Abacus for Windows generates client charges based on financial assessments. Charges are raised as invoices in batch runs, and can also be created individually. This article covers the invoicing process for both residential and domiciliary care, including manual invoices, reprints, retractions, and suppression.
Residential charges
Preview invoices
Before generating invoices, preview them to check the charges are correct.
Navigate to the residential invoice preview screen.
Review the preview output, which can be exported to Excel for further checking.
Generate invoices
Run the residential invoice generation process.
The system creates invoices for all eligible clients based on their current assessments.
Print invoices
Run the batch print to produce all invoices.
To reprint a single invoice, use the individual reprint option and search for the specific client or invoice number.
To reprint a batch, use the batch reprint option.
Raise a manual invoice
If you need to raise an invoice outside of the normal batch run:
Open the manual residential invoice screen.
Search for the client.
Enter the invoice details including period, amount, and any adjustments.
Save and print the invoice.
Retract an invoice
If an invoice was raised in error or needs correction:
Locate the invoice.
Use the retract option. This creates a credit note reversing the original charge.
📌Note: Retracting an invoice does not delete it — it creates a balancing credit transaction.
Suppress invoicing for a client
If you need to temporarily stop invoices being raised for a specific client:
Open the suppress option for the client.
Set the suppression. The client will be excluded from future batch invoice runs until the suppression is removed.
Raise a property invoice
For clients with deferred property debt:
Navigate to the property invoice screen.
The process differs slightly depending on whether the client is a gross or net payer.
Enter the property sale details and generate the invoice.
Non-residential (domiciliary) charges
Create default services
Before raising domiciliary charges, ensure default services are set up for the billing period.
Preview, generate, and print
The process follows the same pattern as residential charges: preview, generate, then print. Use the domiciliary-specific screens for each step.
Manual domiciliary invoice
Follow the same approach as manual residential invoices, using the domiciliary invoice screen.
Retract and suppress
Retraction and suppression work the same way as for residential invoices.
View and add comments to adjustments
When charges are adjusted (for example, due to a change of circumstances), you can view the adjustment details and add comments explaining the reason.
Complete current cycle
After all charges have been raised and printed for the current billing period:
Run the Complete Current Cycle process.
This advances the system to the next billing period.
⚠️Important: Ensure all invoices for the current period have been generated and printed before completing the cycle.
Statements
A4W can produce several types of statements:
Statement type | Purpose |
Service Statements | Detail the services provided and charges for the period. |
Debtor Statements | Show the client's overall account balance. |
Reconciliation (Final) Statements | Provide a final account summary, typically when care ends. |
Transaction Statements | List all transactions on the client's account. |
Each statement type can be produced as a batch or for an individual client.
Payments received
When payments are received from clients:
Navigate to the payments received screen.
Enter the payment details including amount, date, and method.
Allocate the payment against outstanding invoices.
Reallocate payments
If a payment was allocated incorrectly, use the reallocation option to move it to a different invoice.
Scan transaction batches
Use the batch scanning facility to process multiple payments received together (for example, from a bank file).