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You can choose from 6 styles of invoice, 3 styles of receipt and 2 styles of estimate. Within these choices there are options, some selectable and some automatic.
When printing invoices there is often the option to include payment details. For this reason many practices rarely print a receipt as such.
Before the various document styles are detailed it should be explained that there have been many standard sizes of paper at different times and in
different countries, but today there are basically only two systems in place: the international standard (A4 and its siblings), and the North American sizes. RxWorks has adopted the international standard and mostly uses what is know internationally as the A4 size and sometimes offers the alternative of A5. However, all RxWorks A4 reports fit equally well on Letter sized paper.
North American users should therefore use A4 settings in RxWorks where in fact their reports will be printing to Letter sized paper. There is no paper commonly available in North America that equates to A5.
RxWorks also has an option of docket sized invoices & receipts which are printed on continuous 43/8 inch paper.
The invoice styles available in RxWorks are: Invoice A5 • • • • • • • • • • • • Invoice A4
Invoice A4 with Itemized Tax Invoice A4 Account Style Invoice A4 Delivery Docket Invoice Docket
Options you can pre-configure are: Inclusion of your tax number Showing the tax as a footnote Show tax on each item
Show Clients total balance owing
Choosing Show Tax on each item overrides other choices and uses the Invoice A4 format with the addition of Net and Tax amounts.
Options available at the time of printing are: Include Paid Stamp
Print a multiple invoice
The Paid Stamp option puts details of payments made on the same day as the invoice was created at the bottom of the invoice. In fact, when receipting a payment, choosing the option Print Receipt with Matching Invoice
The Paid Stamp can be used with most invoice formats. However, using it with Invoice A4 Delivery Docket results in the invoice being printed in the Invoice A4 format and using it with Invoice Docket has no effect.
At times RxWorks prints what is called a multiple invoice. This is a document that includes charges for a number of visits. To the client it is one invoice, itemized and sub-totaled by visit.
When you choose Print > Invoice from the Financials page, if there is more than one invoice for the client on the current date, the invoice options will default to All Invoices Today which will use the multiple invoice format. You can manually override this.
As well, when you print invoices, you can select all invoices in a date range and this will also use the multiple invoice format.
The multiple invoice style overrides all other options (including Show Tax on Fee Level) and uses the Invoice A4 Account Style format.
It is important to realize when you configure the system to use a particular invoice style, other options may sometimes or always override your choice. Receipt styles available in RxWorks are:
Receipt A4 • • • • • Receipt A5 Receipt Docket
Estimate styles available in RxWorks are: Estimate A4
Estimate A5
Setting up invoice, receipt and estimate formats
There are three main steps to setting up these document formats:
Step 1 Choose your document style
To choose the document styles go to Options > Financial>Invoice Receipt and Account Styles.
From the dropdown lists choose the styles you wish to use. See Samples of Invoice Receipt and Estimate Styles on page 60 to assist your choice. You may also choose your accounting method in this area. The default is
Receipt to Client which is a form of Balance Forward accounting. Under this form of accounting payments are not linked to invoices. The alternative is
Receipt to Invoice. This is a form of open invoice accounting specifically designed to suit accounting methods in Holland. Generally it does not suit any practice outside of Holland.
The option Include Paid Stamp will cause the large PAID text seen in Figure 74 to be included on your invoice.
The option ShowBalance on Invoice should be selected with caution. You can see the result of this option also in Figure 74. However can be a
problematic option as you are printing a document that shows a client that their balance owing is a certain amount on a certain date. Should an earlier invoice be modified or a new invoice be raised for an earlier date then the balance owing shown on this invoice becomes incorrect which can cause confusion. This situation can easily arise in large animal or equine practice. In the final option Payment Notes you can define default text to print on every invoice/receipt or receipt.
An option on the Financials page of RxWorks allows you to print a range of invoices as a single document. This uses the invoice style Invoice A4 Multiple
seen in Figure 78. Another option allows you to print all invoices for all clients in a range of dates and this uses the invoice style Invoice A4 All Clients.
Step 2 Set your tax printing options
Select Options > Financial > Tax Printing Options.
Figure 73 Tax Printing Options
The Default Tax Rate field is not actually related to printing nor does it effect existing data. It is a reference field sometimes used as a default when setting up other areas of the program.
File Number allows you to add your tax number (GST/VAT/Sales Tax) into the File Number field if you require the program to include it on invoices. You can prefix the number with “GST No” or VAT No” and so on.
RxWorks always uses tax inclusive totals. However, Show on Invoice, Show on Account, Show on Estimate allow you to alternatively hide the tax
completely, show it once at the bottom of each document or show tax on each item in the document. In the case of Account Statements that include invoices you have extra choices to show tax per invoice, tax per patient.
If you choose Show Tax on Fee Level, the program will always use the Invoice A4 style, overriding any other invoice choice you make although the multiple invoice itself overrides the Show Tax on Fee level.
When tax is shown at fee level the invoice will have columns for Net, Tax and Total amounts per item. This is seen in Figure 76. The name of the tax column can be localized by your entry in the Tax Display Name.
Finally you can use Account Invoices Title to customize the heading on the invoices that may be included with Account Statements.
Step 3 Setup Page Styles for your chosen documents
To ensure the documents use the correct printer, paper bin, margins and so on their page styles must to be setup.
You actually need to setup a number of documents rather than just the ones you chose to take care of the alternative options that sometime come into effect. Make a written note of the particular document styles you chose in Invoice Receipt and Account Styles (Figure 72) or mark them in the tables below. Documents to setup according to your invoice selection:
Invoice Choice Documents to setup
Invoice A4 Invoice A4, Invoice-Receipt A4, Invoice A4 Multiple, Invoice A4 All Clients
Invoice A4 Delivery Docket2 Invoice A4 Delivery Docket, Invoice A4 Multiple, Invoice A4 All Clients
Invoice A5 Invoice A5, Invoice-Receipt A5, Invoice A4 Multiple, Invoice A4 All Clients
Invoice Account Style A4 Invoice Account Style A4, Invoice-Receipt Account Style A4, Invoice A4 Multiple, Invoice A4 All Clients
Invoice Docket Invoice Docket, Invoice A4 Multiple, Invoice A4 All Clients
Using the option Show Tax on Fee Level3 for invoices
Invoice A4 itemised tax, Invoice-Receipt A4 itemised tax, Invoice A4 Multiple, Invoice A4 All Clients itemised tax
Documents to setup according to your receipt selection:
Receipt Choice Documents to setup
Receipt A4 Receipt A4
Receipt A5 Receipt A5
Receipt Docket Receipt Docket
Documents to setup according to your estimate selection:
Estimate Choice Documents to setup
Estimate A4 Estimate A4
Estimate A5 Estimate A5
Using the option Show Tax
on Fee Level for estimates Estimate A4 itemised tax
Now open Reports Section H 4 Crystal Reports and for each of the
documents you need to setup according to the tables above, select the document from dropdown list then click Setup and select an appropriate Page Style. It is most likely that you will use the Page Style Default or Invoice A4. Page Styles are explained in detail in the RxWorks Reports Manual.
In summary…
1. Use Options > Financial > Invoice Receipt and Account Styles to select document formats
2. Use Options > Financial > Tax Printing Options to set the tax options and so on
3. Use Reports H 4 Crystal Reports to setup the printing choices for the document formats that you have selected.
Samples of Invoice Receipt and Estimate Styles
The following examples can be used to determine which document formats best suit your practice.
The invoice heading Tax Invoice for Professional Services is specific to Australian installations. In other countries this is replaced with Invoice for Professional Services.
Invoice A5
Figure 74 Invoice A5 with and without Paid Stamp
The first example in Figure 74 shows the Include Tax option evidenced by the line Includes Tax of: 17.40.
It also shows the optional Paid Stamp. This may have resulted from the user selecting Include Paid Stamp when printing the invoice but more probably because the user selected Print Receipt with Matching Invoice while receipting the payment. The end result is identical.
Printing this combined invoice/receipt is not possible until the payment is made therefore you will be asking the client before they have seen an invoice. This is considered by some to be less than desirable, especially for large value invoices.
It also combines the invoice with any payment receipted on the same date. This can be misleading if a client pays for an old invoice and on the same day has a new invoice. The amounts will not match.
Many practices therefore dispense with this option and present the client with the invoice before payment. After payment they mark it with a conventional PAID stamp.
RxWorks is hesitant to recommend the use of A5 paper.
While A5 appeals because it uses less volume of paper, this is partly offset by more of your invoices running to 2 pages.
As well A5 can be harder to source and is often more expensive than A4 because of lower sales volumes.
Invoice A4
Figure 75 Invoice A4
As with the previous example Figure 75 shows the Include Tax option and the
Invoice A4 with Itemized tax
Figure 76 Invoice A4 with Itemized Tax
This is Invoice A4 but with the tax option Show Tax on Fee Level. Two extra columns are created to show Net and Tax (GST/VAT/Sales Tax) amounts. The heading for the tax column can be localized in Options > Finance > Tax Printing Options (Figure 73).
When you choose this option (Show Tax on Fee Level) it will use the Invoice A4 format no matter what actual format you have chosen. In other words, if you chose Invoice A5, Invoice A4 Account Style or Invoice A4 Delivery Docket and then select the Show Tax on Fee Level option, it will end up using Invoice A4 with itemized tax.
Invoice A4 Account Style
Figure 77 Invoice A4 Account Style
Invoice A4 Multiple
Figure 78 Invoice A4 Multiple
This is the same format as Invoice A4 Account Style. Invoices are automatically printed with this style when you select a range of invoices to print to one
Invoice A4 Delivery Docket
Figure 79 Invoice A4 as Delivery Docket
This is the same format as Invoice A4 with two important differences designed for rural practices.
The wording Tax Invoice is removed to prevent the client claiming it as a tax input. The real tax invoice can then be printed with the account statements. As well, it does not show the balance outstanding. In rural practice it is
common for farm employees or neighbors to collect merchandise on the farmers behalf. Many farm clients consider their outstanding balance to be private information.
Invoice Acknowledgement Slip
Figure 80 Invoice A4 with Tear-off Acknowledgement Slip
This is a customized format that may help with your legal requirements regarding withholding periods and special instructions. It is also proof of delivery and proof of purchase should there be a credit card dispute. It requires your invoices to have a perforated strip and the wording (shown here in blue) pre-printed.
You then setup a special page style with a very large bottom margin, carefully adjusted so the Ref no. and date-time stamp are printed at the top edge of the tear off strip. The Ref is the client number and in combination with the date
Invoice Docket and Receipt Docket
Receipt A4
Figure 82 Receipt A4
Estimate A4
Figure 83 Estimate A4