Move any fee onto another invoice with the same payer, and group a patient's fees on a single invoice.
You can move any fee from one invoice to any other invoice with the same payer, including invoice fees from different practitioners and practice locations. Merging lets you group and transfer fees, and appointments if applicable, into a single invoice.
Note
The invoices must have the same payer. If you have no other invoices billed to the same payer, the option to merge is unavailable.
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Merge across practitioners and practice locations. Bring fees from different practitioners and practice locations onto one invoice, so your patient gets a single bill.
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History moves with the fees. Payments, emails, SMS history and files from a deleted source invoice carry over to the merged invoice, so your records stay complete.
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Invoice date kept current. The merged invoice's date updates to match its fees, so the invoice always reflects the right period.
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Service dates kept. Every fee keeps its own service date and linked appointment, so your records stay accurate after a merge.
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Merging rules you control. Choose which fees can be merged for each funder, such as the same practitioner or any practitioner, to suit how your practice bills.
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Unmerge by moving fees. Move fees, and any payments attached, to a new invoice to correct a merge.
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Open the invoice with the most recent date. This is the destination invoice. (You can only merge fees with dates before the destination invoice.)
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Under the Fees and Charges section, click the
merge icon. (You can also find a Merge Invoices button in the Invoice Settings.)
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In the Merge Invoice Fees pop-up, select all the fees you want to combine onto the current invoice. (To combine fees from invoices that are already paid, select All invoices. To select every listed fee, tick the top checkbox.)
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Click Save.
Halaxy adds the selected fees to the destination invoice.
Note
If you can't find the invoice to merge, check that both invoices have the Active status. If you can't find the fees, the funder may have invoice merging restrictions. See section below: Set a preference for invoice merging
Caution
If you transfer all fees from an invoice to another, you cannot undo it, because Halaxy permanently deletes the source invoice. Before it is deleted, its payments, emails, SMS history and files move to the merged invoice. To reverse a merge, move the fees to a new invoice instead.
When you merge fees, each fee keeps its own service date and linked appointment. You can still see every original date line by line on the merged invoice.
The merged invoice's own date doesn't stay the same. Halaxy updates it to match the fees on the invoice:
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If the merged invoice has |
The invoice date is |
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Fees linked to appointments |
The date of the latest appointment |
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No fees linked to appointments |
The date of the most recent fee |
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No fees with a date |
The date the invoice was created |
Note
When you move all the fees off an invoice, Halaxy deletes that invoice along with its date. The fees keep their own service dates on the merged invoice.
After you merge fees into a single invoice, you can't unmerge them and put the fees back into the old invoice. You can move selected fees, and any payments attached, to a new invoice instead.
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Open the invoice.
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Next to the fee you want to move, click the
bin icon.
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In the pop-up, select Move the charge to another invoice.
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In the next pop-up, select New invoice.
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Click Save.
Halaxy moves the fee to a new invoice. If other fees in the previous invoice also need to move to this new invoice, use the merge option.
You can merge fees from multiple practitioners into a single invoice. Availability of this action can differ depending on access settings.
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Action |
Personal Access |
Own records and others' contact * |
Clinical Access * |
Full Access |
All Administrators |
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Can merge fees from multiple practitioners |
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Can view invoices with fees from multiple practitioners |
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* Customised access settings, such as Personal Finance and Clinic Restriction, can affect this. The icon applies only if the practitioner is the main practitioner billed on the invoice.
Note
If an invoice has fees from multiple practitioners, you can change the invoice issuer to the practice location, so the patient or organisation is billed by the practice instead of a single practitioner.
Set which invoice fees can be merged in your practice group. For example, you may only want to merge fees on invoices from the same practice location or the same practitioner. You set the preference in the funder settings.
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Click Finances > Fees, then click Funders.
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In the list, click the funder to open its settings.
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Under Payment Details, for Invoice Merging, select which fees under this funder can be merged into an invoice:
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Same practitioner / same clinic: Allows merging only for fees by the same practitioner from the same practice location (the default).
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Same practitioner / any clinic: Allows merging only for fees by the same practitioner from any practice location in your practice group.
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Any practitioner / same clinic: Allows merging only for fees by any practitioner from the same practice location.
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Any practitioner / any clinic: Allows merging for fees by any practitioner from any practice location in your practice group.
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Click Save.
Your invoice merging preference applies to all fees under this funder.
Merging fits with the other ways Halaxy lets you group and correct fees on an invoice.
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Know every part of the invoice. The Guide to the Halaxy invoice explains each section.
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Merge across funders. Merge multiple funders when a patient's fees sit under more than one funder.
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Change the payer. Change the invoice payer on a third-party invoice when the paying organisation changes.
With invoices billed to third-party organisations, the patient detail section may get too long, especially if you have multiple patients on merged or collated invoices. You can select the level of detail you want for this section just for a single invoice or as a default when billing a specific organisation.
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Show all patient details |
Show only patient name and funder |
Hide patient details section |
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Individual invoice
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Organisation invoices
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