Receive Payments |
  
|
In this menu option, payments can be entered against any customer or third party account. Payments can be credit or debit amounts, depending on whether posting a payment from a customer/ account or issuing a credit amount back to a customer/ account.
The screen prompts are:
ACCOUNT NUMBER - Enter the account number (or third party account number) to which payment is to be applied. (Alternatively, the patientÂ’s last name can be entered into the account number field. Pressing ENTER will search for the patient. The 
button will also to search for a specific patient or third party account).
LOCATION - From the drop-down list, select the location to which payment is to be assigned. Remember that locations permissions will determine which locations the user can allocate a payment to. (Note that if the parameter "FUNDER PAYMENTS TO INVOICE LOCATION" (within CONFIGURE SYSTEM SETTINGS > SYSTEM > DOCUMENT PARAMETERS) is turned on, and this payment is for a funder account, that the location selected here will be only the location used on the printed receipt and that the payments will be allocated to each invoice location individually as the invoice dictates regardless of the user's permissions to those locations.)
INVOICE LOCATION - Select the location that is receiving the payment. The user can also select either ALL locations or a specific Invoice location to help filter the results.
PAYMENT METHOD - Select a payment method from the drop-down list. Available PAYMENT METHODS are configured within CONFIGURE SYSTEM SETTINGS > ACCOUNTING AR/AP > METHODS OF PAYMENT.
NOTE - Enter a note for the payment. Use up to 60 characters.
PAYMENT DATE - Enter the date of this payment. Be sure this date is correct for reconciliation and daily close purposes.
REFERENCE NUMBER - Enter a reference/Check number for this payment and press enter. Text entered here will appear on the Payments and Deposits Report.
PRINT RECEIPT - A printed receipt will print for this payment when this box is checked.
PATIENT FILTER - This option is only available when a FUNDER ACCOUNT has been selected. This filter allows you to search for a patient name within the list of receivables for a funder account.
Once the fields on this screen are complete, a new grid window will display allowing users to allocate the payments being taken against all available open invoices.
The grid displayed in the window will show all outstanding invoices. The DATE, DOC #, patient or third party NAME, the ORIGINAL AMOUNT and AMOUNT DUE will appear for each outstanding invoice.
Check the box at the left of the invoice to indicate that this payment is included. As each invoice is checked, the PAYMENT field will populate with the amount being paid. This amount in the PAYMENT field can be edited if required.
Use the SELECT ALL or CLEAR ALL icons at the top to mark the invoices to be paid as needed.
Check all the invoices that this payment represents, and the TOTAL summary field at the bottom right will begin to increase. The goal is to make the summary amount in TOTAL match the amount of the payment being received. When the amount received matches the total amount of invoices being made, click CONTINUE to save and continue.
A receipt will print according to an earlier print prompt.
For Australian Clinics: When the HSP portion of an HSP Claim is fully paid via RECEIVE PAYMENTS (via selecting HSP as the account for the payment receipt) the associated claim will be automatically flagged as "APPROVED."