Orders and Invoices differ in that an order does not go to the general ledger as a sale or accounts receivable. An order would be created when the work is not yet completed. A facility would want to keep track of all items in process (like a prosthesis that may take a few days to complete) in the system as an Order, instead of keeping track of it on paper. Reports can be run for orders as they are run for invoices, including aging reports. Orders can be changed to invoices at any time. When there are automatic general ledger entries made to sales and accounts receivable, an order is changed to an invoice.
Advanced write-offs are not allowed, therefore write-offs can't be made to an order; it would have to be changed to an invoice first.
Orders or invoices can never be deleted, but they can be voided if payment has not been applied. To void an invoice, change the type to a V. In order to void an invoice that has payments, the payments would have to be deleted. If there are payments on an invoice that must be refunded, use the Refund Screen.
Invoice Date/Date of Service - it is recommended that these two dates are the same. Otherwise, the sales figures for the month will be over or understated. Sales reports are pulled from the Invoice Date.
Service Site - The basis for work in progress reports on where the practitioner saw the patient. Also, if printing a HCFA form, the information for box 24 B and 32 is pulled from the service site.
Entering an Invoice