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PAYMENT CORRECTIONS

Before taking any action, look at the patient’s financial tab and identify what it is that is wrong with the account. If you are unsure, contact a member of our Support Team who will help you diagnose and correct the error.

The Type column on the financial tab identifies the type of transaction.

To Change the Payment Method or Branch

There is an option to change the Payment Branch and Payment Method after a payment has been posted (a user permission applies to change the Payment Branch). There are also application preference settings and user permissions that allow/prevent these changes on payments that have already been cashed-up.

  1. > To change the payment method on a payment that has already been > posted, click on the payment line and click Transaction > Information on the right-hand toolbar.

  2. > Choose the relevant option from the Method drop-down box on > the left-hand side of the screen, click Save and then click > Back to exit. You will need to refresh the screen before the > new Method is displayed against that payment. There is no user > permission associated with changing the payment method prior to > cashing-up.

  3. You can also change the Payment Branch in the same way but, for > this, you will need to have the user permission Change Payment > Branch activated.

  4. There is an Application Preference that allows or prevents the > Payment Method or Payment Branch being changed after the > payment has been cashed-up – and even with this set to true, only > those users with permission to do so will be able to change the > method or branch in these circumstances. The Application > Preference needs to be set by our Support Team and the User > Permissions, which you can set yourself, are:

  5. Retro Change Payment Method

  6. Retro Change Payment Branch

  7. To Correct an Invoice that has been Overcharged

If you have invoiced the client too much and already recorded the payment for the overcharged amount, then a credit note should be raised to reduce the value of the invoice. This will leave the account in credit and keep the VAT amount correct if you pay your VAT by the value of invoices raised in a date range.

A refund (negative value payment) can then be recorded for the total value of the credit note and the refund allocated against the credit note.

  1. To correct an Over-Payment

If the client has overpaid, and there is unallocated cash on the account as a result, then the over-payment can be refunded by recording a negative payment, ie if the overpayment amount is £5, then the account will show a credit balance of -£5, and a -£5 payment should be recorded.

As there will be no invoice to allocate the payment to, you should just process without allocating. The account balance will change to zero and there will no longer be unallocated cash.

To reverse a refund that has been recorded in error, enter a positive payment using the same payment details as the refund.

To Pick Up Unallocated Cash and Allocate Against an Outstanding Invoice

  1. Record a cash payment for a zero amount.

  2. Overwrite the Narrative to read Payment Allocation > instead of Payment - Thank You.

  3. The unallocated cash will be included in the amount available in the > Total Payment box. Allocate this to the relevant invoice.

  4. Click Post to save the transaction.

To Allocate a Credit Against an Outstanding Invoice Before Payment is Recorded

A credit note (ie a negative value invoice) can be used to reduce the value of an invoice and, although it is correctly reflected in the client balance as soon as it has been processed, it will remain outstanding, along with the relevant invoice, until it is allocated against the invoice.

If you select the Automatic Allocation option when taking a payment, any credit amounts will be included in the cash available for allocation. However, if you want to be more selective about which invoice a credit is allocated against, then you should allocate the credit manually.

  1. Make a note of the invoice number against which you wish to allocate > the credit.

  2. Record a cash payment with a zero amount.

  3. Overwrite the Narrative to read Credit Allocation instead of > Payment - Thank You.

  4. > Click on the credit to select the transaction and double-click the > Outstanding Amount.

  5. This picks up the negative value of the credit note for allocation > against the outstanding invoice.

  6. You can then either:

  7. Click > on the invoice against which you wish to allocate the credit and > double-click the outstanding amount for that invoice, thereby > reducing the amount outstanding on that invoice by the value of > the credit, or

  8. You can click on the Allocate field on the Transaction Summary > Box at the bottom of the screen and manually type in the amount > to be allocated against the invoice. If you type in the value > manually, you will need to move the cursor out of the Allocate > field before the display is updated.

  9. Click Post to save the transaction.

To Refund/Reverse a Payment

If the payment has already been allocated:

  1. Make a note of the invoice to which the payment has been allocated.

  2. Record a negative payment for the relevant amount –

  3. The payment method should be the same as that which was originally > entered when the payment was first recorded.

  4. Type in the payment amount as a negative value, ie to reverse a > payment of £36.00 type in -£36.00.

  5. The default Narrative for negative payments will be Refund > but this can be overwritten with something more meaningful, if > preferred.

  6. The > invoice to which the original payment was allocated will not be > displayed by default, so click Show Matched Txs to display it.

  7. Click > on the relevant invoice and then click on the Allocate box in > the Transaction Summary box below and type in the negative > payment amount.

  8. Post the payment and the original invoice will be marked as > outstanding once again.

  9. You can then raise a credit note and allocate the credit note to the > invoice if relevant.

If you have allocated a payment to the wrong client, refund the payment as explained above and the payment can then be processed for the correct client.

If the payment hasn’t been allocated and is on the account as Unallocated Cash:-

Record a negative payment for the relevant amount as previously outlined and Post the payment without allocating it to an invoice. This will reduce the value of the Unallocated Cash accordingly.

  1. Allocation Adjustments

If you have allocated a payment against the wrong invoice, this can be adjusted as follows:

  1. Click on the invoice against which the payment has been allocated and click on the Transaction Information tile on the right-hand toolbar.

  1. This will show the details of the payment that has been allocated to > that invoice. Click Delete Allocations to de-allocate the > payment amount, which will then be saved as Unallocated Cash. > (There is a user permission associated with deleting payment > allocations.)

  2. Record a payment for a zero amount as explained in Item 4 to > re-allocate the payment.