This enhancement describes our Zatca v2 behavior thanks to the Cirrus compliance with the local authorities where every invoice, credit note and debit note generated in Cirrus is now stamped before the Zakat, Tax and Customs Authority (ZATCA) in Saudi. The user flow described below is the same as in Zatca v1, with the difference that Zatca v1 processes are not stamped. If your organization does not have this, please request it via ticket or chat.
Cirrus allows hospitals to keep full track of their invoicing processes on every scenario where users must manage the electronic documents for the steps considered during invoicing (while generating sales receipts, while generating taxed invoices and simplified taxed invoices and, if required, their corresponding credit and debit notes).
Step-by-step summary :
Patient & Encounter Creation
Windows : Patient Registration / Create Encounter
First, we need to make sure that our patient has already been registered on Cirrus (Patient Registration screen) and that their Tax ID, Patient ID Type an ID information are correct.
If this patient does not have an encounter yet, we must create it from this window (click on context menu and select Create Encounter) :
If any patient has an insurer assigned then their invoices will be addressed to this insurer (taxed invoice). If the patient does not have insurer or if they must cover themselves some of the charges then the simplified taxed invoice will be addressed to the retail sale business partner. See examples below.
After completing the encounter information (Physician and Admitting information), click on Save :
You will see the following confirmation message, now you can start creating charges for this patient.
Create Charges
Once the patient has an active encounter, users can perform charges creation, e.g. in Encounter Dashboard. In this example and for making our case more easy to understand, we added the charges in Multibilling window, see how this reflects in the extensions in our invoicing pt. 1 video.
Invoicing
Cirrus allows you to generate two main documents and their corresponding credit and debit notes :
Important :
Taxed Invoices are addressed to insurers.
Simplified Taxed Invoices are addressed to our retail business partner.
If you cancel an invoice in cases like when billing them before adding more pending charges, you can cancel this invoice and then create a credit note for the canceled invoice. Credit notes could be for the whole invoice or just partial credit notes (for when applying discounts).
You can also cancel/revert credit notes, thus generating debit notes.
Multibilling manages e-invoices for multiple VAT rates (e.g. VAT 0, VAT 5%, VAT 16%) and with Zatca v2, Cirrus can perform the same background process that saves the VAT information for every invoice with their corresponding VAT rate.
The same e-invoice will be generated for every payment form configured and Cirrus will send this data as a background process for the selected payment form (e.g. Cash, Transfer, Accounts Receivable).
Simplified Taxed Invoice
First, we will generate a simplified taxed invoice, where our patient does not have a policy assigned so their charges will be paid by the patient and the invoice addressed to the retail sale business partner.
Patient insurance information example :
Process in Multibilling :
First you must select the encounter in Multibilling search.
Check if the patient has charges and their extension. Since these charges will be addressed to the retail sale business partner then they must be in the extension 0 by default and you must manually generate the extension or extensions for this same client.
In our example we added the charges in Charges option and then moved them to their new extension.
Important : Here you must validate that the patient Tax ID information is correct. The same with the retail sale client details.
Once you have made sure that the extension charges are completed, you can process this extension to generate the sales receipt.
Note : Cirrus can automatically generate an Accounts Receivable payment for the extension if you check the Generate payment Accounts Receivable check before processing the selected extension.
If you select this check, then you can skip step 4 and you will only need to complete the invoice document.
Part 2 :
To apply payments for this extension (once processed), click on context menu and select Payments. Now select the amount to apply and the payment method. Save the changes.
To generate and download the invoice, click on the gear icon and confirm.
Cirrus will automatically generate a ZIP folder with both the XML and the PDF files of the invoice.
XML example :
In this case, a Simplified Taxed Invoice was generated. Here you can see important details such as the invoice number, the patient data and the customer information.
You can download it again by clicking on the Print Invoice button :
Taxed Invoice
If, on the other hand, your patient has an insurer assigned then their charges will be automatically addressed to this insurer if they are covered.
See insurance information example :
See the full invoicing flow for insurers :
First you must select the encounter in Multibilling search.
Check if the patient has charges and their extensions. If the policy is correctly assigned, Cirrus will automatically send the charges to their corresponding extension, which are the cashiering areas of your hospital.
In our example we added the charges in Charges option and then Cirrus automatically generated their extensions, which in this case was only the extension 1. This extension has the insurer information instead of the retail sale information.
Important : Here you must validate that the patient Tax ID information is correct. The same with the insurance major company details.
Once you have made sure that the extension charges are completed, you can process this extension to generate the sales receipt.
To apply payments for this extension (once processed), click on context menu and select Payments. Now select the amount to apply and the payment method. Save the changes.
To generate and download the invoice, click on the gear icon and confirm.
Cirrus will automatically generate a ZIP folder with both the XML and the PDF files of the invoice.
In this case, a Taxed Invoice was generated. Here you can see important details such as the invoice number, the patient data and the customer information.
If you must cancel an invoice from the billed extensions, go back to the Multibilling window and select the extension to check the invoice number if you require to cancel this invoice. This information can also be found on the invoice.
Both simplified taxed invoices and taxed invoices will generate a credit note once they are fully or partially canceled.
Simplified taxed invoices can only cover charges for less than 1000 SAR. Taxed invoices can cover charges for more than 1000 SAR. Invoices addressed to insurers will always be taxed invoices.
See more details :
Notes :
Invoices can be canceled within the first 15 days of the next month.
For this article we performed the current Multibilling invoicing process. However, this invoice stamping process will also apply for Direct Billing invoices. See the Direct Billing functionality in the button below.
Credit Note (Cancellation of Invoices)
Windows : Invoice (Customer) / Credit Note
If you must cancel the entirety of the invoice amounts, go to Invoice (Customer) window and perform a document search for this invoice. Select it from the list of results :
Now, in context menu select Cancel Document and confirm the information.
This will automatically generate a credit note with the same invoice amounts and will also unlock the extension, allowing you to add more charges.
If, on the other hand, you wish to apply discounts to the invoice and generate a credit note for just the missing part of the invoice, go Cancellation of Invoice and perform an invoice search. Then select it from the results.
Now enter the cancellation motive, the comments for more details and the Total Paid :
The credit note will include the new totals (minus the discounts) :
Note :
The credit note can be generated within the first 15 days of the next month.
Debit Note
Window : Cancel Credit Note
To cancel/revert a credit note, go to Cancel Credit Note window and perform a credit note search. Then enter this document and confirm in Cancel Credit Note option :
Cirrus will automatically generate the counterpart of this credit note, the debit note, for the applied discount or extra charge to the customer :
Note :
The debit note can be generated within the first 15 days of the month.
We hope this improves your Cirrus experience. Remember to share this information and ask for help if you need it.
Date: December 29, 2023.