Finance settings

Finance settings

NOTE: If a setting is no longer relevant or applicable, it can be set to INACTIVE using the respective toggle or DELETED using the   that appears on hover. When you left click on a specific entry, you can quickly launch the EDIT mode.

[AU] Commissions

By enabling or disabling this feature, you can control the visibility and functionality of the "Commissions" section on the Sale page across the entire company. When enabled, it allows specialists to determine and record the percentage split of commissions during a patient sale. This ensures that the correct commission calculations are applied, based on the agreed split percentages between the specialists involved.


Prefix management

These settings can only be configured during an environment setup. Prefixes will be added to a sales document number to differentiate between NHS invoice, Private invoice, Quote, and Delivery note.

Parameters:

  1. LENGTH - determines how many digits will be included in the sales document number
  2. INITIAL VALUE - determines which number will be used as a starting point
  3. PREFIX - specifies the abbreviation code that will be appended before the number
  4. BY LOCATION - when enabled, location code will be appended before the prefix
Settings for a private invoice can be as follows:



A private invoice ID based on the above settings may look like this B01INV0000022, where:
  1. B01 - location code
  2. INV - prefix for 'Invoice'
  3. 0000022 - 7-digit number 

[AU] QP validation

When QP number validation is enabled, the system will verify whether the specialist associated with a sale has a QP number. If a QP number is missing, the system will display an error message and prevent the creation of an invoice. This ensures that only specialists with a valid QP number are included on invoices.


Payment / refund methods

This tab lists methods of payment that can be used during payment and refund transactions. To add a method, click the corresponding control in the top right corner. On the create dialog, specify:
  1. Name
  2. Type*
  3. Account ID - for Zapier integrations only.
  4. Payment/refund method ID - for Zapier integrations only.
  5. Comment required - choose this option to prevent adding this payment method to a sale without an accompanying comment.
* For card type payments, there is an option to make entering the card details mandatory. When the corresponding setting is enabled, users will be required to enter the card details during payment or deposit transactions.

Credit and exchange

Info
CREDIT NOTE is used to cancel an invoice in case of errors or product returns. An EXCHANGE allows users to handle product/service exchanges.
When creating a credit note/exchange, users will have to specify a reason for doing so. This tab lists reasons to issue a credit note or create an exchange. 

Product category taxes

On this tab, you can link Avalara tax codes (goods and service types) to product categories in Manage. To create a tax code mapping:
  1. Click +CATEGORY TAX.
  2. Select a product category in Manage.
  3. Click CREATE.
Info
Each Avalara tax code can be assigned to only one product category in Manage. Once assigned, that category cannot be selected or mapped to another code.
The image below indicates that only two product categories in Manage have not been assigned tax codes.



Info
While a product category can only be mapped to an Avalara tax code once, you can still create additional tax code mappings for specific payers like Medicare or Medicaid.
To create additional tax code mappings for payers:
  1. Open +CATEGORY TAX/EDIT CATEGORY TAX dialog.
    1. Select the required CATEGORY TAX entry and click .
    2. Choose EDIT.
  2. Enable "Additional codes for payers".
  3. Choose up to two payers (Medicare, Medicaid) and assign the respective tax codes for each.
  4. Save.


Tax codes

On this tab, you can manage the list of the tax codes compatible with Avalara's tax compliance software. You can add new codes, remove existing ones, modify descriptions, or organize the codes using sorting arrows  (e.g., ).
  1. To add a code, use +CODE button.
  2. To delete a code or edit the code's description, hover over the code and click .

[US] Integrations

Waystar

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PREREQUISITES: To be able to send claims to Waystar, your company must have a valid Waystar account. If your company does not currently have an account, please visit the Waystar website to register and obtain the required account information before proceeding with the setup.
Alert
Please read the following information message at the top of the setup page before proceeding with the configuration:
“The Waystar 999 / 997 file acknowledgement is not automatically staged to the FTP download upon assumption of claims processing by Waystar, and must be configured by Waystar to be staged as such. Please contact Waystar for configuration assistance with the FTP configuration for receiving this file.“

By default, this integration is disabled. When inactive, the "Send to Waystar" option is hidden from the user flow. 

Activate the integration
  1. Ensure you have a Waystar account.
  2. Set the integration toggle to "active."
  3. Enter your Waystar credentials.
  4. Click SAVE. The connection will be automatically tested. If the credentials are incorrect, they will not be saved, and an error message will be displayed.
Once the setup is complete, you can test your connection anytime using the designated control.


Discounts

Users can define discounts that can be applied to products/services. 
When creating a discount, it is possible to choose:
  1. Discount TYPE
  2. NOT MATCHING DISCOUNTS (i.e., discounts to which this discount cannot be added).
In EDIT mode, it is also possible to specify mutually exclusive discounts.

[US] Payment provider

To streamline and enhance the accuracy of your clinic's payment process using PayJunction, on the PAYMENT PROVIDER tab, enter your merchant account details:
  1. Application key
  2. Account terminal ID
  3. Login credentials 
This setup ensures reconciliation of terminal payments with sales recorded in Manage. When sale details are recorded, the manual entry of credit card information to trigger a payment will not be required, as only a terminal is supported for processing transactions.



[US] Payers relationships

As a store administrator, you have the ability to set up a Payers Relationship dictionary that will be used on invoices. This dictionary allows you to include various relationship labels to better categorize and manage payer information.

To add a new relationship:
  1. Click +PAYERS RELATIONSHIP.
  2. Name the relationship (this could be any relevant label such as "Self," "Spouse," "Parent," "Child," and more).
  3. Select the appropriate code for the relationship. Only "Self" and "Other" options are available.
To edit/delete a relationship:
  1. Select the relationship.
  2. Use  to access the options.
Alert
When in EDIT mode, you can only change the NAME of the relationships. Therefore, it is crucial to select the appropriate code initially. Once the relationship has been created and saved, the CODE cannot be modified. Be mindful when choosing the code, as this decision is final and cannot be altered later.

[US] Payers priorities

On this tab, you can configure a Payer Priority dictionary to efficiently manage data on patient payers. This dictionary helps categorize payers based on their priority (e.g., Primary, Secondary, Tertiary, etc.).

To add a new priority:
  1. Click +PAYERS PRIORITY.
  2. Enter a priority name.
  3. Enter a unique priority code.
To edit/delete a payers priority:
  1. Select the priority.
  2. Use  to access the options.
Alert
When in EDIT mode, you can only change the priority's name. Therefore, it is crucial to choose the correct code initially. Once the priority has been created and saved, the code cannot be modified. Be mindful when selecting the code, as this decision is final and cannot be altered later.

3rd party payers /Payers

On this tab, users can manage a list of insurance companies that can be invoiced during a patient sale. It is possible add more than one work insurer per clinic.

[AU, UK] Taxes

On this tab, users can view all taxes that exist in the system. Taxes defined on this tab can be applied to products and services when creating a sale. 

[AU, UK] Tax overrides

Users can choose different taxes for different product category types. Furthermore, they can redefine standard tax values applied to product category types. NOTE: When modifying a tax or a tax value, make sure to scroll down to the bottom of the page and SAVE changes.

Redefined tax values are marked with an information icon . If you hover over the icon, a standard value will be displayed.


Price books

On this tab, you can configure price lists for different locations or different types of customers. You can make any given price book DEFAULT for the environment by selecting the corresponding option when a price book is CREATED or EDITED.
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Default price book defined here will be applied to all locations. You can select a different default option when configuring the settings for a particular location.
It is possible to include different types of products and services in different price books. To do so: 
  1. Open the selected price book
  2. Go to the PRODUCTS tab
  3. Add required products
    1. one by one via + PRODUCT 
    2. all at the same time via + ALL PRODUCTS
    3. from a file via import 
After a price book is created, you can also export it using . All prices from a selected price book will be exported to a generated XLSX file.

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