Occasionally, you may make an error on an invoice or a receipt. Be it incorrect session times, amount charged, or the wrong attendees listed, mistakes happen! You cannot edit any invoices or receipts once they have been created in Zencare Practice Management - this is to protect the integrity of your financial documents.
This means that to repair an error in an invoice or a receipt, you will need to void (delete) the document, fix the error, and then recreate the document. Please note that there is one exception to this rule - if you only made an error in the amount you charged a Client in their invoice, and haven't recorded payment for the invoice yet, you can do a Financial Adjustment, which saves you from having to delete any invoices!
Also, please note that these instructions do not extend to transactions which were processed in Zencare Practice Management using Payments.
For payment errors, you will need to void the receipt and then re-record the payment.
To delete a financial document, open it and click the Delete button. You can also delete it from the Finances area of the Client Account.
To void a receipt:
- Head to the Client Account.
- Click Finances, open Receipts.
- Click the checkbox next to the receipt you need to void.
- This opens a green edit bar at the top of your list.
- Press Delete.
- You can now go in and re-record the payment with the correct amount or method.
If you made an error in relation to the session information (such as the session time), you will also need to void the invoice related to the session before you can edit these details.
To void an invoice:
- Head to the Client Account.
- Click Finances, open Invoices.
- Click the checkbox next to the invoice you need to void.
- This opens a green edit bar at the top of your list.
- Press Delete.
Before you create a new invoice, you will need to edit any session details on the Calendar. Head back to the Calendar and open the Session Overview Window. In the bottom left, click More Information. This enables you to edit any pertinent details.
You can then manually create the invoice from the Session Overview Window, or from the Client Account.
Note - if you have an error for which you have already recorded payment for you, delete the receipt before the invoice.