Added animal to a client by mistake. How to change and take financial history over
Hello,
We have a case where an animal was accidentally added to a client record (same surname). The animal has about 4 months clinical and financial history.
We need to transfer this animal to the correct client details, without affecting the other client record. Ideally, the financial details need to transfer too. This is so we can process an insurance claim. So far, the ways to do it I have come up with are:
1. Clone the record, and delete the offending animal from the wrong client (not sure how to clone, and delete inc. financial history).
2. Do some sort of transfer.
Ideas welcome.
Re: Added animal to a client by mistake. How to change and ...
I don't think there's an easy way to do this unfortunately.
If the invoices are for the one patient, then you can use SQL to change the customer on the invoices to the correct one. You can do the same for appointments and tasks. You'll need to adjust the customer on payments and any other financial transactions as well. Perform a Customer|Accounts|Check to ensure that the original and new customer balances are OK.
If an invoice has records for multiple patients, then it gets trickier. You'll have to create invoices via SQL and move the relevant charge items from one invoice to another.
Re: Added animal to a client by mistake. How to change and ...
If you wanted to avoid mucking around with SQL...
It is achievable using the normal methods
1. Reverse any transactions on the OLD Client that involved the patient to be transferred....even if they included another pet from that clients file.
2. Reverse any payments associated with those invoices. If payments cannot be reversed that match the invoice total - create a REFUND of the correct payment type.
3. At this point the OLD client balance should be the same before you started.
4. Transfer the PET to the NEW(Correct) Client
5. At this point you have the history, pet and client correct - you just need to fix the transaction history
6. If invoices that you reversed contained transactions that were still relevant to the OLD Client. Recreate these invoices and pay them using the same payment type you reversed.
7. In the new client recreate the relevant invoice items you reversed from the old client and pay them using the same payment method you either created the refund for OR reversed in step 2. Adjust line item costs to be the same (if prices have risen)
8. Make notes on each new invoice about the actual date the transaction took place on - do the same for payments.
9. At this point both client Balances would be in theory either 0 or reflect the balance before you started the process..
10. Run a balance check over each client.
11. The TILL for this day will have a lot of transactions that dont really exists - but the reversals / payments should equate to 0, so the next effect on the daily total should be 0.