Invoices
Invoices & Quotations holds the bills and quotations the hospital sends to outside clients, with their PDFs, receipts and a public page that proves a printed invoice is genuine.
For the step-by-step, see Raise an invoice.
Screens
| Screen | Where | What it is for |
|---|---|---|
| Invoices & Quotations | Menu › Finance › Invoices | All invoices and quotations of your units, with totals, search and filters. |
| Create New Invoice | Create invoice | The invoice form. |
| Invoice page | Select an invoice | Details, lines, totals and the Actions card: status, Generate PDF, View PDF, Receipt PDF, Send email, Delete. |
| Invoice Verification | The QR code on the PDF | A public page, no sign-in, at /verify/invoice/<code>. Says Verified and authentic or why the invoice cannot be verified, and shows its number, type, status, client, dates, grand total and balance due. |
- Create invoice.
- Totals. Matching documents, Awaiting payment (sent, approved and partly paid) and the Balance due in each currency.
- Search and filters. Search by client, number or title; filter by type and status. People with the cross-unit view also get a unit filter. The list columns are Document, Client, Due, Total, Balance and Status.
Who can use it
| Permission | Allows | Held by (UATH roles) |
|---|---|---|
| View Invoices | See the invoices of your units. | Finance officers, DFA, Billing officers, CMD & executive offices, Head of Audit, Procurement |
| Add Invoices | Create invoices and quotations. | Finance officers, DFA, Billing officers |
| Edit Invoices | Change invoices and their status. | Finance officers, DFA, Billing officers |
| Approve Invoices | See invoices (and expenses) across all units. | CMD & executive offices |
| Generate Invoice PDF | Produce the signed PDF. | Finance officers, DFA, Billing officers |
| Send Invoices by Email | Email the invoice to the client. | Finance officers, DFA, Billing officers |
| Verify Invoices, Export invoices | Check authenticity; download the list as CSV. | Finance officers, DFA, executive offices |
| Delete Invoices | Archive invoices. | System administrators |
Statuses
- Draft
- Being prepared.
- Sent
- With the client.
- Approved
- Accepted by the client.
- Partially paid
- Some money received. Receipt PDF becomes available.
- Paid
- Settled. Receipt PDF is available.
- Cancelled
- No longer due. Deleting an invoice also sets it to cancelled (unless it was paid).
- Expired
- A quotation past its date.
Statuses are set by hand in the Actions card. The screen does not yet record amounts received, so Paid and Balance due keep the figures from when the invoice was created.
Key fields
- User group
- The unit raising the invoice; decides who can see it.
- Type
- Invoice or Quotation. Each has its own numbering.
- Currency
- NGN, USD, EUR, GBP, AED or SAR.
- Issue Date, Due Date
- Customer (Optional)
- A saved customer; fills in the client’s details.
- Client Name, Client Email, Client Phone
- Printed on the invoice. The email is needed for Send email.
- Notes
- Printed on the invoice.
- Line items
- Description, quantity and unit price. Totals show subtotal, tax, discount, paid and balance due.
Related
- Raise an invoice
- Customers
- Payments (money going out)