Applying Existing Credits

Once you have entered a credit memo into your patient's account, you will need to either apply it to outstanding balances or refund it by using the refund option seen within the Payment Entry screen.

There are two ways to apply or re-apply available credit memos.

The first method is similar to entering any other payment, write-off or transfer transaction.

1. Navigate to the Payments Tab within the patient file. 2. Click the Add button. 3. Within the payments screen, place a check mark next to the Apply Existing Credits label. 4. The software will automatically display a list of available credits. See the screenshot below. 5. Highlight the credit you wish to use and then click OK. 6. You will return to the normal Payment Entry screen. Your Payment Method and Amount will already be specified and are displayed in a light grey color, indicating that they cannot be changed. 7. Just as you would a normal payment, type in the amount of the credit you wish to apply next to the service line in the Apply field. 8. If you have applied the credit correctly, a black check mark will appear next to the service line(s). 9. Click the Record button. 10. If you did not apply the full amount of the credit, you will again be prompted to create another credit memo for any amounts left over.

Another way to apply an exiting credit memo is from within your Charges Screen. Whenever you have an available credit on a patient's file and you record a charge, the software will automatically prompt you to apply an existing credit.

1. Select a patient with an available credit and then navigate to the Charges Tab. 2. Click the Add button and record a new charge as you normally would. Click here to read about recording charges. 3. If there is an available credit on the file, the software will ask you if you want to apply it. See the screenshot below. 4. Click Yes. 5. The software will display a list of available credit memos, as it did when you were applying credits from the payments screen using the method above. 6. Select the available credit you wish to use and click OK. 7. The software will automatically re-direct you to the Payment Entry screen. 8. Your Payment Method and Amount will already be specified and are displayed in a light grey color, indicating that they cannot be changed. 9. Type in the amount of the credit you wish to apply next to the service line in the Apply field. 10. If you have applied the credit correctly, a black check mark will appear next to the service line(s). 11. Click the Record button. 12. If you did not apply the full amount of the credit, you will again be prompted to create another credit memo for any amounts left over. 13. If you do not create another credit memo at this point, you will exit back to the Charge Entry screen where you began. If you navigate to the Patient Ledger, you will see the a charge and applied credit have been record simultaneously!