Group invoice item setup and management

Estimated reading: 9 minutes

Set up group items with invoice items you often invoice together, such as a dental, to save time and avoid missed charges. When you add a group to a billing window, all items in the group are added. ‘Smart’ features extend the functionality of groups, so only items that apply to that patient are added.
Example: An Alter group that applies the correct invoice items for a female canine.

Once the group is created, use it on: estimates, Patient Visit List, documents or invoices, or add to other group codes.

Before you start

Security
  • Invoice Item List
  • Invoice Item Information

Setup

Important!

  • Search your item list, including inactives, before creating a new item to avoid duplicates. 
  • IDs and descriptions should be entered as alphanumerical characters only. Special character use is not recommended.   
    • Do NOT use these special characters % $ ^ ( ) [ ] { } ; : ! @ ^ & * ®™ 
    • These 3 special characters have been acceptable in descriptions only / + # 

Set up group items

  • Navigate to Lists > Invoice Item > New 
  • Some fields are disabled as they do not apply to group type items.

Information tab

  1. Accept, modify or enter an appropriate Item ID, up to 7 alphanumeric characters, and press Tab.
  2. Select Group.  
  3. Enter a hospital description, up to 40 alphanumeric characters/spaces. This description appears in the Invoice Item List and reports.  
  4. Enter a client description, if applicable. This description will appear on invoices and estimates based on the selected printing option for the group.  
  5. Select the primary classification. Select a subclass, if using. 
  6. Enter the revenue center ID or F2 to search and select from your revenue center list, if using revenue centers at the invoice item level.
    Note: click here to learn about the different areas revenue centers can be defaulted within Cornerstone.
  7. Select Miscellaneous item to enable description modification when adding to estimate, Patient Visit List or invoice

Group items tab

Add individual service and inventory items, pick and other group codes. You can also copy from an existing group as a base for a new group and adjust lines accordingly.
Example: Puppy/kitten visit group for clients that is copied, and group pricing applied for a rescue society or breeder. 

  1. Do either of the following:  
    • Build from an existing group: Enter the item ID of an existing group in the Copy line items from group ID field. Press F2 to select from a list of groups. Add additional items as needed. 
    • Build a new group: Enter the Item ID and Quantity for each item to include.  
  2. Apply smart settings per line as applicable by clicking Yes or No in the Smart? column.
    • Species: Select ALL or up to 4 species. Press Ctrl + click to select multiple. 
    • Sex: Select ALL or up to 2 sexes. Use Ctrl + click to select multiple. 
    • Age: Enter the age range without gaps or overlaps between ranges.
      Example:
      • 1 mo to 1 year 6 month
      • 1 year 7 month to 4 years
      • 4 years 1 month to 8 years
    • Weight: Enter the weight range without gaps or overlaps between ranges.
      Example:
      • 1.00 to 20.99
      • 21.00 to 40.99
      • 41.00-60.99
    • Select Ask for Weight or Ask for Weight if none recorded in last 30 days to prompt for a current weight entry. 
    • Select Ask user before adding this item to ask at time of use if the item should be added to the invoice.
    • Select Stop and ask for quantity to ask at time of use the quantity of the item that should be added to the invoice.
    • Group item pricing:  
      • Select None, Mark Up or Mark Down.  
      • Select Percentage and enter a percent or select Amount and enter the amount. 
      • Select Ignore Minimum Price, if appropriate. 
      • Click Group Item Pricing button to review pricing calculation details. 
    • Click OK to return to the group tab. Lines with smart settings will appear with Yes in the Smart? column. 
  3. Select how you want your group to print on an invoice: 
    • Print all lines, show line amounts: Group description and individual descriptions and amounts. 
    • Print all lines, show group total amount: Group and individual descriptions with the group total only. (individual lines will display as $0). 
    • Print detail lines only: Individual descriptions and amounts. The description of the group will not print.  
    • Print group line only: Group description and total only. Individual lines will not print. 
  4. Adjust order of lines as needed using onscreen arrows. 
  5. Remove items from the group as needed by clicking in the Item ID field and pressing Ctrl + D. Click Yes to confirm. 
  6. Click OK to save your changes or proceed to another setup tab. 

Travel tab

  1. Add/remove items individually from travel sheets, if using. 
  2. Click on the travel sheet name(s) to add (select) or remove (deselect) the item. 
  3. Click OK to save your changes or proceed to another setup tab. 

Once the group is created, use it on: estimates, Patient Visit List, documents or invoices or add to other group codes where appropriate. 

Update group items

Modify groups as needed. 

Navigate to Lists > Invoice Item > Update 

Information tab

  1. Modify descriptions as needed. 
  2. Change the primary classification or subclass. 
  3. Change the revenue center ID or F2 to search and select from your revenue center list, if using revenue centers at the invoice item level.
    Note: click here to learn about the different areas revenue centers can be defaulted within Cornerstone.   
  4. Select or clear Miscellaneous item

Group items tab

  1. Add or remove items, modify smart settings, adjust print options, rearrange order of lines.  
  2. Add new items: Enter the Item ID and Quantity for each item to include.  
  3. Remove items from the group as needed by clicking in the Item ID field and CTRL + D. Click Yes to confirm. 
  4. Apply/adjust smart settings per line as applicable by clicking No or Yes in Smart? column. 
    • Species: Select ALL or up to 4 species
    • Sex: Select ALL or up to 2 sexes
    • Age: enter/modify the age range without gaps or overlaps between ranges. 
    • Weight: enter/modify the weight range without gaps or overlaps between ranges. 
      • Select or clear Ask for Weight or Ask for Weight if none recorded in last 30 days to prompt for a current weight entry. 
  5. Ask options: Select or clear Ask user before adding this item and/or Stop and ask for quantity to prompt at time of use to add item or enter a quantity. 
  6. Group item pricing:  
    • Select None, Mark Up or Mark Down.  
    • Select Percentage and enter a percent or select Amount and enter the amount. 
    • Select Ignore Minimum Price if appropriate. 
    • Click Group Item Pricing button to review pricing calculation details. 
    • Click OK to return to the group tab. Lines with smart settings will appear with Yes in Smart? column. 
  7. Select how you want your group to print on an invoice: 
    • Print all lines, show line amounts: group description and individual descriptions and amounts. 
    • Print all lines, show group total amount: group and individual descriptions with group total only (individual lines display as $0). 
    • Print detail lines only: individual descriptions and amounts (no group description). 
    • Print group line only: group description and total only (no Individual lines). 
    • Adjust order of lines as needed using onscreen arrows. 
  8. Click OK to save your changes or proceed to another setup tab. 

Additional Information

General
  • Item IDs can be changed using the Change IDs tool, if needed. 
  • Tip: Before setting up groups make a list of the items you want in the group and which species, sex, ages and weights they apply to. This will help prevent mistakes during setup.

Once a group is set up

Group pricing

Group printing

Smart settings

Using groups for dosage calculation

Revenue reporting

Related Reports

  • Invoice Group Item Setup report 
  • Pick Item Setup report 
  • Invoice Item Setup Information report 
  • Standard Fee Exception report 

Resources

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