejecting the fee. |
Posted | Once a fee is Posted , it cannot be unposted or changed.You can make small narration changes using the Edit Invoices function on the Processing menu.If you need to change the WIP, first ensure no receipts or Credit Notes are allocated to the fee (unallocate them if required), then process a Fee Reversal to return the WIP to the client and allow the fee to be redrafted. |
Totals in the filter area | These totals are based on the filters you’ve applied.The amounts align with the figures shown in the table (see further guidance below). |
Within the table, you can click on any column heading to sort your view. For example, click Date to sort by date (click again to reverse the order), or click the Client column heading to sort by client name alphabetically.
To open a fee for editing or review, click the hyperlink in the Batch Number column.
Most columns are self-explanatory and align with the filters described above.
Icons
The Icons in the middle of the table:
Bills shows the number of bills within the batch. We recommend only 1 bill per batch for invoices/fees. When using Recurring Billing these will have multiple bills within 1 batch.
Add another invoice/fee within the batch
Delete the bill batch
Preview the fee/invoice
Batch details
The last columns display totals of the Batch:
Adjustment | Any Write Ups or Write Offs on the Fee/s in the batch. |
Amount | The total net amount of the batch, excluding GST. |
GST | Total GST of the batch. |
Total | Total amount of the batch including GST. |
For. Amt | Same as total Gross amount (this refers to Foreign Currency this feature is not used in AU/NZ) |
Notes | You can add internal notes to fees. If notes have been added, the number of notes will display here. Click the note count to view the notes – you don’t need to open the fee to see them. |