Create/Edit Payment

This is the screen used to create and edit customer payments.

The header fields are as follows:

Current Invoice	The amount of the current invoice, if any.
Overdue	The customer's current overdue balance.
Date	The date on which the payment was created.
Amount	The amount of the payment - this is the sum of the line item amounts.
Printed	This checkbox will be checked when the payment is printed.
Status	This is initially set to Finalised, and can also be set to In Progress or On Hold.
Previous Balance	The customers balance at the end of the last accounting cycle.
Total Balance	The total balance owed by the customer.
Notes	Any relevant notes.
Reference	Any appropriate reference number/code.
Till	The till into which the money is to be paid.
Location	The practice location where the payment was created.

The Items tab allows you to add, delete, view and edit the item items. The buttons allows you to select the payment type to be one of EFT, Cash, Cheque, Credit Card, Other, or Discount. Note that the last is a 'negative' payment - you can use this payment type to include a discount for the customer.

By default, an EFT payment is added. The default payment type can be changed using the Default Payment Type Practice option.

The table shows the line items - normally there will be only one, but multiple are supported for split payments.

The item detail area changes depend on the payment type, as described below.

EFT

The EFT fields are as follows:

Amount	This will default to the amount owed.
Cash Out	Enter any cash out amount.
Terminal	Allows the EFTPOS terminal to be selected, if there are EFTPOS terminals linked to the selected Till.

When an EFTPOS Terminal is selected, clicking Apply or OK initiates communication with the terminal.

 

Cash

The Cash fields are as follows:

Amount	This will default to the amount owed.
Rounded Amount	This is the rounded equivalent of Amount using the minimum cash denomination and rounding mode set for the currency - see Administration - Lookups - Currency.
Tendered	The amount tendered.
Change	This will be Tendered less Rounded Amount.

Cheque

The Cheque fields are as follows:

Amount	This will default to the amount owed.
Drawer	The name of the drawer of the cheque.
Branch	Something that identifies the branch of the bank. For Australian usage this is the BSB (Bank State Branch) number.
Bank	Select the bank using the pull-down. The values allowed are set via Administration - Lookups - Bank.

Credit Card

The Credit Card fields are as follows:

Amount	This will default to the amount owed.
Credit Card	Select the credit card using the pull-down. The values allowed are set via Administration - Lookups - Credit Card.

Other

The Other fields are as follows:

Amount	This will default to the amount owed.
Payment Type	Select the payment type using the pull-down. The values allowed are set via Administration - Lookups - Custom Payment Type.

Discount

The Discount fields are as follows:

Amount

The discount amount being given.

 

Payment Allocation

 

If a payment covers charges being claimed in a current gap Insurance Claim, an Allocate Payment window will be displayed.
This allows the user to allocate the payment to different charges; if a gap insurance claim is paid by the customer, they cannot claim the benefit amount.

The window displays:

the allocation order	The order in which the payment will be allocated to charges
Id	The charge identifier
Type	The charge type
Date	The charge date
Amount	The total charge amount. An insurance claim may claim part of this total.
Paid	The amount of the charge that has been paid already.
To Pay	The amount of the charge still to pay
Allocation	How much of the payment is being allocated to the charge
Notes	Any charge notes
Clinician	The clinician responsible for the charge, if any.
Claimed	Ticked if part or all of the charge is being claimed.

The payment will be allocated to the first charge. If there any remaining funds, it will be allocated to the second, and so on.
The allocation order can be changed by selecting one of the charges, and using the Move Up or Move Down buttons.

Any Insurance Claim that claims the selected charge will be summarised beneath the allocation table.

If OK is clicked, and the payment is:

• allocated to one or more charges being claimed, a Pay Claim window will be displayed.
• not allocated to any claimed charges, the payment window will close

Pay Claim

The Pay Claim window is displayed if a payment is allocated to a charge being claimed in a current gap Insurance Claim.

The window displays:

Patient	The patient that the claim is for
Insurer	The insurer that is handling the claim
Claim Total	The total claim amount
Agreed Benefit	The amount the insurer has agreed to pay
Gap	The total amount the customer must pay
Paid	The amount the customer has already paid
Current Payment	The current allocation towards paying the claim

Clicking OK confirms payment towards the claim.
Clicking Cancel returns to the Allocate Payment window.

Create/Edit Refund

This is the screen used to create and edit customer refunds.

The header fields are as follows:

Current Invoice	The amount of the current invoice, if any.
Overdue	The customer's current overdue balance.
Date	The date on which the payment was created.
Amount	The amount of the refund- this is the sum of the line item amounts.
Printed	This checkbox will be checked when the refund is printed.
Status	This is initially set to Finalised, and can also be set to In Progress or On Hold.
Previous Balance	The customers balance at the end of the last accounting cycle.
Total Balance	The total balance owed by the customer.
Notes	Any relevant notes.
Reference	Any appropriate reference number/code.
Till	The till into which the money is to be paid.
Location	The practice location where the refund was created.

The Items tab allows you to add, delete, view and edit the items. The pull-down allows you to select the refundtype to be one of EFT, Cash, Cheque, Credit Card, Other, or Discount. Note that the last is a 'negative' refund - you can use this refund type to revert a discount for the customer.

The table shows the line items - normally there will be only one, but multiple are supported for split refunds.

The item detail area changes depend on the refund type, as described below.

EFT

The EFT fields are as follows:

Amount	This will default to the amount owed to the customer or 0.00 if nothing is owing.
Terminal	Allows the EFTPOS terminal to be selected, if there are EFTPOS terminals linked to the selected Till.

When an EFTPOS Terminal is selected, clicking Apply or OK initiates communication with the terminal.

Cash

The Cash fields are as follows:

Amount	This will default to the amount owed to the customer or 0.00 if nothing is owing.
Rounded Amount	This is the rounded equivalent of Amount using the minimum cash denomination and rounding mode set for the currency - see Administration - Lookups - Currency.

Cheque

The Cheque fields are as follows:

Amount	This will default to the amount owed to the customer or 0.00 if nothing is owing.
Drawer	The name of the drawer of the cheque.
Branch	Something that identifies the branch of the bank. For Australian usage this is the BSB (Bank State Branch) number.
Bank	Select the bank using the pull-down. The values allowed are set via Administration - Lookups - Bank.

Credit Card

The Credit Card fields are as follows:

Amount	This will default to the amount owed to the customer or 0.00 if nothing is owing.
Credit Card	Select the credit card using the pull-down. The values allowed are set via Administration - Lookups - Credit Card.

Other

The Other fields are as follows:

Amount

This will default to the amount owed to the customer or 0.00 if nothing is owing.

Discount

The Discount fields are as follows:

Amount

The discount amount being refunded.

Confirm Delete

When you press the Delete button on the Customers|Payments screen, a confirmation window will appear. Press OK to confirm or Cancel to abort.

Confirm Finalise

When you press the Finalise button on the Customers|Payments screen, a confirmation window will appear. Press OK to confirm or Cancel to abort.

Confirm New

This window allows you to select the type of transaction to be created. Select the required one and press OK, else Cancel to abort. Note that since Payment is the default selection, and OK the default button, you can simply press the Enter key to create a new payment.