Sometimes, an invoice's Amount Invoiced differs from its Amount Now Due.
This situation is caused by one of the following events occurring after the invoice was generated but before the invoice is paid:
- A change in the "Price quote" occurs for one of the invoice's underlying dispatches; or
- A payment, discount, finance charge, or service charge is applied to one of the invoice's underlying dispatches; or
- One of the invoice's underlying dispatches is marked or unmarked non-billable; or
- The "Price allowed" field (i.e. the price adjudicated by insurance) is set or un-set for one of the invoice's underlying dispatches, either by an insurance EOB or by manual edit (using the "Billing" tab of the Dispatch Edit page).
You should in any case be familiar with how AngelTrack calculates the balance due.
A Common Occurrence when Invoices Overlap
Suppose a customer does not pay an invoice on time. The next month they receive a new invoice containing new payables plus last month's payables carried forward. Not noticing the carry-forward, the customer simply pays both invoices in full.
First you input the payment for the first invoice, paying it in full. That then creates an underlying balance change for the second invoice, because it contains charges for older items that have now been paid off. It will therefore cause an overpayment.
AngelTrack handles the situation gracefully, always keeping records if any dispatch is ever overpaid or underpaid. To learn more about how AngelTrack's invoice system handles overpayment, underpayment, overcredit, and undercredit, read the Underpayment and Overpayment guide.
Second Example
Suppose you generate a facility invoice for all wheelchair calls occurring this month... but a few of those calls are still moving through QA. The total amount invoiced is $1000, and you send the invoice to the customer.
Two weeks later the customer pays the bill, sending back a check for $1000... but in the meantime, QA found an odometer error on one of the dispatches, and corrected it, causing the call to change price from $70.00 to $65.00. The total for all calls therefore falls from $1000 to $995.
When the check finally arrives and the biller sits down to process it, AngelTrack will say that $1000 was invoiced but only $995 is now due... an overpayment situation.