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.

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