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In a pharmacy the till is the rule and an invoice is the exception. Reach for Billing when money is not changing hands at the counter: a clinic or company you supply on account, a school or care home buying in bulk, a delivery you will bill at the end of the month. For anything a customer pays for at the counter, use the till instead — see Ring up a sale. These three screens are shared with the other ClinikEHR editions, so their wording is clinic-flavoured. You will see “patient”, “clinic” and “consultation” in places where your pharmacy would say customer, pharmacy and sale. The screens work exactly as described here — the vocabulary simply has not been translated for the Pharmacy edition. Do not go looking for a separate pharmacy billing screen; this is it.

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The three screens

Billing Dashboard

Tabs Overview, Invoices and Insights. Buttons Refresh and New Invoice.

Payments

Headed Payments Management. Tabs Overview, Payments and Pending. Button New Payment.

Services

Headed Services Dashboard. Tabs Overview, Services and Categories. Buttons New Service and New Category.
Billing is a collapsible entry in the sidebar; the three screens are its sub-items.

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Raise an invoice

1

Open the Billing Dashboard

Select Billing in the sidebar, then Billing Dashboard.
2

Select New Invoice

The invoice form opens.
3

Choose who it is for

Pick the buyer, then add the lines — products or services with their quantities and prices.
4

Check the status

A new invoice is created as Pending, not as a draft. It is live and awaiting payment the moment you save it, and it appears in every awaiting-payment view straight away. Set it to Draft deliberately if you genuinely want it hidden from those views while you finish it.
5

Save, then send it

Save the invoice, then send it from its row action. You choose the recipients on the send dialog rather than mailing everyone on file.

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Record a payment

1

Open Payments

Billing › Payments. The Pending tab is what is still owed.
2

Select New Payment

Record a Direct Payment, or Pay Invoice against an existing one.
3

Enter the amount, method and reference

A part-payment is allowed — the invoice moves to partially paid and the remainder stays outstanding.

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Cancel, do not delete

An invoice with a payment recorded against it cannot be deleted:
This invoice has recorded payments and cannot be deleted. Cancel it instead to keep the record.
Cancelling keeps the invoice and the payment history intact, which is what your books and your buyer both need. Deleting would remove the only record that money moved.

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Services and categories

Services is your list of chargeable things that are not stock items — delivery, a compounding fee, a blood-pressure check, a monthly account charge. Group them with New Category so long invoices stay readable.

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Currency, tax and payment details

  • Currency and tax are set once in Settings › Billing and apply everywhere money is shown. See Currency and tax.
  • The offline payment channels printed on your invoices — bank account, mobile money, whatever you want a buyer to pay into — live in Settings › Payment Details. Fill them in before you send your first invoice, or it goes out with no way to pay it.

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Check it worked

  • The invoice appears on the Invoices tab with the buyer, the total and a Pending status.
  • After sending, the recipients you chose have it.
  • Once paid, the invoice shows as paid or partially paid, and the payment is listed on the Payments tab.

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If something goes wrong

Expected. These three screens are shared across editions and have not been relabelled for pharmacies. Read “patient” as your customer or buyer.
That is the default, deliberately: a draft invoice is invisible to every awaiting-payment view, and invoices that quietly sat in draft went unchased. Set it to draft yourself if you want that.
It has a payment recorded against it. Cancel it instead — the record of the money stays, which is the point.
Your offline payment channels are empty. Fill in Settings › Payment Details, then re-send.
Currency comes from Settings › Billing, not from the invoice. Change it there — see Currency and tax.
A cashier reaches only POS and Sales, and a pharmacy technician is kept off the money surfaces. See Staff permissions.