DISCONTINUED FUNCTION: Please note this article is for historical reference only and there is a new method of controlling invoice templates on IINSIGHT since release 6.3.3 using Custom MS Office templates which can be found in the following article on Managing Financial Templates. |
If a new Invoice Template is required, the administrator can do so via the Options Menu.
However, we recommend that you contact BE Software and we will set this up for you.
Select the Invoice Template tab, and click on +New
Enter the details of the following:
Template Name (a new name for this template)
Template Interface (use the standard one unless you need a different format)
Then enable/disable each of the required fields that are to appear on the invoice.
Grouping Options:
These options allow you to group invoices in 3 ways:
Standard Invoice
If selected allows you to order by Date and Time or Date and Charge code.
Group by Charge code, Description, and Date
Group by Charge code and Month
A table describing the field entries and their corresponding iinsight entries is provided below:
Enabled/Disabled Fields | Description | Location |
attention | The contact person of the Bill to | Companies menu Select Company - Company contacts tab - contact |
address | The company address of the Bill to | Companies menu> ...Company> Company Details tab> Address |
amount | The total amount of the invoice including GST | Case List menu> costs > New activity or item |
case | Case number | Assigned at New Case entry, Case List |
claim | Claim number | Case List>Case Details tab |
client | Client | Client name from the Case Number |
clientaddr | The client's home address | Case List menu> Case ... address, suburb, stateetc |
code | Cost Charge code | Charges List menu> Codes tab |
consultant | The Assigned to person | New Case Wizard Step 5 & Case List – Case tab, Other – Assigned to |
consultant.id | The Comcare Consultant ID number (appears in invoice as ID Number) | Admin Menu, User Details tab- Consultant ID |
consultant.provider | The Assigned to Provider Number | Admin Menu, Manage Team drop down- Select person and Edit to enter Provider No. |
costcase | Case number | Case List menu> Case |
costclaim | Claim Number (appearing in the cost table) | Refer to "claim". Same number but differentposition on page. |
costdetails | Cost details | Add/Edit Activity, Details field |
costs.amount | Cost amount | Calculated by iinsight – total of individual cost plus GST (if applicable) |
date | The date of the Invoice | Case List menu> Accounts - auto |
date.of.birth | The date of birth of the client | New Case entry, Case Type (1 st screen) – DOB field. |
date.of.injury | Date the injury to the client occurred | New Case entry, Case Type (1 st screen) – Date of injury field. Or Case List menu> Client tab> Occurred field. |
dateofissue | Issue of date | Automatically assigned when invoice issued |
dateofreferral | Referral date | New Case entry. Or Case List menu> Case tab, Referred on field. |
description | Service contract | Charges List menu> Service contract list |
The email of the primary contact | Admin Menu> Manage users dropdown> ... name> User details tab> User ID/email | |
employer | Employer of client | New Case entry. Or Case List menu> Client tab, Employer field. |
excGST.amount | Excluding GST amount | Automatically populated by iinsight |
fax | The fax number of the Bill to | Companies menu> ...Company> Company contacts tab> ... contact> edit...> Fax |
gst | GST amount applicable | Automatically populated by iinsight |
injury | The injury that has resulted in the client being referred | New Case Wizard, Step 1 –Nature of injury & Client tab, Other Details - Nature of injury |
invoiceno | The unique number which defines the invoice within iinsight | Case List menu> Accounts – automatically assigned |
manager | Case manager | Designated during New Case entry, Case List>Assigned to |
manageremail | Case manager email | Admin menu> Manage User – Select User >User ID/email |
notes | Cost notes | Case List menu> Notes tab |
office.provider | The Provider number for the location | Admin Menu, Manage Teams – Team list – Select Team and Edit to add/modify Provider No. |
paymentterms | The terms agreed to in relation to the payment period | Options menu> Common Lists tab> List type: Payment Terms |
phone | The primary phone number of the Bill to | Companies Menu> Company details tab> Phone1 |
position | The position of the Bill to | Companies menu, Select Company - Company contacts tab – Edit contact - Position |
Purchase order number | A field to enable a purchase order number to be displayed in the invoice | Quicklinks Invoice wizard and single invoice |
pre-injury.employer | Previous employer | New Case Wizard Step 2 & Client tab, Other Details - Employer |
provider | The Service Level Contract Provider Number. | Charges Menu, Select Service Contract – Provider No. |
provider.name | The name of the service provider |
|
provider.name.cost | Treating Psychologist | Assigned to if Roles not implemented. Enable/disable function in Options, Invoice Template if field required. |
rate | Cost Rate | Case List menu> Costs Tab> Edit... item |
referralsource | Referred by | New Case entry. Or Case List menu> Case tab, Referred by field. |
service provided to | In a company case, the department or area where the service was performed. | Case Wizard Step 1, contact details. |
time | Cost time / Qty | Default time set up in Charges Menu> SelectService Contract and Activity > Duration (hours) or Time Frame (days). Can be modified when adding Activity. |
total.amount | Total amount payable | Calculated by iinsight – total of line items. |
total.gst | Total GST payable (inc GST) | Automatically populated by iinsight |
user.provider.number | The Assigned to person's provider number | Admin menu, Select user – User details, provider number. |
If you enable all fields, these will be displayed in the invoice as in the example below:
Ensure you select your new invoice template in the Case List > Case tab so that when you generate an invoice your template will apply to it:
Cloning an Invoice Template
The Clone Invoice Template is extremely useful for clients who wish to have a new Invoice Template similar to an existing Invoice Template but with a new name and perhaps need one or more fields enabled/disabled as required.
Cloning an invoice template is an easy task: go to the Options Menu/Invoice Templates Button and then highlight an existing Invoice template you wish to clone. Then, select the Clone button as shown below marked with arrows:
After you have selected Clone, you need to give the Invoice Template a name as shown below and you may then disable or enable any fields you require to be excluded/included different to the template you cloned it from then select OK.
Grouped Invoice Templates
Although there are advantages to using grouped invoices there are also some disadvantages to using grouped invoices, please see the below information which should help you decide if you wish to use them or not:
Invoices grouped and not grouped can’t be printed in one go (there is a selection for reporting):
In the Finance page, the Invoices and Transactions tab was built for individual invoices. They won’t work with grouped invoices.
In the Accounts tab, grouped invoices can’t be printed as the invoice isn’t created “per case”.
Grouped invoices can’t be created from the case (only via quick links).
Grouped invoices require specific templates.
Grouped Invoice Templates settings can be found in the Options > Grouped Invoice Templates tab:
