Invoice type: in advance or in arrears¶
Each resident is billed under an invoice type. It answers two questions: when the accommodation is billed (one month in advance, or once the month is over), and who receives the invoice (the resident alone, or several debtors when split billing is installed).
The invoice types¶
Invoice type |
Accommodation |
Care allowance and supplements |
Invoice sent to |
|---|---|---|---|
Anticipatory Billing (default) |
One month in advance |
For the elapsed month |
The resident, or their billing contact |
Arrears Billing |
For the elapsed month |
For the elapsed month |
The resident, or their billing contact |
Split Billing — Anticipatory |
One month in advance |
For the elapsed month |
One invoice per debtor |
Split Billing — Arrears |
For the elapsed month |
For the elapsed month |
One invoice per debtor |
The two Split Billing types only appear once split billing is turned on in the billing settings.
A day place is never billed in advance
For someone who lives at home and only comes during the day, the invoice type is hidden: there is no room to bill ahead.
Set the invoice type of a resident¶
Open the resident’s record.
Click the Contact link under the resident’s name.
At the top of the contact form, choose the Invoice Type.
Save.
The type can also be chosen in the admission wizard, which writes it back to the resident.
The first invoice of an admission¶
For a resident billed in advance, the month of admission cannot wait for the next billing period. When the stay is confirmed or started, WideCare creates the first accommodation invoice on its own: from the admission date to the end of the month.
If it cannot be created (no resident journal set, room without a price…), a notification says why, and the same message is written on the stay. Fix the cause, then click Create First Invoice on the stay.
Change the invoice type during a stay¶
Change the Invoice Type on the contact as above. WideCare applies it from today to the resident’s confirmed or running stay:
a stay already billed is closed the day before and continued on a new stay, same room, under the new type;
a stay not started yet, or on its arrival day, simply changes type.
The money left hanging by the switch is settled at the same time:
Switch |
What WideCare creates |
|---|---|
Anticipatory → Arrears |
A credit note for the accommodation already billed ahead from today — the posted admission invoice included. Otherwise the resident would pay those days twice. |
Arrears → Anticipatory |
A catch-up invoice for the current month, which neither type would otherwise bill. |
Anticipatory ↔ Split Billing — Anticipatory (same timing) |
Nothing to settle: the same days are billed, to other people. |
The stay records the change in its discussion thread. On the stay, the Invoice Type field shows the type the stay is billed under; it can only be edited while the stay is still a draft.
Dating the change yourself
To apply a new invoice type from another date, use Change Room on the stay, keep the same room and fill in the New invoice type next to the change date. See Room change and transfer.
When the month is already closed
If the billing period covering the change date is closed, the type changes but nothing is billed or credited for it. Reopen the period first if the change has to reach the invoice.
Change the invoice type for one month¶
Sometimes a single month must be billed differently — a family that pays one month in arrears, for instance — without changing the resident’s type.
Open the month’s billing period (Billing → Facturation → Billing Periods).
In the Residents tab, click the resident: their Resident Billing detail opens.
Choose the Invoice Type (this period). Left empty, the month follows the stay (“As the stay”).
Save.
In split billing
When the month is given a split invoice type, Debtors (this period) lets you pick which of the resident’s debtors share this month. By default, the month is split between the debtors of the stay. Their shares are checked with the same rules as on the resident’s record.
The choice is kept for this month only, even when the period is generated again or refreshed.
Apply the new type¶
If the month’s billing lines or invoice were already built, the change is not applied at once:
the resident’s row turns yellow in the Residents tab of the period;
the detail shows a warning and an Apply the Invoice Type button.
Click Apply the Invoice Type: the month’s lines are rebuilt, and its draft invoice with them.
Invoices are refused until the type is applied
While a row is yellow, Create Invoices on the period and posting that resident’s invoice are both refused, with a message naming the residents to open.
When the type can no longer change¶
The field is locked, and a line under it says why, when:
the period is closed;
the period is not generated yet;
the resident already has a posted invoice for the month — reset it to draft first.
A change that moves the accommodation between advance and arrears is also refused when a later period is already generated for the resident, because that period measured what it bills on the old timing. Remove the resident from the later period, or reset it to draft, first.