Invoice item classes and subclasses
Setup, update, inactivate, and delete invoice item classes and subclasses.
Before you start
- Security access to Invoice Item Classification List and Invoice Item Classification Information dialogs
- Review the classifications and subclasses already set up in the Invoice Item Classification List to determine any reporting gaps or overlaps
Important!
- Class and subclass IDs cannot be changed or modified once created.
- Classes cannot be deleted if in use (Ex: items associated with it or in reporting history). They can be inactivated once all associated items are moved to another classification.
New classification setup
Invoice item classifications and optional subclasses are used to organize invoice items. Other uses include:
- Reports output, sorting, and filtering.
- Use of mass markup and invoice item setup tools.
- Creation of pick lists, travel sheets, and staff commission profiles.
- Filtering for invoice item searches and inventory windows.
- Lists > Invoice Item Class
- Click New.
- Enter a Classification ID.
- Enter a description.
- Enter a GL Account name, if applicable.
- Select a default revenue center to use for this classification.
- If a sales and/or usage tax should be applied to all items that use this class, select the sales and/or usage tax(es). Click highlighted tax(es) to deselect.
- If classes need to be broken down further for reporting and filtering purposes, click Add to add a subclass.
- Enter a Subclass ID and description and click OK.
- Click OK to save your changes.
Update an invoice item class
Invoice item classes and subclasses cannot be inactivated if associated with invoice items. You must first move the invoice items into another class and subclass. You can move the invoice items into another class individually through Lists > Invoice Item > select item > Update, or in larger groups with the Invoice Item Setup tool Tools > Invoice Item Setup.
- Lists > Invoice Item Class
- Select a class from the list and click Update.
- Make any necessary changes to description, GL account, revenue center or taxes.
- Click Add or Update to create or modify subclasses, if needed.
- To delete a subclass, select from the list, click Update.
- Press Ctrl+D and click Yes or No to confirm.
- If there are records associated with the subclass, you cannot delete it.
- To delete a subclass, select from the list, click Update.
- Clear the Active check box to inactivate the class.
- Click OK.
Delete an invoice item class
Invoice item classes and subclasses cannot be deleted if associated with invoice items or if they have been used in previous invoicing/reporting. You must first move the invoice items into another class and subclass. You can move the invoice items into another class individually through Lists > Invoice Item > select item > Update, or in larger groups with the Invoice Item Setup tool Tools > Invoice Item Setup.
- Lists > Invoice Item Class
- Select a class from the list and click Delete.
- Click Yes or No to confirm.
- If you receive a message that the classification is in use, and the class doesn’t have associated invoice items, the class has been used in the past and can only be inactivated.
Additional information
General
- Consider your reporting needs when determining most appropriate class and subclass structure for your practice. Larger classes such as Laboratory or Professional Services can be further defined with subclasses.
- Classifications and subclassifications can be aligned with the AAHA recommended chart of accounts. Visit aaha.org for more info on recommended accounting structures.
- Some practices find it helpful to have a classification called Inactive or Obsolete Items to classify invoice items that are no longer in use. For example, a medication that was previously prescribed to a patient, but is no longer on the market, or a service that is no longer performed at your practice.
- Taxes at classification level are applied only to new items added to the class. Use the Mass Markup tool to apply/remove taxes across existing items within a classification.
- Revenue centers can be applied to invoice item classifications. See the Revenue Center article for more details.
Related reports
- EOP Service and Inventory Sales reports
- Invoice Item Classification Setup Report
- Invoice Item Sales Information Report
- Invoice Item Setup Information Report
