Billing to Debt Management (Web App)

Reallocating a receipt enables the user to reassign an invoice that was allocated or linked to the incorrect invoice/invoice line. The receipt will need to be allocated to the correct invoice/invoice line. Linking payments to invoices, assist with complete and accurate record keeping in the Practice. 

The amount of the receipt will be equal to 0.00. The receipt will only be linked to the invoice. Money will not be added, but only moved from one place to another.  

• There are 2 reasons why a user will Reallocate or Link a receipt to an invoice:
  • The receipt was allocated to the incorrect invoice or invoice line.
  • A payment was received toward a Patient/Debtors account but the payment has not been linked to an invoice.

Please Note: The user will only be able to allocate unlinked receipts to existing invoices, for more information on how to create an invoice, please refer to the user manual: The Invoice Screen.

• This user manual will start on the Account Details screen. 

• For more information regarding how to navigate to the Account Details screen, please refer to the user manual: Account Details Overview.

• Click on the Reallocate Receipt button in the sidebar.

• The Capture Reallocation screen will open.
  

Please Note: If the system can find an exact match for an Invoice that correlates to the unlinked amount, the calculations and allocation of the funds will be done automatically. 

•  An explanation will be given for each field and option that is required to Reallocate/Link a receipt to an invoice:

• Date: The year, month and day (yyyy-mm-dd) on which the transaction has taken place.
• Click on the Date field, to open the date picker, if the user would like to change the date.

• Click on the desired date to make a selection.
  

Please Note: The default date will be today's date. 

• Cash Ledger: A Financial journal that contains all the transactions for a specific type of receipt and payment. The entries will be posted to a general ledger. For example Card, Electronic, Petty Cash, Bank, Cash, Corrections and Cheque etc.
• Click on the Please specify a ledger type... drop-down menu to select to which ledger the funds will be allocated.

Please Note: The options that are available will be determined by the ledgers that have been set up for the Practice. For more information on how to add a new ledger, please refer to the user manual: Add a New Ledger.

• Payment Type: The method that has been used by which the payment has been received. 

Please Note: Linking will be used by default and cannot be changed as no other options are available. 

• Comments: Any additional information that relates to the payment or receipt. The Comments field is a single-line free text field.

• Reference Number: A number allocated to the receipt that is used to reference back to the transaction. The Reference Number field is a single-line free text field.

• Type the amounts that the user would like to allocate in the relevant fields that correspond to the unpaid invoice.

Please Note: As the user types in the amounts, the Unallocated amount field, on the left side of the screen will become less as the system makes automatic calculations. 

• For more information regarding the other features and options that are available, please refer to the user manual: Receipt Screen Overview.

• Click on the Close button to cancel the request, no changes that have been made will be saved. 

• An Attention! pop-up will appear to advise the user that they might have unsaved changes and if they would like to exit anyway.

• Click on the Cancel button to ignore the request to close without saving changes and return to the Capture Reallocation screen.

• Click on the Ok button to exit the screen without saving and return to the previous screen. The changes that were made will be lost.

• Click on the drop-up menu next to the Post button for more options.

• Click on the Post and Print button, in order for the transaction to be posted to the system and the receipt to be printed. The Capture Reallocation screen will close and the user will return to the Account Details screen.

Example of a printed Reallocation Receipt

Please Note: The way the receipt will print, is dependent on the setup of the printer at the Practice.

• Click on the Post button to post the transaction to the system, the Capture Reallocation screen will close automatically and the user will return to the Account Details screen.