MediRecords Accounts - Sales

Welcome to the MediRecords Accounts Sales!

In this article, you will learn how to use the Sales Dashboard, search for invoices, add filters and/or date ranges to refine the view, and also to create new invoices, payments, and quotes.

Sales Dashboard
The Sales Dashboard is part of the Accounts module in MediRecords. To open the Sales dashboard, click Accounts to reveal a drop-down list, and then click Sales.


The Sales dashboard displays a summary of all open and outstanding invoices in your account. There are four 'Doughnut' style graphs on the dashboard that reflect your Total Outstanding, 0-30 Days Past Due, 30-60 Days Past Due, and 60+ Days Past Due invoices.

The doughnut graphs are divided into colors, representing the type of Payer on the invoices. The legend for the types of payers below the graphs - Blue represents Medicare, Green is DVA, Amber is Patient and Red is Other (like a contact or non-related patient).


You can filter the list of invoices by payer, by clicking on the corresponding color on the doughnut graph.

For example, if you want to view open invoices where the payer is a patient, click the Amber section of the doughnut.



The list of invoices below will automatically be refined to show only those where the payer is a patient. The total number of Open Invoices is also displayed on the list - however this number is relevant to your selection - if you are only viewing open invoices where a patient is the payer, then open invoices belonging to Medicare will not be included in the count.

To restore the list of invoices to display all open invoices, click the $ value in the middle of the doughnut



To search for an outstanding invoice, click the Search box and type in a Keyword from the Name (first, last, or full), Invoice No., Payer, or Provider. Press Enter and the system will display a list of the closest matches.



To filter the list of outstanding invoices, click Filter to reveal a drop-down list of filter options.

Click to select one or more filters under Invoice Status, or the predefined historical date ranges below. When a filter is selected, it will have a Tick next to the name. Click the selection again to un-tick and remove the filter.



To filter the list of outstanding invoices by a fixed date range, click Filter to reveal a drop-down list.

Click the Calendar icon under Created Date and select the beginning (left) and end (right) of the date range. Upon selection, the list will automatically refresh to display the selected range.

From the Sales dashboard, you can also create a New Invoice, Receive Payment, or New Quote.


 
To create a new invoice, click New Invoice to open a blank invoice form.



Complete the form with all the required details, and then click Print, Hold, Quick Pay or More Pay.

*NOTE: If you want to remove an item from the invoice, move your cursor to the right side of the item and an X will appear. Click the X and the item is removed.

To receive a payment, click Receive Payment to open a blank payment form.



Complete the form with all the required details, and then click Payment.

To provide a quote, click Provide Quote to open a blank quote form.

Complete the form with all the required details, and then click Print.



Sales Activity Ledger

The Sales dashboard also contains a Sales Activity ledger, which displays a list of all invoices, both paid and unpaid, that have been created in your system.

To open the Sales Activity ledger, click the Hamburger icon (three short horizontal lines) at the top right-hand side of the Sales dashboard. The ledger will open as a sidebar on the right-hand side of the page.

Sales Activity is sorted by newest to oldest by default. At any time, you can close the sidebar by clicking the X at the top of the ledger.



To search the ledger for an invoice or quote, click the Search Box, and type in a Keyword from the Name (first, last or full), Invoice No., Payer or Provider. Press Enter and the system will display a list of the closest matches.



To filter the sales activity list, click Filter to reveal a drop-down list of filter options.

Click to select one or more filters under Invoice Status, Quote Status or Provider, or one of the predefined historical date ranges at the bottom of the filter.  When a filter is selected, it will have a Tick next to the name. Click the selection again to un-tick and remove the filter.  



To filter the sales activity ledger by a fixed date range, click Filter to reveal a drop-down list.

Click the Calendar icon to under Created Date and select the beginning (left) and end (right) of the date range. Upon selection, the sales activity will automatically refresh to the display the selected range.