Applying Credits

The best practice is to use the Amount Unallocated column in the patient’s ledger.  This will allow the users to manually apply the credits to the correct date of service and give them full control of credits.

In a patient’s ledger there is a column called Amount Unallocated.  When creating payments and the amount is not allocated out to a date of service, it will create a credit.  This credit will show in the Amount Unallocated column.  By default, the Amount Unallocated is the last column on the right.  Use the scroll bar at the bottom of the ledger to move to the Amount Unallocated column.  If you do not see this column, make sure that this column has not been relocated in the ledger.  If this column is missing from the ledger, please click here on adding and rearranging columns.

The below example shows that this patient has 2 credits.

To apply credits to a payment:

Select and open the credit.  You can open the credit by clicking on modify or double clicking on the line item.

It will open the payment screen.  As shown below, you can see that the payment is not applied to any charges.  When creating a payment, if the user does not apply the amount paid, it will create a credit. 

Input the amount in the Amount Paid section for the date of service this applies.  Once finish, click ok.

TIP:  If the date of service is not shown, either a payment has already been applied or the responsible party is not set correctly in the paid by.  The Outstanding Charges option will show ALL unpaid charges for insurance company and responsible parties.

Please note:  Users do can apply the full payment amount in the amount paid or can split the payment to several different date of services.  If there is any amount that is still unallocated, when clicking ok it will readjust the Amount Unallocated column to reflect the new credit.

It will now show $0.00 in the Amount Un-allocated column.