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 (in the above screen shot, there isn't one)
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 - 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

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

The table shows the line items - normally there will be only one.

The item detail area changes depend on the payment type. The picture above shows EFT. Its fields are:
Amount - this will default to the amount owed
Cash Out - enter any cash out amount

 

For Cash it is as follows:

The 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

 

For Cheque it is as follows:

The 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.

 

For Credit Card it is as follows:

The 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.

 

For Other it is as follows:

The 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.
 

For Discount it is as follows:

The 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.

Syndicate content