Accounting
Accounting
This section of the User Guide will cover some of the more common settings and options in the Patient section of your MidexPRO system.
Reporting
MidexPRO has several useful built-in Reports that you can utilise to help manage your Practice’s data.
Please note: Although Reports are a basic system feature, they can be enabled for Users. Please ensure you have the permissions before attempting to run a Report.
In the Reports tab, hover over the small “i” icons beside each report title to see brief descriptions that help you choose the right report.
How to Run the Reports
- Go to the Reports tab.
- Select the report you want to run.
- Hover over the “i” icon to see a brief report description.
- Open the report and apply any filters (e.g., date range).
- Export the results using Export to Excel under Tasks.
MXREPORT is MidexPRO’s Custom Report builder, letting you tailor report results with multiple filter options. For example, you can use it to list all patients assigned to specific GPs.
How to Run the Custom Report
- Go to the Reports tab.
- Select Custom Report under MXREPORT.
- Choose from the four main report areas using the dropdowns.
- Refine your results by expanding additional dropdown options.
- The four default areas are Account Holders, Patients, Appointments, and Clinical Readings.
- Your selected criteria will appear on the right as you build the report.
- Click Run Report when ready.
- Export the results via Export to Excel or print them using Print.
If you need help creating a custom report or selecting the right options, contact the Support Team.
Credit Notes
A Credit Note is issued when you owe a Patient money. It should not be used for advance payments, use the pre‑payment feature instead.
Credit Notes can complicate accounting, avoid them where possible. If the issue is a billing error, it may be simpler to delete and reissue the invoice (note that a new invoice number will be created).
Processing a Credit Note works like reversing an invoice: you issue the credit, then record the refund against it. Credit Notes print with invoices and can be added to or removed from the print queue.
If frequent Credit Notes result in a negative balance for a patient, you may want to suppress statement printing for those cases.
How to Raise a Credit Note
- If this is not an overpayment, skip to step 6.
- For an overpayment, open the invoice that requires a refund.
- Click £ Add Correction.
- Enter the overpaid amount and click Save.
- The invoice will now be balanced.
- Return to the patient’s Invoices page and select Add new credit note under Tasks.
- Click +Add Credit and enter the credit amount, then Save.
- Click Add Refund, enter the refund amount, and Save.
- Once balanced, click Send to issue the Credit Note, or Mark as sent if it doesn’t need to be sent.
Statements
Statements in MidexPRO can be used as either account statements or shortfall letters to chase outstanding invoices, and can be created for both Patients and Account Holders.
The date of the last statement sent is shown at the top of each Invoice screen, helping you track your payment‑chasing activity.
When printing an invoice, you’ll see a screen with several statement options to choose from.
Long Print Runs
When you request a Statement Print Run, MidexPRO prints statements for all accounts that are due—this can create a large batch if many payers are overdue. To avoid unmanageable volumes, it’s best to print statements regularly (e.g., weekly). This keeps reminder tasks small, ensures timely follow‑ups, and helps improve payment turnaround.
How to access Print Queue
- Click on “Print Queue” on the Navigation Bar.
- Click on “Statement runs”.
- You can now see your previous Statement runs.
Expenses
Recording Expenses
Expenses are listed by the date they were incurred, regardless of when they are entered. When adding an expense, you can attach the related receipt or invoice to the payment line.
Entries can be edited or deleted at any time.
Expense Categories
Expense categories work similarly to Service Items.
We recommend creating standard categories (e.g., Telephone, Postage, Car, Bank Charges, Rent) to support accurate reporting.
How to Create an Expense Category
- Open the Maintenance tab.
- Select Recurring Expenses & Categories under Billing Settings.
- Click + Add a new expense category.
- Enter the category name and ensure Active is checked.
- Select Save & Close.
You can also create categories by opening Expenses from the Navigation Bar and selecting + Add a new category.
Once your categories are set up, you can start adding Expenses.
How to Add An Expense
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Open the Expenses tab.
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Click + Add a new expense (top right).
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Enter the expense details: Date, Category, Description.
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Tick Personal? If it’s a personal expense.
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Enter the amount in the Net field.
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If VAT is enabled, select the VAT rate and any other VAT
details. -
Click + Add payment and enter the payment information.
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Select Save & Close.
Recurring Expenses
You can set up recurring Direct Debit or Credit Card expenses just like a standard Expense. Simply follow the same steps outlined below.
How to Add a Recurring Expense
- Open the Maintenance tab.
- Select Recurring Expenses & Categories under Billing Settings.
- Click + Add a new recurring expense.
- Enter the details using the same steps as adding a standard Expense.
You are responsible for confirming with your bank or credit card provider that the payment has been received.
To edit an Expense, open the Expenses tab and select the Expense you want to modify from the list.
Non-Invoice Income
Non-Invoice Income (also called Non-Patient Income) is any money received by your Practice that cannot be invoiced and does not come from a Patient.
Before adding Non-Invoice Income to your system, you must first create the relevant Non-Invoice Income categories.
How to Create a Non-Patient Income Category
- Open the Maintenance tab in the navigation bar.
- Select Non-Patient Income Categories under Billing Settings.
- Click + Add a new Non-Patient Income Category.
- Enter a name, then select Save & close.
How to Set Up a Non-Invoice Income Item
- Open the Non‑invoice Income tab.
- Click + Add a new non-invoice income.
- Enter the Date, Category, and Description.
- Choose the Payment Method and enter the Total.
- Click Save & close.
Non‑invoice income categories are important when billing an Account Holder directly.
VAT
VAT rules are complex and open to interpretation. Since May 2007, medical services whose primary purpose is maintaining or restoring a patient’s health are exempt from VAT.
Other services, such as medico‑legal work or cosmetic procedures, are standard‑rated for VAT.
VAT only applies if your invoiced amount for these taxable services exceeds the current VAT registration threshold, which changes periodically. It is your responsibility to stay informed of the latest threshold.
Disclaimer: If you think you may need to register for VAT, seek advice from your accountant. Avebury Computing Ltd cannot provide tax advice.
If you are VAT‑registered, VAT must also be applied to any surcharges you add — including credit card surcharges.
Charging VAT
Each invoice line item carries its assigned VAT rate. When VAT is enabled, the system automatically adds a single VAT line summarising all VAT charges on the invoice. Service Items use their default VAT rate, which can be adjusted per item if needed.
VAT and Expenses
VAT on expenses may be fully recoverable, partly recoverable, or not recoverable at all.
- Expenses related to VAT‑able work are usually fully recoverable.
- Expenses tied only to VAT‑exempt work are not recoverable.
Some expenses may relate partly to taxable and non‑taxable work. This is a grey area, and the proportion must be agreed with your accountant.
When recording an expense, you must enter the VAT paid and select whether it is:
- Fully attributable to taxable income
- Partially attributable to taxable income
- Not attributable to taxable income
You must also state whether it is an EU supply and whether it is a personal or business expense.
Example: VAT and Travel Expenses
If you incur travel costs while completing a taxable medico‑legal report:
- Record the travel expense as normal. Travel currently has no VAT, so VAT will be zero.
- When invoicing for the medico‑legal report (which is VAT‑able), add a charge for your travel expenses. Because the expenses relate to taxable work, VAT must also be charged on this amount.
After issuing the invoice, both the expense and the recovered charge appear in your VAT report. You break even on the expense, but VAT becomes payable because your customer reimburses you. If they had paid the travel cost directly, no VAT would have applied.
Accounting Errors
How to Write off An Invoice
- Open the invoice you want to write off.
- Select X Write‑off (bad debt) / X Write-off (underinsured)
- Enter the amount and write‑off details
- Click Save.
- The invoice is now written off as a Bad Debt.
About how they affect reports, Bad Debts are not considered part of your invoiced earnings.
Correcting Accounting Errors
You can freely edit an invoice until a payment has been recorded. If a Patient receives an incorrect invoice, simply update the details and resend it before the first payment is added.
Once a payment is recorded, Service Items cannot be changed. If you need to edit them, delete all recorded payments, make your changes, and then re‑enter the payments.
Please Note: This is not advised, and we do not recommend doing this.
Please Note: The permission to delete payments can be barred within a User’s Access Rights.
Deleting Invoices
If you delete an invoice, all associated items, payments, corrections, and more are deleted with it.
Depending on User Access settings, deleting a closed invoice or credit note may be restricted.
Deleted invoice numbers are not reused, so your invoice sequence will show a gap. If you delete and re‑issue an invoice, the replacement will receive a new number.
Deleting closed invoices or credit notes may be restricted by User Access settings.
Invoice numbers are not reused, so deleting an invoice creates a gap.
Bulk Payments
In MidexPRO, you can use Bulk Payments to allocate a single insurer remittance across multiple invoices. Enter the payment amount in the field or tick the box on the right to apply the full value.
If you select invoices that exceed the remittance amount, the system will not apply the payments and will display an error message. If the selected invoices total less than the remittance, the remaining unallocated balance will be shown.
Please note: Bulk payments won’t work with the Xero integration switched on.
Please check the Remittance Amount to see if the full amount is used, or ‘The amount allocated is greater than the remittance amount, please correct’.
How to Add a Bulk Payment
- Open the Invoices tab.
- Select Bulk Payments under Tasks.
- Choose one or more options: Account Holders, Providers, Insurers.
- Enter the Remittance Amount.
- Select the Payment Method.
- Update the Date if needed.
- Select invoices by entering an Amount to Pay or ticking the full amount box.
- Click Make Payments.
- Payments are applied to all selected invoices.