This article will cover the importance of closing open invoices before your data pull. Topics covered will include:
- Why you should finalize your invoices before the Final Data Pull
- Closing or finalizing Invoices in the former PIMS
- Scenarios for when to close, finalize, or replicate invoices in Pulse
- Confirming closed unpaid invoices in Pulse after system conversion
Why Close Invoices Before the Data Pull
Prevent Data Duplication
Closing invoices prevents data duplication in the new system. If open invoices are transferred, there is a risk of creating duplicate records, leading to confusion and errors.
Closed invoices record completed transactions. It ensures accountability and traceability of all financial activities, making it easier to audit and track transactions in the future.
Closing invoices simplifies the reconciliation process. It allows for more accessible records matching between the old and new systems, reducing the chances of errors during the reconciliation process.
Improved Data Migration
A clean dataset with closed invoices facilitates a smoother data migration. It reduces the complexity of mapping and transferring data, ensuring a more efficient migration process.
Closing Open Invoices Before Migrating to Pulse
Ensure all invoices are accurately closed out in the current system before the final data pull to Pulse, guaranteeing a smooth transition and accurate financial records.
Review Open Invoices
- Generate a report listing all open invoices in the current system.
- Organize invoices based on pending pick up of medications, patients still in practice, and services delivered without payment received at the time of service.
- Outstanding balances.
Update the status of each invoice in the system to reflect “closed” once payment is received or services are confirmed as provided without outstanding payments.
Please see your current PIMS (practice management system) Support/User Guides to ensure patient services/treatments are finalized and invoices are closed.
Ensure all team members involved in the invoice closure process know their responsibilities and adhere to the established guidelines.
Use Case Scenario Examples
SCENARIO I: When to Finalize the Invoice
Products Pending Pick Up
At Healthy Paws Animal Hospital, the staff is transitioning from their previous system to a new software system, Pulse. Emily, the clinic manager, oversees the migration process. As part of the transition, there are pending medications that clients need to pick up. Emily ensures invoices are finalized in the old system before the final data pull.
In Pulse, if a client decides they no longer want the medication or never picks it up, Emily can remove this carry-over balance item from the invoice by marking the invoice as Open, clicking on the treatment item from the Invoice, and removing it from the patient’s treatment page.
Please consult your current PIMS Support or User Guide on how to remove undelivered treatments from invoices or client balances.
This meticulous record-keeping ensures accurate inventory management and financial tracking, even during software migration. By closing out pending medications and handling potential returns promptly, the clinic maintains streamlined operations and provides optimal customer service during this transition period.
SCENARIO II - When to Remove the Invoice From Source PIMS and Recreate the Invoice in Pulse vs. Finalizing in Source PIMS
At PetCare Clinic, the team is transitioning to a new software system, Pulse, from their existing one. As part of this migration, there are pending invoices for services rendered. Chloe, the head veterinary technician, is responsible for ensuring a smooth transition of client records.
Payments Pending for Services Rendered
In some instances, services have been provided but payment was not received at the time of service. If the invoice is ready to be finalized, do so in your source system so that it is added to your accounts receivable, and a carryover balance will apply upon final conversion.
Refer to Carry Over Accounts Receivable Balances After Migration to Pulse for detailed instructions to carry over accounts receivable balances.
Services Pending (i.e., Newly Hospitalized Patients)
In other cases, it is desirable to leave the invoice open. If that is the case, Chloe ensures that the invoice is removed from the source system before the migration, and then recreates the invoice in Pulse. By doing so, the practice prevents double entry in the medical records and maintains accuracy in their billing.
This approach ensures that all client transactions are correctly recorded in the new system, streamlining the process, and ensuring a seamless transition for the clinic and its customers.
SCENARIO III – When to Finalize Invoices for Active Patient Treatments
At Healthy Paws Veterinary Hospital, the team is in the final stages of migrating their system to Pulse. Among the challenges are patients still in the building, specifically those hospitalized or boarding, who will be checked out after the transition.
1. Finalizing Invoices Before Data Pull
Michelle, the lead receptionist, ensures that all invoices for hospitalized patients and boarders are finalized in the existing system up to the end of the business day before the final data pull. This step guarantees that the current system accurately reflects all services rendered and charges incurred.
2. Adding New Charges In Pulse
As new charges may occur, such as additional treatments or medication, Michelle adds these charges directly into Pulse. This step ensures that any new services provided after the final data pull are recorded accurately in the new system.
3. Finalizing Invoices For A/R
To maintain a clear Accounts Receivable (A/R) record, Lisa, the Office Manager, updates the invoice status to Closed in Pulse. By closing out these invoices, they are moved from an Open status to Closed. This indicates that the services have been provided and the hospital is awaiting payment.
4. Checking out the Invoices in Pulse
When the customers arrive to check out their pets, Pulse will display two invoices*. An invoice that includes a Carry Over Balance line item (the existing balance from the source PIMS) and another with the added charges in Pulse. The customer can make one payment towards both invoices and receive a single receipt that contains all the treatments and services rendered.
By combining the existing balance from the old system with any new charges in the new system, the clinic ensures a smooth check-out process for the customers. This approach maintains financial accuracy, providing a seamless experience for the clinic and its clients during the software transition.
*You cannot merge invoices in Pulse. If you would like to add new treatment items to the converted invoice with the carry-over balance item, please mark that invoice as Open before you add new treatments.
Confirming Closed Unpaid Invoices in Pulse After System Conversion
Confirm transfer accuracy for all closed unpaid invoices from the former system into Pulse after the system conversion, ensuring data integrity and seamless financial continuity.
1. In Pulse
Validate client’s open balances converted correctly.
2. Run an Accounts Receivable Report
- In Pulse, click on Menu > Reports.
- Click the Edit pencil next to the Accounts Receivable report.
- In Report Information, click New Run.
- Enter a name for the report in the Report Run Name.
- Select All for Invoice Age.
- Minimum Balance should be 1.
- Select the option to Include accounts with a credit.
- Remove any other filters.
- Click Generate.
3. Data Reconciliation
Verify that the total amount in Pulse matches the sum of the outstanding balance in your former PIMS.
Ensure that all entered closed unpaid invoices are accurate and complete in Pulse.