Looking to update past invoices to reflect new tax settings? You’re in the right place! There are a couple of steps you’ll need to take before you’ll see the change reflected on those past invoices.
Note📝: If you need to delete the Sales Tax altogether, check out our Deleting a Sales Tax guide that walks through the steps in detail for each offering.
The process looks a little different depending on the type of invoice, so let’s break this down together!
Appointment Invoices
For any appointment invoices that have payments attached to them, you’ll first want to unapply the payment. Once the payment is unapplied, you’ll receive an orange notice letting you know a change was made under the Billing Settings.
You can click on the orange Update Invoices button to apply those changes.
Jane will remove the tax line and create a new version of the invoices. From here, you can apply the payment back to the invoices and a credit for the taxed amount should be remaining on their profile. You can either apply the credit to another invoice or issue a refund to the patient.
Here’s a guide that walks through Applying a Patient Credit to a Specific Invoice that walks through the process in more detail.
If you would like to refund the unapplied sales tax, you’ll want to head over to the Billing tab within the Patient’s Profile and click View to the right of the payment.
Next, click on the Refund button to the left and select the original payment method they used.
Here are some handy guides that go over refunding different purchases in Jane:
- Selling, Redeeming and Refunding a Package
- Redeeming or Refunding a Membership
- Refunding a Product/Inventory Purchase
Insured Appointments
If your clinic is managing insurance claims, it’s important to note that updating the tax settings for the appointment type will have an impact on past insurer invoices and relevant financial reports.
For insured appointments, we do not recommend hitting the Update Invoices button. Clicking this button causes Jane to create a new invoice for that specific appointment. So, if the source of this information has changed (the treatment settings), then the updated appointment will also change.
If you have updated those past invoices, here’s how you can keep tax on past appointments while updating upcoming ones.
Updating a small number of appointments
Suppose only a few appointments need to be updated. In that case, it is recommended to duplicate the treatment and ensure that the tax is included with the new appointment type while excluding it from the original appointment type.
For more information on how to duplicate a treatment, you can head over to our Setting up Treatments guide for more details. Here’s what you should see when you look at the list of treatments in the Settings tab and click on Treatments, Classes & Group appointments:
From there, you can unapply the payment from the existing appointment and unarrive it. Now you’ll be able to change the appointment type to the new one you’ve created with the tax added. For the example below, the original Subsequent Visit is being updated to Subsequent Visit - GST.
With the appointment updated, you can now rearrive the appointment. To reapply the insurer payment, scroll down to the Insurance Info section of the Appointment Panel and click on the Pay button.
On the next screen, you’ll want to apply the credit that was created when the original insurer payment was unapplied. To do this, click on the blue Apply an existing payment text.
For more details on applying an insurer payment, you can check out our Apply or Unapply and Insurer Payment guide.
Once the appointments have been updated and payments reapplied, you can then Archive the session with the tax to avoid confusion later on.
Updating a large number of appointments
For 20 or more appointments that need updating, you’ll want to start off by duplicating the treatment type and ensuring tax is added to the new one.
Here’s what the two sessions should look like:
Still within the Settings tab and Treatments, Classes and Group Appointments, you can use the Reassign tool to update past and upcoming appointments to the new appointment type with tax added.
In the example below, we’re updating the past and upcoming appointments for the Subsequent Visit (no GST) to the Subsequent Visit - GST. Make sure to toggle on Archive to the right of the treatment as well.
At the bottom of the page, you’ll want to ensure that you click on Change Past & Upcoming Appointments before hitting the blue Update button.
During this process, the treatment without the tax added will be archived, but you’ll want to change all of the upcoming appointments back to the treatment type without tax.
To unarchive the treatment, click on Show Archived at the top of the Treatments, Classes & Group Appointments page within the Settings tab.
Look for the treatment with the archived badge and click Edit to the right. Next, you’ll want to click on the blue Save & Unarchive button on the bottom right.
From here, click on Reassign at the top of the next screen.
Lastly, you’ll reassign the treatment with tax to the treatment without tax for all future appointments. Make sure to toggle on the Archive button to ensure that the treatment with tax cannot be booked in the future.
Product Invoices
For this type of purchase, you’ll want to start by Unapplying the Payment. Once that is complete, you’ll see an orange notice prompting you to Update Invoices.
Note📍: If you’re not able to see the Update Invoices option, you’ll want to click on the black dropdown arrow to the right of the word View under the Billing tab. You’ll want to select Delete Purchase from the menu options. With the old invoice deleted, you can re-sell the product to the patient again.
With the invoice updated, you can reapply the payment to it. After clicking on the word View, you can click on the blue Pay button in the top right corner. On the last payment screen, you should see the credit as the payment method.
After the credit is applied, the patient should have a credit for the tax amount if the taxes were removed from the offering. This credit can be refunded to the original payment method or applied to another invoice.
Here are some guides that may come in handy with managing the credit and possibly issuing a refund to the patient:
Package Invoices
We know you might want to update the sales tax for packages you’ve already sold. When you update the overall settings for a package, the Update Package option is specifically for changes to the package’s name, quantity, income category, auto selection, or eligible items.
To update the tax on for those past invoices, you’ll need to follow a couple of extra steps to recreate the package sale without taxes attached. Don’t worry; we’re here to guide you through the process so this change goes smoothly.
The first step would be to remove the package from any appointments it’s attached to. To do this, you can head over to the Patient’s Profile, click on Appointments and select an appointment.
Within the Appointment Panel, you’ll first want to click the Arrived button to unarrive the appointment. Now you can scroll down and click on the blue X to remove the package from the appointment.
Once the package is removed from all the visits, head back to their Profile, click on the Billing tab, Payments and unapply the payment from the package invoice. For more details on this process, you can head over to our Unapplying a Payment guide.
We’re in the homestretch!
With the payment removed, you can head to the Billing tab within the Profile and then to Purchases. Click on the dropdown arrow to the right of the word View and select Delete Purchase from the menu options.
With the invoice deleted, we can go ahead and re-sell the package to the patient.
For a refresher on Packages and applying a patient credit, check out these handy guide docs
- Selling, Redeeming and Refunding a Package
- Packages FAQ
- Applying a Patient Credit to a Specific Invoice
Updating Membership Invoices
Taxes for memberships work a bit differently than they do for other types of billing in Jane. The tax on the cost of the membership for the entire duration of the membership is displayed on the initial membership sale, but won’t appear on a separate line on the membership invoices.
When you sell the membership, the total tax is displayed here:
If you’re looking for the taxes added on to a membership after it’s been sold, you can head over to the Billing tab within the Profile and then Packages & Memberships. From there, click on the View button to the right of the membership and you’ll see the total value of the Membership including the tax here:
Back to removing that tax!
The first step would be to remove the membership from any appointments it’s attached to. To do this, you’ll want to head over to the Patient’s Profile, click on Appointments and select an appointment.
Next, within the Appointment Panel, click on the blue X to remove the membership from the appointment.
Once the membership is removed from all the visits, you’ll head back over to their Profile, click on Billing and then on Payments and unapply the payment from the membership invoices. For more details on this process, you can head over to our Unapplying a Payment guide.
NOTE📍: Once the payment is unapplied from the Membership invoice, there isn’t a direct way for the clinic to delete this invoice. However, the listed Account Owner can reach out to our support team via [email protected] and we’ll be happy to delete this invoice on their behalf. Once the invoices are deleted, you’ll be able to re-sell the membership to the patient.
Here are some guides that may come in handy with managing memberships and possibly issuing a refund to the patient:
Phew - that was a lot, but we hope this guide was helpful to you! As always, if you have any additional questions, feel free to contact our support team and we’d be happy to help!