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Version: 3.1

Cancel an invoice

Overview​

This flow describes how to void an invoice in Care. Void an invoice when the invoice is no longer collectible, or when someone raised the invoice by mistake.

Pre-requisites​

  • The invoice is raised at the facility, and you can open the invoice.
  • You know why you void the invoice. The invoice is no longer collectible, or someone recorded the invoice by mistake.
  • If the invoice is locked, you have the extra permission listed below.
  • You have the permissions listed below.

Permissions​

PermissionAccess
Can Read InvoiceLets you open the invoice.
Can Write InvoiceLets you cancel an invoice inside the free-cancel period.
Can Destroy InvoiceLets you cancel an invoice after the free-cancel period. Granted to the Facility Admin role and the Admin role.
Can Manage Locked InvoiceNeeded in addition if the invoice is locked.

:::info The free-cancel period The permission that Care needs depends on the age of the invoice. Inside the free-cancel period after the invoice was created, Can Write Invoice is enough. After that period, Care needs Can Destroy Invoice. The length of the free-cancel period is a deployment setting. The period is zero minutes unless your deployment changes the setting. With the default setting, a cancellation always needs Can Destroy Invoice. :::

warning

The invoice screens do not hide these menu items. A user without the permission sees the menu items. Care refuses the action and shows the message "Cannot cancel invoice".

Steps​

1. Open the invoice​

  1. Select Billing in the facility sidebar.
  2. Select Invoices.
  3. Select See Invoice for the invoice that you want to void.

2. Open the more-options menu​

Select the more-options menu next to Print. The more-options menu shows a vertical ellipsis.

3. Select the menu item for your reason​

The menu has two choices.

Menu itemWhen to use the menu item
Mark as CancelledThe invoice is no longer collectible.
Mark as entered in errorSomeone recorded the invoice by mistake. Care retracts the invoice.

4. Confirm the action​

Care shows a dialog with the title Confirm.

  • For Mark as Cancelled, the dialog reads "Are you sure you want to mark this invoice as cancelled?".
  • For Mark as entered in error, the dialog reads "Are you sure you want to mark this invoice as entered in error?".

Select Confirm to continue. Select Cancel to keep the invoice.

5. Review the active payments and credit notes​

If the invoice has active payments or credit notes, Care shows a second step. The heading is "Cancel Invoice with Active Payments". For the other menu item, the heading is "Mark as Entered in Error with Active Payments".

The step reads: "This invoice has active payments or credit notes. Cancelling this invoice will not automatically cancel those transactions. You may need to cancel the payments or issue refunds as needed."

Care lists the Active Payments and the Active Credit Notes with their totals. Read the lists before you continue.

Select Proceed to void the invoice. Select Cancel to keep the invoice.

:::warning Care does not reverse the money Care does not reverse the payments and the credit notes that you recorded against the invoice. Cancel those payments separately, or issue the refunds separately. See Record a payment against an invoice. :::

Expected Outcome​

  • Care shows the message "Invoice cancelled successfully".
  • The status badge changes to Cancelled or to Entered in Error.
  • Every charge item on the invoice returns to the status Billable. Care clears the link to the invoice and the paid date. You can put those charge items on a new invoice.
  • Care keeps the payments and the credit notes that you already recorded.
  • If the action fails, Care shows the message "Failed to cancel invoice".

:::note Both statuses are end states You cannot void the invoice a second time. Care answers "Invoice is already cancelled". You cannot move the invoice back to Draft, Issued, or Balanced. Care answers "Invoice is already cancelled" again.

An ordinary status change cannot reach Cancelled or Entered in Error. Care answers "Call the cancel invoice API to cancel the invoice". Use the menu items in this flow. :::

Concepts:

Flows:

References: