Billing to Debt Management (Web App)

Why Use This Function:

Batch Tracking is used to track a specific Item's group of units. When a Practice uses a Stock system, it makes use of suppliers for its Stock. Each Batch receives a Lot Number or Batch Number linked to the Batch or box of the Item made by the manufacturer. This ensures that all items of the same kind have been made with the same ingredients and packaging.

If the manufacturer or medical association recalls an item for any reason, such as contamination with glass, you can identify which Batch each Patient received. This allows you to contact those Patients to inform them to return the item and stop using it.

Batch Tracking is crucial for maintaining high standards of quality, safety, and efficiency when working with Stock. For this reason, it is also essential to include Batch Numbers on Debtor Invoices. Doing so ensures a complete audit trail, enables quick traceability in the event of a recall, and supports accurate Stock control. It also helps the Practice comply with medical regulations and build Patient trust through responsible and transparent care.

💡Please Note: An item will first need to be set up in order for its batch to be tracked. For more information, please refer to the user manual: How to Set Up an Item for Batch Tracking.

💡Please Note: Batch Tracking can only be used effectively if the information was added when the batch information on the Creditor Invoice was captured. For more information on how this works, please refer to the user manual: How to Capture Batch Tracking on Stock Invoices.

• This user manual will start on the Invoice screen.

• For more information regarding the Invoice screen, please refer to the user manual: The Invoice Screen: Navigation and Use.

• Bill a Stock Item as you usually would.

• When an item has been set up for Batch Tracking, the Batch Tracking screen will open.

• Click on the Search Lot Number or Barcode... field to search for the batch linked to the item being billed.

• Select the desired option on the list that has become available from the search results.

• The selected batch will load onto the Batch Tracking screen as a line.

• Click on the Quantity field to enter the number of items from the selected batch.

💡Please Note: More than one Batch/Lot can be selected for the same item, if the items came from different batches. 

• Click on the Save button.

💡Please Note: When a Macro is billed and more than one item has Batch Tracking, a separate Batch Tracking screen will open for each item. You will need to load the Batch Details individually for each item. Once you save a Batch Tracking screen, the next one will open automatically, in order for you to capture the next one.

• Once the LOT/Batch has been added, the item will be added to the Invoice screen.

💡Please Note: If an item has been set for Batch Tracking, you will need to add the batch information before the item is displayed on the Invoice.