Invoicing & Billing

Billing is the hospital's financial backbone. The rule is simple: one invoice per service type. These invoices are very similar in structure and then differ in their lines by service type. All of them are documents that produce an accounting effect.

Where the invoices are

Each invoice sits in the menu group of the service it bills:

Invoice	Menu
Check Invoice, Accommodation Invoice, Attendant Invoice, Supervision Invoice	Hospital Management System → Documents
Laboratory Test Invoice	Hospital Management System → Laboratory Tests
Radiology Invoice	Hospital Management System → Radiology
Surgery Invoice	Hospital Management System → Surgeries
Physical Therapy Invoice	Hospital Management System → Physical Therapy
Pharmacy Invoice, Pharmacy Return	Hospital Management System → Pharmacies
Blood Bank Invoice, Blood Bank Return	Hospital Management System → Blood Banks
Medical Supplies Invoice, Services Invoice, Service And Supply Invoice, Supply Return	Hospital Management System → Medical Services
Surgery Package Invoice	Hospital Management System → Surgery Package Deal
Closing Patient Invoice	Hospital Management System → Closing Invoice

Their own buttons: the Check Invoice has Create Patient Admission, which opens a new admission for the patient being examined; the Closing Patient Invoice has Collect Invoices (below). Every priced invoice except the returns, the surgery package invoice and the closing invoice also has three actions in its More menu — see Freezing a price.

The common pattern across all invoices

Service invoices share one skeleton:

1. Document header — document code, term, issue and value dates, fiscal period, and dimensions.
2. Patient context — patient, patient admission (linking the charge to the admission), insurance company and class, patient/company endurance percentages, often the doctor, specialty and document category, and the cost-bearing parties.
3. Service lines — each with a rich price block that computes: price, discount 1/2, patient/insurer split (a percent and value each), the insurance max value from the approval and from the admission, taxes split between patient and insurer, total patient due and total insurance due, and the cost percentage/value with its allocation to subsidiaries.
4. Totals — mirroring the above at document level.
5. Overhead lines — on most invoices.

Split billing is the core idea

Every line is automatically divided into a patient share and an insurance share (using the endurance percentages from the insurance approval and the admission), each taxed separately and recorded on a distinct account named on the invoice's document term. That term is what maps the value types (patient value, insurance value, discounts, taxes, cost, subsidiary cost) to ledger accounts — pair by pair, and only where both sides are filled. See Invoice Document Terms.

Service invoices

These follow the service pattern (price + supervision + addition-time cost for surgeries):

• Accommodation Invoice — the room/bed accommodation fee, usually auto-generated from the accommodation document.
• Attendant Invoice — accommodation for the patient's companion.
• Lab Test Invoice — lab tests, with optional supplies and services.
• Radiology Invoice — imaging and its supplies.
• Physical Therapy Invoice — physiotherapy sessions.
• Supervision Invoice — the doctor's supervision of the patient.
• Services Invoice — general medical services.
• Check Invoice — the outpatient consultation, uniquely carrying a Medicines grid for drugs prescribed at the visit.

The richest of these is the Surgery Invoice: three tabs (surgery, supplies, services), with anesthesia and assistant doctors, price classifiers, accommodation info and attachments in the header; the surgery line breaks the fee into its components (open surgery, surgeon, assistant, anesthesia, other) with standard and additional hours. The supplies tab is a full inventory line that produces a stock issue.

Inventory invoices and returns

These invoices move stock and add Service Fees accounts; their line is a full inventory line (item, unit, lot, batch, expiry, warehouse):

• Pharmacy Invoice and Pharmacy Return — dispensing drugs and returning them.
• Supplies Invoice and Supply Return — issuing supplies and returning them.
• Service And Supply Invoice — services and supplies on one document.
• Blood Bank Invoice — issuing blood units and related services (moves blood stock).

The surgery package invoice

Surgery Package Invoice bills an operation against an agreed package price instead of itemized billing. It shows the agreed price total, the actual total and the difference, and per item: the agreed price, the actual price, and the difference and revenue difference. Accounting-wise, it records the gap between the package price and the actual cost of services via dedicated difference accounts.

The closing invoice

Closing Invoice is the discharge settlement document. When a patient leaves, this single invoice gathers every individual invoice issued during the stay into one statement, then applies admission-level taxes, fees and discounts to reach the final amount owed by the patient/insurer.

Its heart is the Collect Invoices button, which pulls all the patient's invoices tied to the admission into the details grid (invoice, date, value). Its header carries the admission, patient and in-date, plus Tax 1/2, Fees 1/2 and Discount 1/2 fields (percent + value) for admission-level adjustments. It does not record the collected invoices again — each of them has already created its own entry. What the closing invoice records is only those admission-level taxes, fees and discounts, through the sides on its term (see Stay and Operations Document Terms).

Freezing a price

When the invoice's term has Update Prices With Save ticked, every save looks each line's price up again from the insurance approval and the price lists, so a price typed at the desk is overwritten the next time anyone saves. Three switches on the invoice stop that, one per grid:

• Allow Changing Main Prices — the main service, drug or supply lines keep their prices;
• Allow Changing Services Prices — the services grid keeps its prices;
• Allow Changing Supplies Prices — the supplies grid keeps its prices.

On a saved invoice they are switched on from the More menu, using the actions of the same names; the invoice reopens with the switch ticked. Without Update Prices With Save on the term, prices are only looked up when a line is entered and the switches make no difference. See Invoice Document Terms.

Messages you may see

Several of these only appear when the invoice's term config asks for them: the empty-grid rules are switched on by Prevent Save Without Services and Prevent Save Without Supplies, and the two surgery-per-admission rules by their own options on the surgery term.

Message	Why	What to do
Main lines can not be empty — «لا يمكنك ترك نفاصيل الرئيسية فارغة»	The invoice's main service grid has no rows. Every invoice except the Check Invoice and the Attendant Invoice requires at least one; on a pharmacy invoice or return it is the term option Prevent Save Without Supplies that raises it.	Add the service, drug or supply line that is being billed.
Services lines can not be empty — «لا يمكنك ترك نفاصيل الخدمات فارغة»	The invoice's term config has Prevent Save Without Services ticked and the Services grid is empty.	Add a services row, or untick that option on the term config if services are genuinely optional here.
Supplies lines can not be empty — «لا يمكنك ترك نفاصيل المستلزمات فارغة»	The invoice's term config has Prevent Save Without Supplies ticked and the Supplies grid is empty.	Add a supplies row, or untick the option on the term config.
The current discount value {0} is greater than the max discount value {1} of current employee — «قيمة الخصم الحالى {0} أكبر من اقصى قيمة خصم {1} للموظف الحالى»	A discount value exceeds the maximum the employee behind the logged-in user is allowed to give. On a line discount the two numbers are not filled in and the message shows {0} and {1} literally; on the surgery package invoice's header discount they are.	Reduce the discount, or have the invoice entered by someone whose employee record allows it. The limits are the Max Discount fields on the employee file.
The current discount percentage {0} is greater than the max discount percentage {1} of current employee — «نسبة الخصم الحالية {0} أكبر من اقصى نسبة خصم {1} للموظف الحالى»	As above, for a discount percentage rather than a value.	As above.
Surgery type {0} is repeated — «نوع عملية {0} مكرر»	Two surgery lines on a Surgery Invoice name the same surgery type, and the term config does not allow repeating it.	Merge the lines, or tick Allow Repeating Surgery Type In Invoice Line on the surgery term config if two operations of the same type really were performed.
Surgery type {0} was not found in the surgery lines — «نوع العملية {0} غير موجود فى سطور العمليات الجراحية»	A supplies or services row on a Surgery Invoice is attributed to a surgery type that has no line in the surgery grid.	Correct the surgery type on the row, or add the missing surgery line — every supply and service must hang off an operation being billed.
From Date can not be after To Date — «من تاريخ يجب أن يكون قبل إلى تاريخ»	On a Surgery Invoice line, the surgery-hours from date and hour fall after the to date and hour.	Correct the surgery hours; the check compares date and hour, so an operation crossing midnight needs the later date on the To side.
There is an invoice {0} on the admission {1}, you can not create more than one invoice on the same admission — «لا يمكنك إنشاء أكثر من فاتورة على استمارة دخول المريض {1}، حيث يوجد فاتورة {0} على نفس استمارة دخول المريض»	The surgery term config has Do Not Create More Than Invoice On The Same Admission ticked and a committed Surgery Invoice already exists for this admission.	Add the lines to the existing invoice, or cancel it first.
There is an invoice {0} on the admission {1} and surgery type {2}, you can not use the same surgery type more than once — «يوجد فاتورة {0} للاستمارة {1} لنوع العملية {2} - لا يمكنك انشاء اكثر من فاتورة لنفس نوع العملية الجراحية»	The surgery term config forbids the same surgery type twice on one admission, and a committed invoice on this admission already bills that type.	Bill the operation on the existing invoice, or relax the option on the term config.
Surgery request used in another surgery invoice — «طلب العملية الجراحية مستخدم بالفعل فى فاتورة عملية جراحية اخرى»	The From Document is a surgery request that is already linked to a different Surgery Invoice.	Open the request to find the invoice it belongs to; one request bills once.
The patient Admission {0} does not have a surgery package — «إستمارة الدخول {0} ليس بها اتفاق عملية»	A Surgery Package Invoice names an admission that carries no agreed surgery package, so there is no package price to bill against.	Put the package on the admission, or bill the operation with an ordinary Surgery Invoice.
You can not create closing document for the admission document {0} because that document already has an closing document {1} — «لا يمكن عمل فاتورة ختامية لهذا السند {0} حيث أنه له فاتورة ختامية بالفعل {1}»	The admission already has a Closing Invoice — the message names it. One discharge settlement per admission.	Open the existing closing invoice and press Collect Invoices again to pick up anything added since, or cancel it before writing a new one.