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Stage Five—Submit, authorise and post the bill (AE)/ Confirm and post the bill (AO)

Practice Manager only

Bills can be submitted, authorised and posted (AE)/ confirmed and posted (AO) using the Billing Wizard.

Once a draft bill is created and further changes are required:

AO

The bill can be altered and then posted from the Billing Main page (see Posting a draft bill).

AE

The bill can be amended if the status is draft, however, if already submitted, the bill must be put back to draft before changes can be made. Once complete, the bill is submitted, authorised and posted from the Billing Main page (see

Authorising and posting bills

).
To submit, authorise and post a bill/confirm and post a bill

  1. Complete Stage Four—Set billing address in the Billing Wizard.

  2. Click Next. The Stage Five—Submit, Authorise and Post the bill (AE)/Confirm and Post the bill (AO) window opens.

  3. Review the information entered for the bill.

  4. (AO) Click Finish to leave the bill in a draft status. The draft bill opens in the Billing Main page.

    Go to step 8.

  5. (AE) Click Submit  Submit_button.gif .

    If the bill includes transactions already in another draft bill, a message window is displayed.
    Click Yes to continue the billing or No to cancel.

  6. (AE) Click Authorise.

    If the bill includes transactions already in another draft bill, then a message window is displayed.
    Click Yes to continue the billing or No to cancel the authorisation.

     

    The Select Employee window opens with the current user selected by default.

  7. (AE) If the default employee who is to authorise the bill is incorrect, click the ellipse button to find and select the person who will authorise the bill.

    Once a bill is authorised, the authorisation status changes from Unseen to Authorised and the responsible employee’s name is displayed beside it.

  8. Click Post. This finalises your bill by committing the transactions permanently and moving the client WIP into debtors.

    If the bill includes transactions already in another draft bill, then a message window is displayed.

    Answer No to cancel the posting and check for other draft bills created for this client from their Bills tab and review the billed items. Amend one of the draft bills and exclude the duplicate transactions from being billed; otherwise the entries and will be overbilled and will go into credit.

  9. Click Yes. The Bills Ready To Print window opens. This lists all posted bills which have not been printed.

  10. Preview and print the bills that need to be handed to the client or sent in the mail and mark them as Printed OK.

    If you need to email the remaining bills that were not printed, select Billing > Ready to Print and then tag the invoices to be emailed and click Send via email.

    See Emailing bills for Practice Manager only or Bulk emailing bills with Document Manager if using Document Manager.

  11. Click Close. The window closes. The client’s Bills tab displays the posted bill in the Full Billing History list.