Editing a Closed Invoice

Overview

This tutorial will review how to correct or edit a closed invoice.

Estimated Time to Complete – 10 minutes

Instructions

Click the tabs below based on the version of the Wise Option software you need instructions on.

Desktop App

Video How-To

<Video Coming Soon>

Step-by-Step Guidance

Editing an Invoice (other than Frozen Storage)

1. Open the invoice that needs an adjustment

2. Click "Adjust Invoice" at the top right

3. Confirm and click "Yes" when asked

4. If you use Credit Allocations and the invoice has been allocated, this process will automatically de-allocate the invoice. Please ensure it is allocated correctly after closing the invoice when completing the steps below.

5. The invoice is now Pending and ready for adjustments. It is important to note that while an invoice is Pending, it is NOT on the customer account.

6. Some Common Adjustments:

   1. Changing or Adjusting the invoice owner:

      1. Click "Edit Invoice Properties"

      2. To edit the percentage a customer owes on the invoice:

         1. Click the percentage they currently owe > click edit (pencil icon)

         2. Enter the appropriate percentage > Save

         3. Repeat as needed for any other owners

      3. To change the owner of the invoice:

         1. Click the percentage they currently owe > click delete (X icon)

         2. This will remove that customer from the invoice

         3. Search for the new owner > click add (+ icon)

         4. Enter the percentage they own of the invoice

         5. Repeat as needed for any other owners

      4. Save

      5. Please note that adjusting the ownership here ONLY changes it for this invoice.

      6. If the patient's ownership needs to be changed for future records, please go to the patient file and change the ownership there.

      7. Please note it is NOT possible to edit the ownership of an OTC or Herd Work Invoice

      8. Changing the Invoice Date:

         1. Click "Edit Invoice Properties"

         2. Change Date

         3. Save

         4. Please note: This only changes the Invoice Date, not the date of any procedures present in the invoice.

      9. Remove an item

         1. Click the red "X" at the end of the appropriate record

      10. Changing the unit price of an item

          1. Click the unit price of the item in the grid to update

      11. Changing Prescribed By and/or Performed By

          1. Click the pencil icon at the end of the procedure

          2. Change the Prescribed By and or Performed By

          3. Click Save

          4. Repeat as needed on other items

      12. Changing the Invoice Doctor:

          1. Click "Edit Invoice Properties"

          2. Change Invoice Doctor

          3. Save

          4. Please note: This only changes the Invoice Doctor, not prescribed by or performed by of any of the procedures present in the invoice.

7. Save & Close the invoice

   1. Review the invoice

   2. Click Close Invoice

   3. If using credit allocations, ensure the invoice is applied to the appropriate payment if present.

Editing a Frozen Storage Invoice

1. Go to the customer account for which the invoice was billed to

2. If you utilize Credit Allocations, you must deallocate the invoice before proceeding. Please reallocate the invoice once the steps below are complete

3. Highlight the invoice record by clicking on a non-hyperlink value (i.e. date)

4. Click "Cancel Event" at the bottom of the form

5. Confirm and click "Yes" when asked if you would like to open the pending invoice

6. The invoice is now Pending and ready for adjustments. It is important to note that while an invoice is Pending, it is NOT on the customer account.

7. Adjustments:

   1. Changing or Adjusting the invoice owner:

      1. Click "Edit Invoice Properties"

      2. To edit the percentage a customer owes on the invoice:

         1. Click the percentage they currently owe > click edit (pencil icon)

         2. Enter the appropriate percentage > Save

         3. Repeat as needed for any other owners

      3. To change the owner of the invoice:

         1. Click the percentage they currently owe > click delete (X icon)

         2. This will remove that customer from the invoice

         3. Search for the new owner > click add (+ icon)

         4. Enter the percentage they own of the invoice

         5. Repeat as needed for any other owners

      4. Save

      5. Please note that adjusting the ownership here ONLY changes it for this invoice.

      6. If future storage of the semen or embryo needs to be adjusted, this must be done through the Frozen Semen or Vitrified Embryo inventory

      7. Remove an embryo or frozen semen record from the invoice:

         1. Click the red "X" at the end of the appropriate record

         2. Please note that adjusting the records here ONLY changes it for this invoice and does NOT automatcally change the invoice amount.

         3. If future storage of the semen or embryo needs to be adjusted, this must be done through the Frozen Semen or Vitrified Embryo inventory

      8. Adjusting the invoice total

         1. Adjust the subtotal field at the bottom right

         2. Click Save

         3. Please note that adjusting the records here ONLY changes it for this invoice.

         4. If future storage of the semen or embryo rates needs to be adjusted, this must be done through the Frozen Semen or Vitrified Embryo inventory

8. Save & Close the invoice

   1. Review the invoice > Click Save

   2. Click Close Invoice

   3. If using credit allocations, please re-apply the credit to the invoice if applicable.

Web App

Video How-To

<Video Coming Soon>

Step-by-Step Guidance

Editing Miscellaneous, Ambulatory, Herd Work, OTC, Dsipended, Show, Outpatient, or Inpatient invoices:

1. Open the invoice that needs an adjustment

2. Click "Adjust Invoice" at the top right

3. Confirm and click "Yes" when asked

4. If you use Credit Allocations and the invoice has been allocated, this process will automatically de-allocate the invoice. Please ensure it is allocated correctly after closing the invoice when completing the steps below.

5. The invoice is now Pending and ready for adjustments. It is important to note that while an invoice is Pending, it is NOT on the customer account.

6. Some Common Adjustments:

   1. Changing or Adjusting the invoice owner:

      1. Click "Edit Invoice Properties"

      2. To edit the percentage a customer owes on the invoice:

         1. Click the percentage they currently owe > click edit (pencil icon)

         2. Enter the appropriate percentage > Save

         3. Repeat as needed for any other owners

      3. To change the owner of the invoice:

         1. Click the percentage they currently owe > click delete (X icon)

         2. This will remove that customer from the invoice

         3. Search for the new owner > click add (+ icon)

         4. Enter the percentage they own of the invoice

         5. Repeat as needed for any other owners

      4. Save

      5. Please note that adjusting the ownership here ONLY changes it for this invoice.

      6. If the patient's ownership needs to be changed for future records, please go to the patient file and change the ownership there.

      7. Please note it is NOT possible to edit the ownership of an OTC or Herd Work Invoice

      8. Changing the Invoice Date:

         1. Click "Edit Invoice Properties"

         2. Change Date

         3. Save

         4. Please note: This only changes the Invoice Date, not the date of any procedures present in the invoice.

      9. Remove an item

         1. Click the red "X" at the end of the appropriate record

      10. Changing the unit price of an item

          1. Click the unit price of the item in the grid to update

      11. Changing Prescribed By and/or Performed By

          1. Click the pencil icon at the end of the procedure

          2. Change the Prescribed By and or Performed By

          3. Click Save

          4. Repeat as needed on other items

      12. Changing the Invoice Doctor:

          1. Click "Edit Invoice Properties"

          2. Change Invoice Doctor

          3. Save

          4. Please note: This only changes the Invoice Doctor, not prescribed by or performed by of any of the procedures present in the invoice.

7. Save & Close the invoice

   1. Review the invoice

   2. Click Close Invoice

Editing a Frozen Storage Invoice

1. At this time, it is not possible to edit a frozen storage invoice from the web app.

Mobile App (iOS/Android)

Video How-To

<Video Coming Soon>

Step-by-Step Guidance

Editing Miscellaneous, Ambulatory, Herd Work, OTC, Dsipended, Show, Outpatient, or Inpatient invoices:

1. Open the invoice that needs an adjustment

2. Click "Adjust Invoice" at the top right

3. Confirm and click "Yes" when asked

4. If you use Credit Allocations and the invoice has been allocated, this process will automatically de-allocate the invoice. Please ensure it is allocated correctly after closing the invoice when completing the steps below.

5. The invoice is now Pending and ready for adjustments. It is important to note that while an invoice is Pending, it is NOT on the customer account.

6. Some Common Adjustments:

   1. Changing or Adjusting the invoice owner:

      1. Click "Edit Invoice Properties"

      2. To edit the percentage a customer owes on the invoice:

         1. Click the percentage they currently owe > click edit (pencil icon)

         2. Enter the appropriate percentage > Save

         3. Repeat as needed for any other owners

      3. To change the owner of the invoice:

         1. Click the percentage they currently owe > click delete (X icon)

         2. This will remove that customer from the invoice

         3. Search for the new owner > click add (+ icon)

         4. Enter the percentage they own of the invoice

         5. Repeat as needed for any other owners

      4. Save

      5. Please note that adjusting the ownership here ONLY changes it for this invoice.

      6. If the patient's ownership needs to be changed for future records, please go to the patient file and change the ownership there.

      7. Please note it is NOT possible to edit the ownership of an OTC or Herd Work Invoice

      8. Changing the Invoice Date:

         1. Click "Edit Invoice Properties"

         2. Change Date

         3. Save

         4. Please note: This only changes the Invoice Date, not the date of any procedures present in the invoice.

      9. Remove an item

         1. Click the red "X" at the end of the appropriate record

      10. Changing the unit price of an item

          1. Click the unit price of the item in the grid to update

      11. Changing Prescribed By and/or Performed By

          1. Click the pencil icon at the end of the procedure

          2. Change the Prescribed By and or Performed By

          3. Click Save

          4. Repeat as needed on other items

      12. Changing the Invoice Doctor:

          1. Click "Edit Invoice Properties"

          2. Change Invoice Doctor

          3. Save

          4. Please note: This only changes the Invoice Doctor, not prescribed by or performed by of any of the procedures present in the invoice.

7. Save & Close the invoice

   1. Review the invoice

   2. Click Close Invoice

Editing a Frozen Storage Invoice

1. At this time, it is not possible to edit a frozen storage invoice from the mobile app.

---

Resources

Welcome!