The receipts in BizDiary are only provided as a simple way to create and print receipts. They are provided as a convenience and are not intended to replace a real book-keeping system.
To customise the text that appears on the receipt, and set the format of receipt numbers…
- Log in as the administrator user.
- Go to Account > Settings and select the Receipts tab.
- Enter a Title for the receipt. E.g. “TAX INVOICE”.
- Enter a Business #. E.g. “ABN: 12 345 678 901″
- Add some extra Info. This appears towards the bottom of the receipt, and is a useful place to include provider numbers, etc.
- Set the format of the Receipt number.
Prefix appears before the number, Suffix appears after, and # Digits is how many digits to show.
E.g. For a receipt like “DG-000195-Z”, you would set prefix to “DG-”, suffix to “-Z” and # digits to “6″.
- Set the Tax Rate. For GST this will normally be 10%, but if you are not required to charge GST you can set this to zero.
- Press [Save] to save your changes.
It’s also usefult to set the Invoice Cost and Taxable setting for each of your Services. These values will then be automatically filled in when you create a receipt for an appointment.
Personnel / Customer Receipt Info
Each Personnel and Customer record can have special information added to appear on the receipt.
For Personnel this is useful for including details such as a provider number.
For Customers it may be used for information such as the referring physician (for example).
The order if information that appears in the footer area of the receipt is as follows...
- Standard Receipt Information (from Account > Settings).
- Personnel-specific receipt info (if any)
- Customer-specific receipt info (if any)
- Receipt comment (if any)
Creating a Receipt
Most of the time you will want to produce a receipt relating to an appointment. You can do this from the menu in the calendar, or when editing or viewing the appointment. Information from the appointment is used for filling in the receipt.
You can also create a receipt directly from the menu. In this case you will need to select a customer for the receipt.
You can include up to 5 detail lines on the receipt. When created for an appointment, the first line will already be filled in with the Service of the appointment.
You can also add a comment which prints at the bottom of the receipt (below the Info from your Settings).
You can also add notes. These DO NOT print on the receipt.
Printing the Receipt
Once you have completed the details of a receipt you can click on [Print Receipt] (above the receipt form). The system creates a PDF version of the receipt which you can then save, email or print.
Automatic Receipt Numbering
Each time you create a receipt it uses the next available number. Even if you don’t save the receipt this number will be “burned”. This is required to prevent two users accidentally creating a receipt with the same number.
You can set the value for the next receipt number in the Account Settings, but be careful not to use a number that will cause an overlap with existing numbers. The system is smart enough to not duplicate a receipt number, but it can cause performance problems if the program has to go looking for a number that it can use.
If you change the prefix or suffix then it is okay to reuse the same numbers, as the full receipt number will be different.