When you delete a fee from an invoice, you have an option to mark the fee as bad debt if you can no longer get payment for it. You can write off individual fees and even entire invoices.
When you write off a fee:
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The invoice will be considered settled and no longer unpaid.
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The fee will be removed from the invoice but will retain a record in the invoice settings.
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The written-off amount is not included in the patient’s or organisation's fee balance.
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The written-off amount will not appear as income.
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You can track bad debt in an invoice report.
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You can undo the write-off and restore the fee to the invoice again.
Note
If an invoice has any written-off fees, a red dot appears on the cogwheel icon
Warning
Invoices and fees that are voided or written off are not automatically synced to Xero, Reckon One or Quickbooks. If an invoice that was previously synced to your accounting software is subsequently adjusted by write-offs in Halaxy, the invoice is not resynced. You will need to make the write-off adjustments in your accounting software.
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Open the invoice.
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Next to the fee you want to write off, click the
bin icon.
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In the Remove Fee pop-up, select Write off invoice line as a bad debt.
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Click Save.
The written-off fee is now removed, and the invoice is marked paid in full. You may view the record of the write-off in the Invoice Settings.
If there was a partial payment for any fee, you can write off the remainder by duplicating the fee so that one fee represents the paid amount, and the other fee represents the unpaid amount. You can then adjust the amounts and write off the unpaid fee.
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Open the invoice and click Process Now or Mark as Paid.
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In the pop-up, adjust Amount to the partial payment amount. Click Process or Save.
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Next to the fee, click the
pencil icon.
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In the Edit Invoice Line pop-up, adjust the fee Amount to the partial payment amount. Click Save.
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Click Add another fee.
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In the Add Invoice Line pop-up, enter the same fee and adjust the fee Amount to the unpaid amount. Click Save.
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Next to the fee with the unpaid amount, click the
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In the Remove Fee pop-up, select Write off invoice line as a bad debt, then click Save.
The invoice only displays the fee with the amount paid. The written-off fee is now removed and recorded in the Invoice Settings.
When you write off an entire invoice, all fees on that invoice will also be written off. The invoice will still appear in your invoices list, but it will not display an outstanding balance.
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Open the invoice. On the top-right, click the
cogwheel icon.
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In the Status dropdown, select Write-off.
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Click Save.
All written-off fees are removed from the invoice and recorded in the Invoice Settings.
When you write off a fee from an invoice, you can also restore it to the invoice again.
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Open the invoice. On the top-right, click the
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Under the Voided / Write-off Fees & Charges section, click the
undo icon next to the fee.
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The fee appears on the invoice again.
To restore written-off invoices, make sure to also change the Status to Active in the Invoice Settings.
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