Posting Manual Payments (Accounts Receivable)
Overview
In order to post manual payments, typically for private pay clients, you will access the client's unpaid invoices through the AR screen OR via the client's Accounts Receivable. See below for a detailed walkthrough.
This article includes:
Accessing Accounts Receivable Directly
Invoice-Specific Partial Payments
Accessing Accounts Receivable Directly
The Accounts Receivable page is where manual payments can be made and individual client's accounts reviewed. Some customers access it directly, whlie others access it through the AR screen. The Accounts Receivable page looks like this:
Some customers have a direct Accounts Receivable link in their menu they may wish to use to access the client's individual invoices.
Others prefer to have Accounts Receivable accessible via the client's profile.
Most choose to access Accounts Receivable via the AR screen, outlined below.
Accessing the AR Screen
To access the AR screen, click on Billing/Payroll, then click the AR screen. (Some environments may also have an Accounts Receivable tab in the client's record.)
This will open the AR screen, which contains a complete rundown of paid and unpaid invoices by visit category. (For more on exporting reports, see the AR Reports article.) Please note the AR screen refreshes every 15 minutes, so manually applied payments will not be visible until the next round of processing.
Posting a Payment
In order to post a payment, you must go to the more detailed level of the client's Accounts Receivable page.
First, click on the arrow next to the appropriate visit category. This will expand the category to a client level.
Next, click on the name of the client you wish to open their page. At the top right is the total balance. The first invoices visible will be the unpaid ones. Below unpaid voices will be a complete invoice summary, including the unpaid invoices.
To post a manual payment, under the Show Invoices button you will see a window with 0 in it. Type in the total payment in this window.
Below the payment, check the boxes next to the invoice(s) you wish to apply a payment to, then click the Preview Payment button. If it looks correct, click Save Payment.
The status will update to be Paid, and the total in the top right will also be corrected.
Please note the AR screen refreshes every 15 minutes, so manually applied payments will not be visible until the next round of processing.
Invoice-Specific Partial Payments
To apply payments on a more detailed level (more specifically for Medicaid clients), click the Manually Adjust button next to the specific invoice you wish to apply a payment to.
Inside the invoice, multiple lines of service will be visible. To apply the payment to just one line of service, enter the payment under the Edit Latest Payment column, then click the Apply Payment button.
Please note the AR screen refreshes every 15 minutes, so manually applied payments will not be visible until the next round of processing.
Write-offs
Invoice Level
To add a write-off on the invoice level,
- Open the AR screen
- Open a category
- Click on a client's name
- Check the box next to an unpaid invoice
- Beneath each invoice is an adjustment field; fill it out
- enter an adjustment $ amount
- select type
- Add Notes if desired
- Click Save Payment (at top)
Visit Level
To add a write-off on the visit level,
- Open the invoice via AR screen or Manually Adjust Payments screen
- Click Select next to the invoice
- This will open adjustments
- Click Add New Adjustment
- Enter the amount
- Set the adjustment type to Writeoff
- Add Notes if desired
- Click Save
