🧾 Checkout

Before you start

Confirm the clinic, patient, visit date and doctor. The clinician should have completed the visit. Check which billing and dispensing tasks your role permits.

📸 These examples use the fictional DEMO TRAINING / 教學病人. All payment and refund records are simulated. No money was received, transferred or refunded.

1. Open the correct bill

1. Open Checkout in the left menu.
2. Check the date. Use Today to return to today and Status to filter the list.
3. Select the correct patient's bill.
4. Check the patient number, diagnosis, time and doctor in the detail area.
5. Check Billing History before selecting another visit for the same patient.

Step 1 — Select the correct bill and patient. Click the image to enlarge it on this page.

Step 1 — Select the correct bill and patient.

The left bill list, patient history, current bill and payment records serve different purposes. Read the selected bill's details before changing anything.

2. Review the bill total

Check Total Amount, the included Charge items, Medications, Laboratory, and Total Paid. Wait for loading and number animations to finish before checking the total.

Step 2 — Check this bill’s total and included sections. Click the image to enlarge it on this page.

Step 2 — Check this bill’s total and included sections.

The first example totals $1,032.00: service $350.00 + medication $2.00 + laboratory $680.00. The later example adds a $1,600.00 package and totals $2,632.00. These are fictional example amounts.

Do not change an inclusion checkbox merely to make a total look right. Check which items the clinic intends to charge. A section's sub total and the whole bill's total are different.

3. Add a service or package

1. Under Charge Items, select Add Charge Item.
2. Search and select the correct catalog item. Check whether its type is Service or Package.

Step 3 — Search services and packages. Click the image to enlarge it on this page.

Step 3 — Search services and packages.

3. Check the draft row's Qty and Unit Price. Review its calculated Amount.
4. Select Add on that row. Selecting a search result alone does not save the charge.

Step 4 — Review quantity and unit price, then select Add. Click the image to enlarge it on this page.

Step 4 — Review quantity and unit price, then select Add.

5. Confirm the saved line appears and the bill total updates. Review an existing line before adding the same item again.

Step 5 — Confirm the saved charge and updated total. Click the image to enlarge it on this page.

Step 5 — Confirm the saved charge and updated total.

Adding a package charge is a purchase. Using a purchased package is a separate action under Package Deduction. See Patient packages.

4. Check dispensing

1. Find the Medications section.
2. Check the medicine name, strength, instructions, Qty and unit against the clinician's prescription.
3. Open the Dispensing selector. In this example, it offers Do not deduct stock or an available batch.
4. If stock should be deducted, check the batch number, supplier and available quantity. Do not choose a different stock method just to bypass missing stock.

Step 6 — Check the stock method or batch. Click the image to enlarge it on this page.

Step 6 — Check the stock method or batch.

5. Select Confirm dispensing only after the dispensing information is correct.
6. Confirm the row shows Dispensed and the intended stock outcome, such as Stock deducted.

Step 7 — Confirm Dispensed and the stock outcome. Click the image to enlarge it on this page.

Step 7 — Confirm Dispensed and the stock outcome.

In this example, one tablet is recorded against batch PCM261001. The demonstrated batch had 1,000 units before dispensing. For a correction, see Revert dispensing.

5. Check laboratory charges

Review Laboratory Items separately. Check the test, supplier, status and amount. A laboratory record showing PENDING is not a completed result. Use Consultations for clinical laboratory entry.

6. Prepare one or more payment records

1. Confirm the actual collection through your clinic's process.
2. Under Transactions, check the payment amount.
3. Choose the correct Receiving account. This is an internal record of the method or account used.
4. Check the payment date and time. Add useful Notes.
5. If the patient used more than one method, select Add payment and complete each new row.
6. Read the sentence showing what the total paid will be after payment. Check whether the bill will be fully paid, short or overpaid.

Step 8 — Review every payment-entry row before Pay. Click the image to enlarge it on this page.

Step 8 — Review every payment-entry row before Pay.

The example splits $2,632.00 into Cash $1,000.00 and FPS $1,632.00. Selecting FPS here records a method; this guide does not perform an external FPS transfer.

7. Save and check payment

1. Review every amount, account, time and note once more.
2. Select Pay once.
3. Wait for confirmation. If the response is slow, check the existing transactions before trying again.
4. Confirm the bill shows Paid, the correct Total Paid, and the intended payment rows.

Step 9 — Confirm Paid, Total Paid and the transaction rows. Click the image to enlarge it on this page.

Step 9 — Confirm Paid, Total Paid and the transaction rows.

Do not add a new payment merely to correct a note or change a bill status. Use Checkout corrections and refunds for those tasks.

8. Review an invoice or receipt

To print a custom letter using the linked consultation, follow Custom printed letters.

1. Select Print on the current bill.
2. Choose Invoice, Payment Receipt, or the available document you need. Refund Receipt can be unavailable when there is no active refund.

Step 10 — Choose the required billing document. Click the image to enlarge it on this page.

Step 10 — Choose the required billing document.

3. For Payment Receipt, check Title, Printer, Display Sections and Preview.
4. Confirm the patient, charge items, payment methods and Total Paid in the preview.
5. For the internal browser route, check Browser Print before Create Document & Print. Confirm the actual document or print result. Cancel leaves the preview.

Step 11 — Check the actual payment receipt preview. Click the image to enlarge it on this page.

Step 11 — Check the actual payment receipt preview.

A preview is not proof of a printed page. During the consultation demonstration, one Browser Print attempt stalled and did not leave a document in Documents. If this happens, check for a saved document before retrying. External printer-service connections are outside this guide.

Before you leave

• Confirm the patient and visit again.
• Check the bill total, valid payment rows, refund total and bill status separately.
• Check dispensing and its stock outcome separately from payment.
• Confirm any required document actually exists before handing it over.

❓ FAQ

Does Paid prove that every dispensing task is complete?

No. Review the medication rows and dispensing status separately.

Why did the total change from $1,032.00 to $2,632.00 in these screenshots?

The example added a $1,600.00 package charge. Use the amounts on your current bill, not the example amounts.

Does Add payment immediately collect money?

It adds another payment-entry row in the demonstrated workflow. Fill the row, check the projected total, then use Pay to save the intended records. External payment-provider actions are separate.

The bill is unpaid but Total Paid already equals the total. Should I enter the amount again?

Check the valid transactions first. The bill may need Mark as paid rather than another payment. See Checkout corrections for the separate status-only actions.

Should I use Do not deduct stock when a batch is unavailable?

Only use the method that matches your clinic's actual dispensing process. Check batch stock, expiry and permissions. Do not bypass a stock problem by changing the record type.

Does adding a package charge use one of its sessions?

No. A package purchase and a package deduction are separate records. Check Patient packages before using a session.

Why are some receipt preview words still English after switching the interface to Chinese?

The document template controls its content and labels. Changing the application interface language does not automatically translate the printed document. Review the actual preview and the clinic's template.

The page did not respond after Pay. Should I press it again?

First check whether the bill and transaction rows already changed. Do not create a duplicate payment while the first response is uncertain.

Next

Correct a payment or refund, use a patient package, or review reports.