This article provides a way to use Retail to help with your invoicing to MOH regarding the pharmacy service for My Vaccine Pass.  You will need to set up a product and a debtor account in the first instance and then continue to follow the invoicing process from month to month.


For details on using Retail to record customer name and NHI for tracking and auditing use the link below :-

My Vaccine Pass pharmacy service - recording and reporting (for audit) (updated 20/12/2021) : Toniq Limited


(One time set-up) Create a product used for MOH invoicing (this is different from the product you use for recording the customers name and NHI)



From the Main Menu in Retail:

  • 2 Stock Control 
  • 3 Stock Maintenance
  • 2 Maintain products
  • F3 [Add]

➢ Product description COVID-19 Vaccine Record - Purchase unit number COV1910

➢ Sell price $11.50

➢ Shortcode c19

➢ (Optional) Add a Department or any other collection information (Manf, Catalogue etc.)

➢ Under F4 [Stock] tick Non-diminishing and Don’t Orde→ F12 [Accept Details]

➢ F11 [Next Page]

➢ (Optional) Tick Don’t report (stops from appearing on sales reports e.g. Seller & Visit Report)

➢ Tick Prompt extra desc and type a description of the extra description Service Period



  • F12 [Accept Details]


Video 1.


(One time set-up) Create a Debtor used for MOH invoicing (this is different from the Debtor you use for charging each customers name and NHI)


From the Main Menu in Retail:

  • 3 Debtors
  • 1. Maintain Debtors Account
  • F3 Add

➢ Account Name -  MOH - COVID-19 Vaccine Record 

➢ In the address details add Your Claimant # on one line and your DHB on another.

➢ In the Emails field enter Providerinvoices@health.govt.nz.

➢ Leave Credit limit as zero


  • F11 next page
  • Tick 'No receipt'
  • Tick 'Don't update name and address'
  • Tick 'Never link to client'
  • F12 Accept (or F11 next page back to initial page and F12 Accept) 




Video 2.



  • (Optional) Tick "Override default options", F11 and enter 99999.99 in both Only print a credit balance statement... & Only print a debit balance statement... (This will defer from printing a statement out within your normal statement run)





  • F12 Accept Details (or F11 next page back to initial page and F12 Accept)


Video 3.




Monthly MOH invoicing steps

Payment schedule as at 20/12/2021


Payments will be made by MOH on these dates:

On invoices received by MOH on or before:

For services supplied in the period:

20 January 2022

31 December 2021

November/December 2021

21 February 2022

31 January 2022

January 2022

21 March 2022

28 February 2022

February 2022

20 April 2022

31 March 2022

March 2022

20 May 2022

30 April 2022

April 2022

20 June 2022

31 May 2022

May 2022

20 July 2022

30 June 2022

June 2022


Before you start check the workstation you are on is set to print TAX INVOICE.


From the Main Menu in Retail:

  • 7 Administration 
  • 1 Setup
  • 2 Workstation configuration
  • 2 Receipt options
  • F11 Next Page x2
  • In the Invoice title field enter,  if empty,  TAX INVOICE


  • F12 Accept Details

Video 4.



Check the quantity you will be invoicing the MOH


From the Main Menu in Retail:

  • 2 Stock Control 
  • 3 Stock Maintenance
  • 2 Maintain products
  • Start typing My Vaccine Pass (or your alternative named product you have been using to record the customer &  NHI), press enter and select the relevant product.
  • F6 Stats
  • Check the Quantity sold for the desired month and make a note of it.



Video 5.




Creating the transaction to be invoiced to the MOH


From the Main Menu in Retail:

  • 1 POS
  • 1 POS selling
  • log on
  • In the item field type c19 and enter
  • The prompt box will appear to type in the month (or Service Period) you are invoicing for.
  • F9 Qty and enter the quantity you noted down earlier from the stats screen of the product
  • F12 Tender
  • Select you "Charge to A/c" option
  • Enter the account name MOH - COVID-19 Vaccine Record enter and select the debtor account.
  • Enter so the total amount is charged
  • F12 End sale.


Video 6.





Creating the MOH Invoice


From the Main Menu in Retail:

  • 3 Debtors
  • 1. Maintain Debtors Account
  • Type MOH - COVID-19 Vaccine Record and press enter.  Select the debtor and enter.
  • You should see the charged item you just create above.
  • F9 Print Select
  • If you DON'T have the DebtorEmail module follow inset bullet points below
    • Select 9 Print A4 Invoice for selected transaction
    • Select F4 Pdf File
    • Select Open file location
    • Attach this created PDF to your email addressed to Providerinvoices@health.govt.nz
  • Select B Email invoice for selected transaction



Video 7.




If you are interested in the DebtorEmail module please see the link below - 

 

http://help.toniq.nz/support/solutions/articles/8000046772-emailing-debtor-account-statements



Clearing the Debtor MOH - COVID-19 Vaccine Record once you have received payment from MOH


From the Main Menu in Retail:

  • 3 Debtors
  • 1. Maintain Debtors Account
  • Type MOH - COVID-19 Vaccine Record and press enter.  Select the debtor and enter.
  • F8 Journal Entry
  • Amend date of when you received MOH payment
  • Enter amount
  • F12 Accept x2