You will compose a bill for a patient with a service and a pharmacy item, see the patient's discount and the tax worked out, take the payment in two methods, post it, park a sale, sell on credit, cancel a paid invoice with a refund and return a sale. Use it at the billing counter whenever a bill is not a simple visit fee.
Open Billing › Receivables › Invoices. Each row is one bill: the INVOICE #, its TYPE (Sale, Purchase, Sale return, Purchase return or Adjustment), the PARTY / PATIENT, the TOTAL and the STATUS (Draft, Posted or Cancelled). Search by invoice number, reference or party, and filter by type and status. Held opens the sales you parked.
Every buyer is a customer (Billing › Receivables › Customers). Default discount (%) is applied to that customer's invoices before tax, and a single invoice can still be overridden. A patient can also carry a discount of their own, as Nadia Farooq does.
Press New invoice. Leave Type on Sale. Choose the Patient (Nadia Farooq, MR-000048): the Customer fills in by itself, the Customer balance shows PKR 737.10 with Pay outstanding, and Customer discount 10% appears. Set Default store for stock lines to Main Pharmacy.
Add Complete Blood Count (PKR 500.00, discount PKR 50.00, 17% tax PKR 76.50, total PKR 526.50). Then search the item Augmentin 375mg Tablets Strip 6 (PKR 126.00, discount PKR 12.60, no tax, total PKR 113.40). The totals read Subtotal PKR 626.00, Discount PKR 62.60, Tax PKR 76.50 and Estimated total PKR 639.90.
Under Payment tender choose Cash, Card, Bank, Online, Credit or Insurance (Insurance only appears with a patient and asks for the Payer). Card, Bank and Online ask for the Bank account (Primary Bank). Enter 400 on Card, press Add tender and the second line fills in Cash 239.9. Remaining shows PKR 0.00.
Press Post invoice. The toast says "Invoice INV-000202 posted" and the receipt lists the lines, Discount -PKR 62.60, Tax PKR 76.50 and Total paid PKR 639.90, paid by Cash PKR 239.90 and Card PKR 400.00. Use Print A4 or Print thermal, then Done.
When a customer steps away, press Hold. The toast says "Invoice INV-000203 held". Open Held to see it (Walk-in, PKR 409.50) and press Resume to carry on. The discard button asks "Discard held invoice?" and removes the draft for good.
After Resume, choose the patient Nadia Farooq: her 10% discount brings the sale from PKR 409.50 down to PKR 368.55. Choose Credit and press Post invoice. The receipt says "Total left on account" and the invoice stays Outstanding PKR 368.55, so her balance goes from PKR 737.10 to PKR 1,105.65 until it is collected with Pay outstanding.
In the list, press the eye on a row. The detail shows the lines, Subtotal, Discount, Tax, Grand total, Paid and Outstanding, and the journal of the sale (JV-000527). Buttons: Print invoice, Print receipt, Reprint receipt, Cancel invoice.
In Accounting › Ledgers › Account Ledger a sale leaves two vouchers: the sale (Accounts Receivable, Discount Allowed and Cost of Goods Sold against Sales Revenue, Tax Payable and Inventory) and the settlement (Bank PKR 400.00 and Cash in Hand PKR 239.90 against Accounts Receivable).
On the invoice, press Cancel invoice. The dialog shows Refund amount PKR 639.90 and Refund through the original tender: cash goes back to cash, card or bank payments go back to their account. Write the Reason (for example "Blood test done at another lab, patient asked for a refund") and press Cancel & refund.
The toast says "Invoice cancelled and refunded". The invoice shows Cancelled, Refunded PKR 639.90, Refund method: Split tender, the Credit note (reversal journal) JV-000530 and the Refund receipt JV-000531. Refund receipt prints it.
Press New invoice and set Type to Sale return. In Against original invoice (optional) choose the posted sale (INV-000201 · Nadia Farooq): the customer, the patient, the 10% discount and both lines come from it, each with "max 1". Remove the stock line to return only Complete Blood Count: PKR 526.50. Choose Cash and press Post invoice.
| Mistake | What you see | Fix |
|---|---|---|
| Posting a stock item that has no stock valuation cost | "Saved INV-000205 but posting failed: Cannot post: these items have no stock valuation cost ..." | Set the cost on the inventory stock screen first, as the message says. The draft stays saved. |
| Cancelling a paid invoice without a reason | "Enter a reason - it is required when refunding a paid invoice." | Write the reason, then press Cancel & refund. |
| Leaving the patient empty | No customer discount and no customer balance | Pick the patient before adding the lines. |
| Expecting Hold to post the sale | The sale stays a draft in the Held tray: no journal and no payment | Resume it and press Post invoice with a payment tender. |
| Item | Meaning / rule |
|---|---|
| Customer discount | The default discount of the patient or customer, applied before tax. |
| Payment tender | Cash, Card, Bank, Online, Credit or Insurance; Add tender splits one bill. |
| Post invoice | Saves, posts the journal and collects the tenders in one step. |
| Hold | Parks a sale as a draft; no money moves. |
| Cancel invoice | Reverses the sale and refunds the payment through the original tender in one step. |
| Sale return | Starts from the original invoice and posts a credit note. |
Can I split one bill between card and cash? Yes. Enter the card amount, press Add tender and the second line fills in the remainder. Remaining must show PKR 0.00 before you post.
What happens to the stock when I post a sale? The stock item is taken from the lot that expires first unless you pick a lot, and the sale also posts the cost of goods and inventory legs in the ledger.
Can I undo a posted invoice? A posted invoice can only be cancelled. If it was paid, the cancel reverses the sale and refunds the payment through the original tender in one step, and it needs a reason.
Does a sale return need the original invoice? It is optional, but choosing the original fills the patient, the customer, the discount and the lines and limits the quantities to what is left to return.
GridX HMS runs this whole workflow. See what GridX HMS does and what it costs, or browse all step-by-step guides.