Where are the billing settings located?

In Settings → Billing. The tab is only visible to the home’s managers. It gathers automatic invoicing, the billing journals and the optional features such as split billing.

Should automatic billing refresh be turned on?

Yes, that is the recommended value. It keeps every open billing period up to date as soon as the data behind it changes: supplement, absence, end of stay, room change, payer change, mid-month admission. Turn it off only if you prefer to recalculate by clicking Refresh on the period.

What is the Resident Journal for?

It is the sales journal that receives the invoices for the resident’s share (accommodation and supplements). Where the health insurer also pays part of the stay, its share goes into a journal of its own.

Why does the Resident Journal say “From” another house?

In a group, a house without a journal of its own uses its parent company’s. The setting shows which house it comes from; choose a journal to give the house its own.

Does turning on split billing install something?

Yes. Ticking Split Billing (food debtors) installs the split billing feature, which then adds its own journal and suspense account to the same block.

Billing settings¶

The Billing settings tab gathers the parameters that drive the billing of your nursing home: invoice generation, accounting journals and optional features. You configure them once, then they only change at the margins.

You will find them under Settings → Billing, or from the Billing app, Configuration → Settings. The tab is only visible to the home’s managers.

In Belgium

The tab is called MR/MRS Billing and holds more settings: the INAMI Journal, the establishment’s Cc accreditation for the coma allowance, and the Katz activity assignee used after a long hospitalization. The eHealth certificate and credentials are set elsewhere. See Belgian settings and eHealth and eFact settings.

Automatic Invoicing¶

This block decides how and when invoices are produced, and whether open periods keep themselves up to date on their own.

Setting	What it does	Recommended value
Automatic Invoicing	Generates the monthly stay invoices on its own, without going through the manual cycle. Off by default.	Often left off in favour of the manual cycle (generate → invoice), which gives more control.
Invoice Day … of the month	The day of the month automatic invoices are generated. Shown only when Automatic Invoicing is on.	1 by default; adjust to your organisation.
Automatic billing refresh	Keeps every open period up to date as soon as the data behind it changes: supplement, absence, end of stay, room change, payer change, mid-month admission.	On — recommended.

Automatic refresh and the Refresh button

With refresh on, adding a supplement or an absence reaches the period on its own: you generally have nothing to do. The period’s Refresh button remains available for a full recalculation on demand. See Billing a month.

Billing Journals¶

The resident’s share (accommodation and supplements) goes into its own sales journal. Where the country has a care allowance paid by the health insurer, the country pack adds a second journal for that share, so each payer is tracked separately.

Setting	What it does	Recommended value
Resident Journal	Sales journal of the invoices for the resident’s share. Only sales journals can be chosen. In a group, a house without its own journal shows From parent house: journal.	A sales journal of your facility, separate from the health insurer’s when there is one.
Resident Fiscal Position	Applied to the residents’ supplement envelopes. Pointed at a VAT-exempt position, everything billed to a resident comes out untaxed, while the products keep their normal taxes elsewhere.	The fiscal position your country applies to accommodation in a care home.
Pocket money journal	Journal of the second invoice of residents with pocket money: what the home bought for them during the month. Empty, everything stays on a single invoice.	A journal of its own, if you hold pocket money.
Pocket money settlement journal	When filled in, the second invoice is settled automatically out of the pocket money balance as soon as it is posted. Empty, that settlement is entered by hand.	Ask your accountant.

The two pocket money settings only appear when pocket money is installed.

Facility-specific value

The journals depend on your chart of accounts. Choose existing sales journals. Keeping one journal per payer makes reconciliation and per-payer tracking easier.

Optional features¶

Setting	What it does	Recommended value
Split Billing (food debtors)	Splits the resident’s share of the monthly invoice among several debtors. Ticking it installs the feature.	Tick it if debtors share the resident’s share.
Split Billing Journal	Sales journal, with its own sequence, of the split-billing resident statements. Shown once split billing is installed.	A journal used for nothing else.
Split Billing Suspense Account	The suspense account carrying every line of the split-billing resident statements. Shown once split billing is installed.	Ask your accountant.
Other supplement	Product charged when a recharged vendor bill line names no supplement of its own. Empty, such a line stops the recharge instead.	Empty until the home has decided — the safer default.

What the split billing checkbox does

Ticking installs the feature and unticking uninstalls it. Once installed, the split is set per resident. See Setting up a split.

What is set elsewhere¶

Absences — the discount granted for an absence is set under Billing → Configuration → Absence Discount Rules. Whether a day counts as a presence day is built in: a departure after noon or a return before noon counts as a presence day, unless the country pack applies its own thresholds. See Absences and hospitalizations.
Prices — the supplement prices and their yearly increase. See Price indexation.
The invoice type of each resident (in advance or in arrears) — on the resident’s contact. See Invoice type.
The accounting bridge — under Settings → Sync. See Accounting bridge.

Going further¶

Configuration — rooms, rates, health insurers, facility.
Billing overview
Billing a month, step by step
Split billing