Take a payment

In MediSync, every payment is recorded against a client invoice. To take a payment at the front desk, you:

1. Create an invoice for what the client received.
2. Issue it, so it gets a number.
3. Record the payment on it.

The money you record also goes into a cash drawer or bank account in Treasury, if your clinic uses it.

MediSync doesn't take card payments from clients itself. You take the money at your own card machine, by cash or by transfer, and record it here. (The card payments in Payments in Egypt (Kashier) are for your clinic's own MediSync subscription, not for client invoices.) Clients can't see or pay their invoices in the client portal.

Before you start

• The Client Invoicing module must be installed. Ask your clinic admin. Set-up (number format, default tax and payment terms) is in Invoices.
• Your role must allow you to work with client invoices. Owners and Admins can do everything on this page.
• The built-in Receptionist role can create and issue invoices and record payments. The built-in Billing Staff role can also edit, refund and void. For anything else, your Owner or Admin can give you a custom role with the client invoice permissions you need. See Staff & roles.

Create an invoice for a visit

You can start from the client's profile or from the invoice list.

From the client's profile:

1. Go to Clients → Client List and open the client.
2. Click Create Invoice at the top of the profile. You can also open the Billing & Invoices tab and click New invoice.

From the invoice list:

1. In the sidebar, in the Sales & Billing group, click Invoices → Invoices.
2. Click New invoice.

Then fill in the form:

1. On Client & items, check the Client (it is already filled in when you start from the profile). Pick the Doctor (optional).
2. Under Add line item, search for each service or product the client received and select it. Change the Qty or the price if needed.
3. Click Next.
4. On Payment & details, check the Payment currency, any discount, the Tax rate (%) and the Payment terms (days). Add Notes to print on the invoice.
5. Click Generate invoice.

The invoice is saved as a Draft and opens in a side panel.

An invoice is not linked to an appointment. You can't create one from the appointment page.

Issue the invoice

You can only take a payment on an issued invoice.

1. In the invoice's side panel, click Issue. In the invoice list, you can also open the row's Actions menu (⋯) and click Issue.
2. Set a Due date (optional).
3. Click Issue invoice.

The invoice gets its number and the status Issued. You can't change its line items after this.

Record a payment

1. Open the invoice. In the list, click the row, or open the row's Actions menu (⋯) and click Record payment. In the side panel, click Record payment.
2. Check the Amount. It starts at the full outstanding balance. Type a smaller amount for a part payment.
3. Choose the Method: Cash, InstaPay, Online, Vodafone Cash, Credit card or Bank transfer.
4. If your clinic uses Treasury, check Deposit to account: the drawer or account the money goes into. The clinic's default account for the invoice's currency is selected for you.
5. Check the Payment date. It starts at today.
6. Add a Reference (optional), for example the card slip or transfer number, and a Note (optional).
7. Click Record payment.

MediSync shows "Payment recorded." The invoice becomes Paid when the full amount is paid, or Partially paid if a balance is left. You can record more part payments later in the same way.

You can't record more than the outstanding balance.

Give the client the invoice

MediSync has no separate payment receipt. Give the client the invoice PDF instead. It shows the amount paid and the balance left.

Print or download:

1. Open the invoice and click Generate PDF.
2. Choose the Template: Basic or Detailed.
3. Click Generate. The PDF opens in a new browser tab, where you can print or save it.

Email:

1. Open the invoice and click Email.
2. Leave Recipient (optional) empty to use the client's email on file, or type another address.
3. Click Send.

The client gets an email with a link to the PDF. The link works for 7 days.

You can't email a voided invoice, but you can still generate its PDF.

Refund a payment

1. Open the invoice and click Record refund.
2. Enter the Amount. You can't refund more than the client paid.
3. Choose the Method you refunded by, and check the Refund date.
4. Add a Reason (optional).
5. Click Record refund.

A refund reopens the invoice: it goes back to Partially paid, or to Issued if everything was refunded. Payments and refunds are listed on the Payments & refunds tab of the side panel.

If the invoice's payments went into a Treasury account, the refund is taken out of the account where the latest payment was deposited. See Treasury.

Void an invoice

Void an issued invoice that the client should not pay, for example one made by mistake.

1. Open the invoice and click Void.
2. Enter a Reason. It is required.
3. Click Void invoice.

The invoice status becomes Void. Void is final.

You can only void an invoice that has no payments. If the client already paid part of it, refund the payments first, then void the invoice. Otherwise MediSync shows "This invoice has payments. Refund them before you void it."

To get rid of an invoice that is still a Draft, click Delete instead.

Common problems

I don't see Record payment. The invoice is a Draft (issue it first), it is already Paid or Void, or your role can't record payments.

I don't see Invoices in the sidebar, or Create Invoice on the client profile. The Client Invoicing module is not installed, or your role can't work with invoices. Ask your clinic admin.

"Amount cannot exceed the outstanding balance." The amount is more than what the client still owes. Check the Outstanding balance at the top of the form.

"No account matches this invoice's currency — create one in Treasury first." There is no Treasury account in the invoice's currency, or your role can't see it. You can still record the payment, but it won't reach Treasury. Tell your clinic admin.

"That account's currency doesn't match this invoice." Choose an account in the same currency as the invoice.

"No recipient email — add one to the client or enter one here." The client has no email on file. Type an address in Recipient (optional).

I recorded a payment on the wrong invoice. You can't delete a payment. Record a refund for the same amount on that invoice, then record the payment on the right one. If the payment went into Treasury, the refund takes it back out of the account.