Invoicing Screen (article)


The following describes all available buttons and columns for the invoicing screen.

Top Buttons:


View Note - note associated with that invoice

View Client - chart for the selected client.

View User – user for this invoice

Invoices by Client - list of invoices by client.

Take Pmt. on Account – takes a general payment on the account, not attaching it to any DOS in particular. Also check THIS article for taking payments. These instructions apply to all buttons in PIMSY named Take Payment.

EDE - prepare EDE for all filtered invoices? Don’t have much on billing yet. It scares me but I know with you by my side, the billing articles can be done. I have making payments articles, but not billing.

Auto – options (checkboxes) in the Auto window allow you to make bulk updates to claims. Be careful in this area to be sure you want to effect ALL invoices you have selected.

Font Size - change the font size for this screen.

Enable Locked Rows - lock a row from changes by other users so they are unable to alter the payment info on the claim once it has been processed and paid to the provider.

Reset Layout - change the layout back to default.

Batch Posting – allows for manually entering information from an 835 EDE file. See THIS article for information on manually entering 835 data.

The check-box buttons are for filtering results. Check the desired filter(s) and click Refresh.

Top Columns:

If you do not see some of the column headers you need, use the Column Chooser to add the desired column. Right-click on a column header and select Column Chooser. Select the column you need and drag it into the header.

Top Section Headers

Performed By

who saw the client

Client #

client number from PIMSY

First Name


Last Name


Note #

PIMSY note number

Units To Bill

how many units to bill for this session

Billing Code

code used to bill for this session

Billing Code Desc.

description of the CPT codes (billing codes)

Include On Statement

check box to show or not on client statement

Insurance Co.

insurance company to bill this claim to

Insurance #

client's insurance number

Ins. Group Number

on the client’s chart

Invoice #

PIMSY generated invoice #

Service Date

date client was seen


was it invoiced or not

Invoiced Date

date claim was invoiced

Exclude From EDE

for claims you do not want to send to insurance

Allowed Amt. To Invoice

allowed amount the set up in your PIMSY system

Amount Invoiced

how much was billed

Payment Received

was the payment received or not

Amount Received

how much was received

Write Off

the amount of write off

EOB Date

the date of the check


this is a pick list that you can assign the claim row to: to be worked, re-submit, reconciled etc.

Remarks Private

you can add a remark to yourself on the claim

Alt. Client #

some PIMSY clients use their own numbers for their clients instead of the default client numbers in PIMSY. The number is assigned in Client Details.

Payer # UB

from the clearinghouse

Workers Comp. #

from the insurance company

Invoiced By

who invoiced this claim

Discharge Date

for in-house treatment centers

Admit Date

admit date to in house treatment centers

Service Location

where the service took place

Expected Co. Ins. Amount

the amount you are expecting to need for their co-insurance amount

Payer Control #

comes back in from insurance once claim was paid


if this was and in patient service


of the user that saw the client

Referring Provider

who referred the client to you which Dr.

Rev. / Add-On Code Total

amount you billed for the add on code

Expected Amount

the amount you expect to get from insurance

Responsible Party

who should get the bill/statement

Payment Received By

who received the payment


if note was a collateral or not

User Modifier

of the user

Location Modifier

of the user

Collateral Modifier

of the user

In Clinic

if session was in clinic

Denial Date

the date claim was denied


How much is the co-pay

Remarks Public

remarks that biller can put on the SAL for user to see


that the session is billable

Auth #

Authorization #


Users NPI #


Note is released

Denial Code

comes in from the RA

SAL Remarks

remarks from the calendar


a user on the client


between amount billed minus amount paid and written off

Amount applied to deductible

the amount the EOB says needs to go to client deductible

Units Used

how many units the session used on the note and how many to decrement from the client Auths

Received Date

date the invoice was paid


how long the session was

Face to Face

if meeting was face to face or not

Loc. Code

the billable location code

User Default Loc.

what location this user works out of

Released for Review

this is used when the user needs for someone else to release their notes

Diagnosis Code

client primary diagnosis





Pri. Ins. Co.

insurance that was on the client at the start of the note

Pri. Ins. #

insurance number that was on the client at the start of the note

Sec. Ins. Co.

insurance that was on the client at the start of the note

Sec. Ins. #

insurance that was on the client at the start of the note


how many addendums have been added to the note


for this claim

Rendering Taxonomy #

of the user that saw the client


do this once the claim has been paid in full so it can't be changed by other users

Payer #

insurance company from the clearinghouse


primary insurance claim submitted


submitting a corrected claim

Check / Ref #

holds the check or reference number relating to how you were paid. This column shows by default on the bottom grid and can be added to the top grid via the column chooser.


when this box is checked the claims on the EDE file will be flagged as Voided Claims

Bottom Buttons

If you don't see all columns you need, please use the Column Chooser.

Claim Adjustments and Remarks -allows for changes to the selected claim. Billing code changes are recorded as an Addendum to the associated Note.

EDE History -recorded history of EDE's processed for the selected claim. yes

Take New Pmt. for Session -see Take A Payment article.

Statement -view the statement for selected invoice. Statement article.

Reset Layout - change the layout back to default.

Bottom Columns

Denial Code

 from the insurance 835


edits are only available on client invoices.  This button takes you to the client’s Take Payment screen. Insurance lines don’t have the edit button.


 make a copy of the selected invoice

Note #

for selected invoice

Insurance Company

 For selected invoice

Claim #

 insurance claim number

Invoice #

 selected invoice number

Insurance #

 selected invoice insurance number

Billing Code

 codes associated with the selected invoice


was it invoiced or not

Invoiced Date

 self populated

Allowed Amt. To Invoice

 insurance allowed amounts

Amount Invoiced

 self populated

Payment Received

 check when payment is received

EOB Date

 when the EOB was created

Amount Received

 how much payment was received

Write Off

 amounts that are written off if applies


 Can be used as insurance write-offs or to categorize them as patient balances


 dropdown box with options created in the Picklist area

Remarks Public

 remarks that are available to all users

Payment Method

 how the payment was given, check, cash, etc. can't type and there isn't a drop-down

Remarks Private

 remarks available only to the user creating the remarks


 whether or not this code is set up as billable

Amount To Pay Therapist

 amount owed to the user

Amount Paid Therapist

 amount paid to the user

Date Paid Therapist

 date user was paid

Denial Date

 date of denial from insurance 835

Single Session Totals - auto populated totals for the selected invoice.


Related Articles:

If you cannot find what you need in this article, please contact Support (email) or call 877.334.8512 ext. 3


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