Creating and using credit notes
Credit notes functionality is available to all levels
This setting makes it easier: Settings –> Department settings –>
These settings can also be set on a temporary basis in order to process the credit notes more easily, then changed back, if desired.
Example 1-Wrong payment type
The customer paid by cash, but clinic accidentally entered it in a card.
When the settings are enabled, you can see the red trash bin on the payment line. Simply click the trash bin, and this dialogue window opens:
Fill out the information, select the date (defaults to today’s date), then tick the confirmation box, and Save. The screen refreshes and you are returned to the invoice screen. Now you can see the steps taken thus far, and the balance due is restored to the invoice.
Now, process the payment as desired. You can add in information so that the client can see why the changes were made. You can also select Internal remarks if you want to make notes on the invoice that will NOT print out for the client.
In this example, enter the cash received, press the green check boxes, and the balance of the invoice is now 0.00 and you can see a history of the payments on the invoice for accounting purposes.
Example 2 – Wrong invoice paid
Customer paid by cash, but clinic accidently entered it on the wrong invoice.
Make the settings changes as detailed above.
Go to the invoice that the payment was entered on incorrectly.
Select the red trash bin icon and delete the payment.
Go to the correct invoice and process payment as normal.
Example 3-Removing invoices from reports
Clinic has run some ‘test’ invoices, processing payments that were not physically received. Clinic now wants to remove those sums from their actual reports.
First go into the invoice and delete the payment.
Now there is a balance due on the invoice.
Create a Credit note for the entire amount. In this case, we can select Use orig. quantities and Save.
When the screen refreshes, you are now in the Credit note (Draft). Here you can delete or add items, just as you might in a regular consultation. However, since we wanted to credit the entire amount, there’s no additional changes to make, so select Finalize-Not yet paid.
At the above screen, select Finalize-Not yet paid, and you’ll see that the balance of the Credit note is now a minus value:
Scroll to the top and select the hyperlink of the invoice number:
Now you’ll be at the invoice and you can scroll down to the Payment module and you’ll see an option to +Pay with credit note . Select this option and then tick the verification box and Confirm.
The due sum on the invoice is now 0.00, and if you go to check the credit note, it will also show a 0.00 balance. Now both sides of the ledge are balanced out, and the invoice no longer impacts the accounting.
Example 4 – Wrong item charged
In this case, the wrong item was added and invoiced, but not noticed until the invoice was finalised and the client had paid. In this case, go into the invoice and create a credit note, choosing the incorrect item. Save, and then you will be able to add items. Search for the correct item, add it to the credit note invoice. You’ll see that the cost of the new item is paid by the credit of the incorrect item. If they both cost the same, then the credit note will balance itself out and it can be finalised as it.
Here, a cat was invoiced for a dog medicine by mistake. Now noticed, we’ll credit the dog medicine and charge for the correct feline medicine.
We select Use original amounts, and put in our reason, then Save.
Now, once saved, the screen opens to a window where we can add the correct medication for the pet:
We add the feline medicine, and the math is done for us there at the subtotal.
If the amounts are different, then the customer will either owe the difference or will have a credit on their account. How the clinic decides to handle these are up to the individual clinic. In this case, the customer will have a 13.73£ credit on their account the next time they come in.