Search for Invoices

After the receipt or adjustment information has been entered, a query screen displays to help you select one or more invoices where the transaction will be applied.

In the top section of the screen, you can enter data to locate the appropriate invoices, then use the Search button to display the invoices that meet your criteria. If you entered a Plan ID on the previous screen, it carries over to this screen and invoices for that plan are displayed.

Normally you will want to see only P or R Invoice Status: these are the invoices that have been processed and have either no payment (P) or possibly a partial payment (R). The fastest way to search is by Invoice number. In that situation, enter the invoice number and no other information.



Label Description
Invoice The most useful search options are in bold, ordered from most effective to least effective. The most direct way to find the appropriate invoice is to enter the number, if known.
Patient ID If the invoice is for one patient, use the lookup search in the Patient ID field. This is the next best method if the invoice number is unavailable.
Acct ID For screening service invoices, the Acct ID is a useful search. It is less helpful if insurance is involved.
Plan ID If the ID of the benefit plan that wrote the check is known, search using this field.
Line Item Patient ID For checks that cover multiple patients and have no other identifying information, you can search by the ID number of one of the patients.
Line Item Date Enter the service date for an item on any invoice detail line. This should only be used in conjunction with another search field, such as Patient ID, Account ID or Line Item Patient ID because the search will be slow.
Service Start This search can help narrow down the possibilities when less than optimal information is available. Enter the start date of the range of service dates given on the invoice header.
Service End Enter the end date of the range of service dates from the invoice header.
Responsible Party If you know the check is from the client company, you could enter S as the party. An insurance check could be W, 1, or 2.
Invoice Status If you know the invoice has not been processed (for example, you are applying a co-payment), looking for O status might be useful. A processed invoice could be a P for processed or an R for rebill if some payments have already been applied.
Location ID If your invoices are location-specific, the Location ID will be a useful way to narrow the search results.
Buttons
Add Use this button to move checked invoices from the left side (search results) to the right side (to be paid).
Add All Use this button to move all invoices displayed on the left side to the right side.
Remove Use this button to move a checked invoice from the right side to the left side.
Rem All Use this button to move all invoices from the right side to the left side.
Invoice Quick View This section displays details about the invoice currently highlighted.