Surgical Case Workflow: Entering the PO and Generating the Invoice
In this portion of the case workflow the case has been performed, sales have been recorded, the case was submitted for billing, and the sales order has been shared.
The next step is to retrieve the Purchase Order number and enter it into the case to change its status from “Pending PO” to “Pending Payment”. Once the case has been completed the invoice may be generated to send to the provider and the case can be marked as “Invoice Paid” and/or “Commission Paid” once those payments have been transacted.
Enter the PO in the Event in vTrakr
Enter the PO in the Event in the Console
How to keep track of Events with Pending PO#'s
Email the invoice as an attachment
Download the Invoice as a .CSV
Enter the PO in the Event in vTrakr
To complete the Case workflow, retrieve the PO number from the provider and enter it in the last step - “Add Purchase Order”:
In the Event Overview screen click on “Add Purchase Order”
If all devices used in the Event are going to be on the same Purchase Order enter the PO number in the field named “All Manufacturers”
If devices from multiple manufacturers were used and separate POs are required, enter the PO numbers in the fields marked for each manufacturer (located below “All Manufacturers”).
Click Complete Event - The Event will now be considered Complete.
Add the PO to the Event in the Console
If, for some reason, the sales user is not able to enter the Purchase Order number into vTrakr, the Console user can enter the number and Complete the case in the Event Detail Screen of the Console.
How to Keep Track of Cases with Pending PO #'s
Additionally, we recognize that it can be difficult to track what stage each case is in - which have been paid, which are outstanding - so we created this section of the Dashboard that helps you to track which cases have outstanding purchase orders that still need to be tracked down and entered into the case.
On the dashboard look for the area marked “Pending PO#’s” along the right hand side. Here you will see the total of events lacking PO numbers and you can page through the list, while also viewing the total value of that Purchase Order and the event’s date.
Generating the Invoice
Once the case has been completed (by entering the PO number), the Console user can generate the invoice on the Event Detail Screen. The invoice can be downloaded as a PDF and shared to external partners via email.
Email the Invoice as an Attachment
If you choose this option you’ll be able to send an email with the invoice attached from inside the ConnectSx system. You’ll be able to modify:
Email Subject Line
The Recipient (To:)
The Reply-To: Address
The Body of the email
The Recipient email will auto-populate to the First Billing Contact Email listed for that Facility in the Directory. If this is not who should be receiving the email, select the correct contact using the “All Emails” drop down menu.
You can also export the Invoice as a .CSV…
We created the new feature allowing Admin users to export their invoices as a .CSV, which can be helpful if you need to load it into another system such as Xero or Quickbooks!
Just navigate to the Event, click “Generate Invoice” and then select “Download .CSV”
And then watch your downloads for your export!
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