Money and reports

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This page is for the admin: the owner or manager.

How the books are kept

You do not enter the day’s takings. The system writes the books by itself, as the work happens:

• When reception takes a fee, the money is recorded.
• When a patient is checked in, the fee becomes income and the doctor’s share is set aside for them.
• When the pharmacy sells a medicine, the sale and the cost of the batch sold are recorded.
• When a delivery is received, the stock and the bill owed to the supplier are recorded.

Your part is the rest: paying suppliers and doctors, recording expenses, and moving cash to the bank.

Entries are never edited. A wrong entry is reversed, and both the entry and its reversal stay in the books. This is what makes the figures trustworthy.

The dashboard

Dashboard is the screen you land on.

• Today’s figures: money received today, this month’s profit, and what the clinic owes its suppliers and doctors. Click a tile to open the detail.
• Where the money is: what the books say is in each till and in the bank. Compare it with the cash in the drawers and the bank statement.
• Today at the front desk: how many patients are waiting, have been seen, are still to arrive, or did not come.
• Pharmacy stock: what the stock is worth, and how many products are running low, out of stock or close to expiry.

Payments and expenses

Open Payments and expenses from the menu.

Pay a supplier

1. Find the supplier under Suppliers to pay.
2. Press Pay.
3. Type the amount and choose where it is paid from: a till or the bank.
4. Confirm.

The payment comes off the oldest unpaid bill first. Click the supplier’s name to see their bills and payments.

Pay a doctor

1. Find the doctor under Doctors. The amount owed to them is shown.
2. Press Pay.
3. Type the amount and choose where it is paid from.
4. Confirm.

A doctor earns their share of a fee when the patient is checked in. What you pay comes off what they are owed.

Record an expense

For rent, salaries, bills and anything else the clinic pays:

1. Press Record an expense.
2. Choose what kind of expense it is, type the amount and a short description.
3. Choose where it was paid from.
4. Save.

It appears under Expenses this month.

Move money

When cash goes from a till to the bank, or the other way:

1. Press Move money.
2. Choose where it came from and where it went.
3. Type the amount and save.

Starting the books

Do these once, when the clinic begins to use the system:

• Add a starting balance for each till and the bank account, so the books match the real cash and bank on the first day.
• Import suppliers brings in your suppliers from a spreadsheet, with what you owed each of them on the first day.

Correct an entry

A payment, an expense or a move of cash that was typed wrongly cannot be edited. Reverse it and enter it again:

1. Press Correct an entry.
2. Find the entry and press Reverse.
3. Type the reason and confirm.
4. Enter the correct figure as a new entry.

The wrong entry is marked as reversed and left out of lists and totals. It stays in the books with its reversal.

Close a month

When a month’s figures are final:

1. Press Close a month.
2. Choose the month and confirm.

Nothing can be dated in a closed month afterwards. Close a month only once you are sure of it.

Doctors’ fees and shares

Open Doctors and schedules. For each doctor you see the consultation fee and the part of it the doctor keeps.

1. Press Fee and share on a doctor.
2. Type the new fee, the new share, or both.
3. Choose the date it applies from.
4. Save.

A change applies to visits booked from that date. Visits already booked keep the fee and share they were booked with.

Reports

Open Reports from the menu.

1. Click a report in the list.
2. Set the dates and press Show.
3. Press Download to save what is on screen as a spreadsheet.

A report of a position, such as stock on hand, always shows it as of now and has no dates to choose.

Give the first three to your accountant at the end of each month or year.

Things the admin alone can do

• Give a discount above the desk’s limit.
• Keep the fee of a patient who did not show up.
• Open a doctor’s clinical notes. Each time you do, it is recorded.
• Change fees, shares, people and settings. See Settings.

For technical users. Every money or stock event posts a balanced double-entry journal entry through the posting rules in packages/domain/src/posting.ts. Journal entries and lines are append-only, and a database trigger refuses an entry that does not balance or that is dated in a closed period. Amounts are whole numbers of the smallest currency unit; rates are basis points; there is no floating-point money. Open questions for the clinic’s accountant are listed in docs/build-status.md: whether a doctor’s share is an expense or a split of income, withholding tax on payouts, and the treatment of a refund after check-in.