Invoices and Transaction Records

This document details the Invoices module found under Finance in your HelloClinic system. This module is central to your clinic's financial management and has two main parts: Invoices and Transactions.

Feature Overview

The Invoices module is the recording hub for all your clinic's revenue activities. It meticulously tracks every charge to patients and their payment status.

• Invoices Tab: This tab summarizes all bills issued to patients. Think of it as your clinic's "Accounts Receivable" overview, clearly showing the Total Amount, Paid Amount, and Payment Status for each service.
• Transactions Tab: This tab records every actual payment received. It's a detailed "cash flow" log, noting the date, amount, and method of each collection.

Important Note: Invoices and transaction records are usually generated automatically at the end of the Checkout or Consultation process. Because of this, you won't see a manual "Add" button on this page.

"Invoices" Tab

This tab is where you manage and track the status of all bills.

Features

• Filter and Search:

  • Search: Enter keywords like a patient's name or invoice number to find specific bills.
  • Year and Month Filter: Use these to find invoices issued within a specific time range.
  • Status: (Key Feature) This is your most important filter. You can filter based on the invoice's payment status, such as:
    • Paid
    • Unpaid
    • Partially Paid

• Invoice List Fields:

Field Name	English Name	Description
日期	Date	The date the invoice was issued.
病患	Patient	The name of the patient for this invoice.
總金額	Total Amount	The total amount due for this invoice.
已付金額	Paid Amount	The amount the patient has paid so far.
狀態	Status	The current payment status of the invoice.
操作	Actions	Operations you can perform on this invoice, mainly clicking the 🔍 icon to view invoice details and payment records.

Workflow

1. Generation: When a patient completes a consultation or service and proceeds to checkout, the system automatically generates an invoice.
2. Tracking: Clinic administrative staff can regularly visit this page and use the Status filter to find all Unpaid invoices for follow-up or collection.

"Transactions" Tab

This tab serves as a detailed log of all payment receipts.

Features

• Filter and Search:

  • Search: Enter a patient's name or other relevant information to find specific transactions.
  • Year and Month Filter: Use these to find payment records within a specific time range.

• Transaction List Fields:

Field Name	English Name	Description
付款日期	Payment Date	The exact date the patient made the payment.
病患	Patient	The name of the patient who made this payment.
金額	Amount	The actual amount received for this transaction.
付款方式	Payment Method	The method used for this payment (e.g., Cash, Credit Card).
操作	Actions	Operations you can perform on this transaction, such as viewing its associated invoice.

Relationship with Invoices

One Invoice might correspond to one or multiple Transaction Records. For instance, if a patient pays a $1000 invoice in two installments, this would create two transaction records, each for $500. This tab provides the most granular record of cash inflows, making daily reconciliation easier.