This article will take you through the process of returning a product (inventory item) that has previously been processed. Make sure that you have all of the information from the original billing. This return will create a credit that can be:
Option 1: Refunded back to the patient
Option 2: Put on the patient's account as patient credit
Billing -> Patient Billing
Transaction Date and 3rd Party billing date - We always recommend leaving dates and NOT back dating. If you are changing the date, make sure you are aware of how this affects your data for reporting, which will affect paying practitioners and balancing.
1. Check that you have selected the correct patient.
2. Ensure ALL billing details are exactly the same as the original transaction. If you need to verify the original billing details, click [Statement of Account Wizard] at the bottom left of the Patient Billing Screen.
3. Put a negative (-) in front of "Qty".
4. Make notes/reason for return. i.e., a reference to the original billing date. Tip! This information will be displayed in the 'Notes' field in the SOA (Statement of Account).
5. Click [Next]
Option 1: Returning a Product - Refund
In following screen decide how you will be refunding the patient (i.e. debit/credit/cash).
- Select the 'Pay Type' to which you will be refunding back the patient.
- Click [Process Payment]
Note: 'Pay Date:' The default is the current date. We recommend leaving it as is, but if you had changed the date in the first screen, you will need to change this date to match.
Tip! The refund will show on your End of Day Reports (Cash Out Summary) in order to balance to your POS machine.
The patient refund in now complete.
Option 2: Returning a Product - Account Credit
Follow steps 1-5 above until you reach the Pay Type screen as seen below.
1. Select a 'Pay Type', i.e., 'Cheque' or 'Cash'. Note: Whatever pay type you use here needs to be used in the next step in order to balance your daily cash out.
2. Click [Process Payments]. Tip! You're not done yet!
Note: 'Pay Date:' The default is the current date. We recommend leaving it as is, but if you had changed the date in the first screen, you will need to change this date to match.
Immediately after processing refund, go to Billing -> Receive Patient Payments. This next step puts the credit on the account.
1. Select the same pay type and amount as above.
2. Click [Process Payments].
Note: 'Pay Date:' The default is the current date. We recommend leaving it as is, but if you had changed the date in the first screen, you will need to change this date to match.
Tip! By using both a (-) and (+) amount paid to cash this will have no affect on your day end as they zero each other out (no $$ exchanged hands).
The credit is now on the patient's A/R as shown in the following screenshot.
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