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Version: 3.1

Edit the items on an invoice

Overview​

This flow describes how to add, change, discount, or remove the charge items on a draft invoice in Care.

Pre-requisites​

  • The invoice exists in the facility, and you open that invoice.
  • The invoice status is Draft. For any other status, Care refuses the change with the message "Invoice is not in draft".
  • The charge items that you want to add belong to the same account as the invoice.
  • The status of each charge item that you want to add is Billable.
  • If the invoice is locked, you have the permission to manage a locked invoice.
  • You have the permissions listed below.

Permissions​

PermissionAccess
Can Read InvoiceLets you open the invoice.
Can Write InvoiceLets you add, change, and remove the items on an invoice.
Can Manage Locked InvoiceNeeded in addition if the invoice is locked.
note

The invoice screen does not hide these actions. If you do not have the permission for an action, Care refuses the change.

Steps​

1. Open the invoice​

  1. In the facility sidebar, select Billing.
  2. Select Invoices.
  3. For the invoice that you want to change, select See Invoice.

2. Add charge items​

Select Add Charge Item. Care opens the sheet Add Charge Items to Invoice.

  1. In the search box, enter the name of the charge item. The placeholder is "Search charge items".
  2. To see more charge items, select Other Charge Items. The keyboard shortcut is o.
  3. Select the charge items that you want to add.
  4. Select Add Selected Items.

The table in the sheet has these columns.

ColumnWhat it shows
ItemThe name of the charge item.
QuantityThe number of units.
Unit PriceThe price for one unit.
PerformerThe user who did the work.
TotalThe total amount for the charge item.

To close the sheet without a change, select Cancel.

note

Care lists only the charge items on the same account with the status Billable. When there is no such charge item, the table reads "No charge items found".

3. Open the item table​

Select Edit Items on the invoice. The keyboard shortcut is e.

Care opens the dialog Edit Invoice Items with an editable table. The table has these columns.

ColumnWhat it captures
ItemThe charge item on the invoice.
PerformerThe user who did the work. The placeholder is "Select performer".
Unit PriceThe price for one unit. The cell shows the configured currency symbol.
QuantityThe number of units.
DiscountsThe discounts for the charge item.
NoteFree text for the charge item. The placeholder is "Add notes".

To copy one value to every row, select Apply to all. The Performer column and the Discounts column each have this control.

Note: When the invoice has no items, the dialog reads "No charge items found".

4. Change the discounts​

To add a discount, select Add Discount in the Discounts cell. To remove every discount for the charge item, select Clear all. When the charge item has no discount, the cell reads "No discounts".

5. Save the item table​

Select Save. While Care saves the changes, the button reads Saving.

To close the dialog without a change, select Cancel.

6. Remove a charge item​

  1. On the invoice, find the row of the charge item.
  2. Select Remove. Care opens the dialog Remove Charge Item.
  3. Read the question "Are you sure you want to remove this charge item from the invoice?".
  4. Select Remove. While Care removes the charge item, the button reads Removing....

To keep the charge item on the invoice, select Cancel.

Expected Outcome​

  • Care shows the message "Invoice updated successfully" after a save in the item table. If the save fails, Care shows the message "Failed to update invoice".
  • Care shows the message "Charge item removed successfully" after a remove. If the remove fails, Care shows the message "Failed to remove charge item".
  • Each added charge item changes to the status Billed, and links to the invoice.
  • Each removed charge item returns to the status Billable. Care clears the link to the invoice and the paid date of that charge item.
  • Care calculates the invoice totals and the account balance again after each add and after each remove.
  • The invoice status stays Draft. No step in this flow changes the status.
info

A draft invoice shows the live charge items. When you issue the invoice, Care makes a snapshot of the line items. After that, a change to a charge item does not change the invoice.

Concepts:

References:

Flows: