Deleting and Restoring Invoices

There are multiple ways an invoice can be deleted. Zanda also allows users to restore a deleted invoice when necessary. Continue reading this article to find out how:

For Australian customers: if you try to delete an invoice and see one of these messages, here’s what it means and what to do next:

• “This invoice has a payment applied and cannot be deleted”: The invoice has a payment recorded against it. Remove the payment first (see Adding and Managing Payments), then try deleting the invoice again. If the invoice also has an active Medicare claim, you may need to resolve that too (see below).

• “This invoice has a Medicare claim and can not be deleted”: Invoices linked to an active Medicare claim usually can’t be deleted, for data integrity reasons. What you do next depends on the claim’s status:

  • Prepared (not yet submitted): Delete the claim, then delete the invoice.
  • Assessed, same day: Use Same Day Delete to cancel the claim’s Medicare rebate, then delete the invoice. See Medicare Claim Statuses for how.
  • Assessed (later than the same day), Pended, Pendable, or Referred: The claim can’t be deleted or cancelled from Zanda. Instead, write the invoice off and keep it as a null invoice.
  • Rejected or Deleted: The claim already allows deletion, so go ahead and delete the invoice.

See Medicare Claim Statuses for the full list of statuses and what triggers each.

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How to Delete an Invoice via Main Calendar Screen

There are four options for deleting an invoice from the main calendar screen:

Option 1: You can delete an appointment linked with the unpaid invoice if you do not need to keep it on the calendar. This will successfully delete an invoice associated with the appointment.

Option 2: Click the appointment to open the appointment panel on the right side of the screen and remove the attached service(s), save. This will delete the invoice.

Option 3: On the appointment panel, click on the pencil icon next to the invoice number:

1. 1. This will open the Edit Invoice page.
2. Remove any attached payments.
3. Click on the Delete button at the bottom right.

Option 4: Change the appointment’s status to Cancelled, Late Cancellation, No Show, or Rescheduled, and select Remove Service when Zanda asks “Would you like to remove the service from this appointment? This will delete the invoice.” The invoice is deleted, but the appointment stays on the calendar with its new status. It is not a deleted appointment, so restore the invoice using the steps below rather than restoring the appointment.

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How to Delete an Invoice via Billing > Invoices

1. Navigate to Client Profile > Billing > Invoices.

2. On that page,

• click the invoice number
• or select Edit in the Actions column.

3. This will open the Edit Invoice page, and click the Delete button at the bottom-right.

Managing Appointment Links on Invoices

Appointment-linked invoices use the appointment to control the practitioner, location, and invoice date. If you need to change those appointment details, update the appointment first so the invoice stays aligned with the calendar.

For an invoice that was created without an appointment, you can link it to an appointment from the Edit Invoice page:

1. Open the client profile.
2. Go to Billing > Invoices.
3. Open the invoice.
4. In the invoice date section, select Link to an appointment.
5. Choose an available appointment from the Select appointment dropdown.
6. Save the invoice.

Only active appointments for the same client and practitioner that do not already have an active invoice can be selected. If the invoice is not linked to an appointment, it must have either an Invoice Date or a selected appointment before it can be saved.

If the invoice is already linked to an appointment, Zanda keeps that link in place. To manage the billing record, use the relevant workflow in this article: remove the appointment service, delete the invoice, restore the invoice, or manage the payment allocation. For payments and refunds, review Adding and Managing Payments and Refunding An Invoice.

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Can a deleted Invoice be restored?

• If an invoice was deleted together with an appointment, you will need to restore that appointment. This will also recover the invoice associated with it.
• Invoices that were generated without appointments can also be restored. Please follow these instructions:

1. Search for the client profile whose invoice needs to be restored.

2. Open Client Profile > Billing > Invoices.

3. At the top of this page, you will see the Show Deleted switch. Turn in ON.

4. A list of deleted invoices for the client will appear. Find the invoice you need to restore, click on the Actions gear icon and select Restore:

5. You will see the prompt that explains what will happen after you confirm restoring the invoice. Please read the notification message carefully and select Yes, Restore, if you agree with the outcome, or Cancel if you do not wish to proceed with restoring the invoice.

Notes:

If an appointment invoice was deleted, but the appointment still exists, you can restore the deleted invoice. There are two possible outcomes after the invoice was restored:

1. If the appointment does not have another invoice linked, the restored invoice will be linked back to its appointment.
2. If another invoice was linked to the appointment, the deleted invoice will be restored, but is will not be linked to the appointment.

If the client details associated with a deleted invoice are unknown, you can locate the deleted invoice via Tools > Log File. Set the date range to when the invoice is suspected to have been deleted and enter “Deleted Invoice#” in the Note field. The log entry will display details of the deleted invoice, including the associated client information.

Frequently Asked Questions

How can I find a deleted invoice if I only know the invoice number?

The main search bar finds active invoices by invoice number, so use the Log File when you need to find a deleted invoice and do not know the client profile. Zanda records deleted invoices in the Log File using the note format Deleted Invoice [invoice number] - [invoice details].

1. Go to Tools > Log File.
2. Set the Start Date and End Date filters to the period when the invoice may have been deleted.
3. In the Note field, enter Deleted Invoice and the invoice number if you have it.
4. Click GO to search the Log File.
5. Use the Profile Name column in the matching log entry to identify the client, then open that profile and go to Billing > Invoices.
6. Turn Show Deleted on, find the invoice, click the Actions gear icon, and select Restore.