Receive or Modify Payments Single Invoice |
  
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The RECEIVE OR MODIFY PAYMENTS – SINGLE INVOICE option allows users to enter payments against any customer or third party account for a single invoice. It can also be used to modify or edit payments that had previously been made to an invoice.
The screen prompts are:
ACCOUNT NUMBER - Enter a patient or third party account number. Type in the beginning of the last name in the ACCOUNT NUMBER field and press enter as a search tool or click the 
button to search for a specific patient or third party.
INVOICE TYPE - Enter the type of invoice to pay. Valid invoice types are (I)invoice, (R)repair, (F)finance Charge and (S)tart-up. If a search for available payments is required, this field will auto populate based on the user's selection.
INVOICE NUMBER - Enter the invoice number pay. Click the button to search for an outstanding invoice on the selected account.
INVOICE DATE - The date of the original invoice selected will auto populate. Press enter to accept the default date.
LOCATION - The location associated the selected invoice will show here. If adding new payments to this invoice, this will determine the default location offered for any new payments.
A new grid window will display, allowing new payments to be added against the selected invoice. Existing payment amounts for the invoice can also be changed here for payments that have not been reconciled/ processed already through the daily close.
Any payments already taken for the chosen invoice will automatically appear here.
To ADD a new payment, click ADD. Complete the following fields:
DATE - Enter the date of this payment. Be sure this date is correct for your reconciliation and daily close purposes.
REF # - Enter a payment reference/check number. (This information will appear on the Payments & Deposits Report.)
METHOD - Select the method of payment from the drop-down list. Available PAYMENT METHODS are configured within CONFIGURE SYSTEM SETTINGS > ACCOUNTING AR/AP > METHODS OF PAYMENT.
AMOUNT - Enter the payment amount. (Note, if adding a new payment here the above invoice location will be the location default for this new payment. To edit the location of this new payment to another location click the EXP/CON icon to expand the line details to see/edit the LOCATION information.)
EXPORTED - Indicates whether this payment has been exported.
To see more details for any line item displayed in the grid, click the EXPAND/CONTRACT icon.
LOCATION - The location associated to this payment will show here. To change the payment location allocation, use the drop down menu to choose the correct location. (Note the default location will be assumed based on the header details above, but can be edited as the user permissions allow.)
Tip: How to handle NSF checks - If a payment needs to be reversed due to NSF, go into the original payment details and click ADD. This will allow the user to add a NEGATIVE payment with the date of the NSF. Use the REF# field to make a note "NSF" and indicate the payment type as CHECK. The amount will be a negative in the same amount. This will get exported through the Daily Close process to correct the Accounts Receivable and Bank accounts. After recording the NSF check, the entries would look like this;
MODIFYING PAYMENTS (Only payments not through the Daily Close process can be edited.)
To modify a previously entered payment that has not yet been exported, users can enter RECEIVE OR MODIFY PAYMENTS SINGLE INVOICE. Enter the account number and invoice number related to the payment to modify or edit.
Once the details are displayed again, enter through the fields to open the new payment grid window. Payments taken on this account number and invoice will show here if they have not been exported yet. (Payments that HAVE been exported will have a check mark in the EXPORTED field at the far right.)
Press the CHANGE icon and highlight the line item you wish to modify or edit. The fields for this payment will now become editable. Edit as needed, and continue through the tabs.
Click CONTINUE to save and continue.