Skip to main content
Version: 3.1

Mark an invoice as balanced

Overview​

This flow describes how to close out an issued invoice in Care when the invoice is settled.

Pre-requisites​

  • The invoice status is Issued. Care shows the Mark as balanced action only for an issued invoice.
  • If the invoice still has an outstanding balance, you accept that Care moves the unpaid amount to the account balance.
  • If the invoice is locked, you have the permission to manage a locked invoice.
  • You have the permissions listed below.

Permissions​

PermissionAccess
Can Read InvoiceLets you open the invoice.
Can Write InvoiceLets you mark the invoice as balanced.
Can Manage Locked InvoiceNeeded in addition if the invoice is locked.

Steps​

1. Open the invoice​

  1. Select Billing in the facility sidebar.
  2. Select Invoices.
  3. Select See Invoice for the invoice to close out.

2. Start the action​

Select Mark as balanced.

Note: Press b to start this action.

3. Check the amounts in the confirmation dialog​

Care shows the Confirm dialog. The dialog asks "Are you sure you want to mark this invoice as balanced?".

ComponentsWhat it shows
Invoice TotalThe total amount of the invoice.
Total Payments ReceivedThe amount paid against the invoice.
Total Credit NotesThe credit notes for the invoice. Care shows this amount only when the invoice has credit notes.
Outstanding BalanceThe amount that is still owed.
warning

When the invoice has an outstanding balance, the dialog adds this warning: "This invoice has an outstanding balance. The unpaid amount will be moved to the account balance."

4. Confirm the action​

Select Confirm to mark the invoice as balanced. Select Cancel to keep the invoice as it is.

warning

Balanced is an end state. A balanced invoice cannot change status again. Check the amounts before you select Confirm.

Expected Outcome​

  • Care shows the message "Invoice updated successfully".
  • The status badge changes to Balanced.
  • Every charge item on the invoice with the status Billed moves to Paid. Care links each charge item to the invoice, and records a paid date.
  • Care recalculates the account balance.
  • Care moves any unpaid amount to the account. The invoice records that the amount "was unpaid and has been added to the account due".

Status rules​

Care uses these invoice statuses.

StatusDisplay label
draftDraft
issuedIssued
balancedBalanced
cancelledCancelled
entered_in_errorEntered in Error

Care applies these rules when you mark an invoice as balanced.

  • Only an issued invoice can move to Balanced. A draft invoice cannot move straight to Balanced. Care shows the message "Invoice needs to be issued before balancing". Issue the invoice first.
  • A balanced invoice cannot change status again. Care shows the message "Invoice is already balanced".
  • A cancelled invoice cannot move to Balanced. Care shows the message "Invoice is already cancelled".

Concepts:

Flows:

References: