Finished Invoice Adjustments

Change provider on a finished invoice

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Write a Return and Process a New Invoice

 NOTE: Invoices closed with integrated credit card cannot be edit/voided. If the invoice was not finished with an integrated credit card processing pay method, follow steps here - Client Finance Corrections

Step 1: Write a Return

• From the Client’s Finances page, go up to the Finances pull-down, choose “Write a Return”
• Date = Date of Invoice you are correcting
• Enter the same Provider, Patient, Quantity, Date and Bill Codes as the original invoice you correcting
• Leave refund method information blank
• Verify all information matches original invoice including the total
• Click OK

Step 2: Process New Invoice

• Go up to the Client pull-down, choose “Create an Invoice”
• Date = Original Invoice Date / Service Date
• Choose correct provider and patient
• Enter items that should be on the invoice
• Leave payment information blank
• Verify all information is correct
• If on DVMAX 7.5 and higher, Click OK
• If on DVMAX 7.0 or lower, mark Finished, Click OK

 You must also remember to hide the patient history for the original patient on the invoice. To do this:

• Open the Patient record for the patient who was on the original invoice
• Click on the History tab
• Double-click an entry that is incorrect
• Check off Hide this entry
• Repeat for all incorrect entries

Change patient on a finished invoice

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Write a Return and Process a New Invoice

 NOTE: Invoices closed with integrated credit card cannot be edit/voided. If the invoice was not finished with an integrated credit card processing pay method, follow steps here - Client Finance Corrections

Step 1: Write a Return

• From the Client’s Finances page, go up to the Finances pull-down, choose “Write a Return”
• Date = Date of Invoice you are correcting
• Enter the same Provider, Patient, Quantity, Date and Bill Codes as the original invoice you correcting
• Leave refund method information blank
• Verify all information matches original invoice including the total
• Click OK

Step 2: Process New Invoice

• Go up to the Client pull-down, choose “Create an Invoice”
• Date = Original Invoice Date / Service Date
• Choose correct provider and patient
• Enter items that should be on the invoice
• Leave payment information blank
• Verify all information is correct
• If on DVMAX 7.5 and higher, Click OK
• If on DVMAX 7.0 or lower, mark Finished, Click OK

 You must also remember to hide the patient history for the original patient on the invoice. To do this:

• Open the Patient record for the patient who was on the original invoice
• Click on the History tab
• Double-click an entry that is incorrect
• Check off Hide this entry
• Repeat for all incorrect entries

Change client on a finished invoice

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Note on offline pay method -

• Offline pay method is a pay method not linked to the integrated credit card processing system. The dates on the return and new invoice must match for the offline pay method to balance and not affecting your end of day totals. If dates do not match, practice will need to combine offline pay method totals with credit card processing totals for totals to balance. Any questions, please contact DVMAX tech support at 800-950-5455.

Change date on a finished invoice

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Change line items on a finished invoice

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Void payment on finished invoice (leaving client balance)

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Void a finished invoice

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Write a Return

 NOTE: Invoices closed with integrated credit card cannot be edit/voided. If the invoice was not finished with an integrated credit card processing pay method, follow steps here - Client Finance Corrections

• From the Client’s Finances page, go up to the Finances pull-down, choose “Write a Return”
• Date = Date of Invoice you are correcting
• Enter the same Provider, Patient, Quantity, Date and Bill Codes as the original invoice you correcting
• Enter refund method information (if applicable and need to refund client)
• Verify all information matches original invoice including the total
• Click OK

 You must also remember to hide the patient history for the original patient on the invoice. To do this:

• Open the Patient record for the patient who was on the original invoice
• Click on the History tab
• Double-click an entry that is incorrect
• Check off Hide this entry
• Repeat for all incorrect entries. 

Add New Transaction Adjustments

Change payment amount entered through "Add New Transaction" (Client payment was too low)

*Client credit card number needs to be available

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Change payment amount entered through "Add New Transaction" (Client payment was too high)

*Client credit card number needs to be available

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Process Refund

 NOTE: Invoices closed with integrated credit card cannot be edit/voided. If the invoice was not finished with an integrated credit card processing pay method, follow steps here - Client Finance Corrections

To prevent client’s funds being held twice, you will process a refund in the amount equivalent to the difference in the original payment amount taken and the refund amount that should be taken. If you are unsure what needs to be run, before processing any transactions, please contact DVMAX tech support at 800-950-5455.

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Refund
• Transaction Amt: Enter Amount to Return to the client
• Payment Method: Select Integrated Credit
• Date = Date Refund Happened
• Verify all information is correct (check print if applicable)
• Click Process Now
• Click OK

Void Payment added using “Add New Transaction”

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Process Refund

NOTE: Invoices closed with integrated credit card cannot be edit/voided. If the invoice was not finished with an integrated credit card processing pay method, follow steps here - Client Finance Corrections

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Refund
• Transaction Amt: Enter Amount to Return to the client
• Payment Method: Select Integrated Credit
• Date = Date Refund Happened
• Click Process Now
• Verify all information is correct (check print if applicable)
• Click OK

Credit Adjustments

Change the Amount of a Credit

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Change the Date of a Credit

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Void Credit

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Process General Charge and Create a New Credit

 NOTE: Credits cannot be edited or voided. You must process general charge to offset the credit transaction.

Step 1: Process General Charge

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: General Charge
• Transaction Amt: Enter the Incorrect Amount entered on credit
• Verify all information is correct (check print if applicable)
• Click OK

Write-Off Adjustments

Change the Write-Off Amount 

(Incorrect amount entered)

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Process General Charge and Create a Write-off

 NOTE: Write-offs cannot be edited or voided. You must process general charge to offset the Write-off transaction.

Step 1: Process General Charge

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: General Charge
• Transaction Amt: Enter the Incorrect Amount entered on write-off
• Verify all information is correct (check print if applicable)
• Click OK

Step 2: Process new Write-off

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Write-off
• Transaction Amt: Enter Correct Amount of Write-off
• Verify all information is correct (check print if applicable)
• Click OK

Change the Write-Off Date

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Process General Charge and Create a Write-off

 NOTE: Write-offs cannot be edited or voided. You must process general charge to offset the Write-off transaction.

Step 1: Process General Charge

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: General Charge
• Transaction Amt: Enter the Incorrect Amount entered on write-off
• Verify all information is correct (check print if applicable)
• Click OK

Step 2: Process new Write-off

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Write-off
• Transaction Amt: Enter Write-off Amount
• Date: Enter correct Write-off Date
• Verify all information is correct (check print if applicable)
• Click OK

Process payment/ partial payment on a Written-off amount

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Process General Charge and Create a Write-off

 NOTE: Write-offs cannot be edited or voided. Balance cannot be reinstated. You must process general charge to “un-do” the Write-off transaction.

Step 1: Process General Charge

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: General Charge
• Transaction Amt: Enter the Full Amount of the original Write-off
• Verify all information is correct (check print if applicable)
• Click OK, this puts balance back on the account.

Step 2: Process Payment

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Payment
• Transaction Amt: Amount of Payment
• Payment Method: Enter Integrated Credit
• Date = Today
• Click Process Now
• Verify New balance is correct
• Verify all information is correct including the date (check print if applicable)
• Click OK

 NOTE: If there is a balance due after processing payment, Practice can choose to leave balance on the account or write-off remaining balance.

Step 3: Write-off remaining balance (if applicable)

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Write-off
• Transaction Amt: Enter remaining balance to be written-off
• Verify all information is correct (check print if applicable)
• Click OK

Void Write-off Transaction

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Process General Charge

 NOTE: Write-offs cannot be edited or voided. You must process general charge to offset the Write-off transaction.

 Process General Charge

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: General Charge
• Transaction Amt: Enter the Incorrect Amount entered on write-off
• Verify all information is correct (check print if applicable)
• Click OK

Refund Adjustments

Change Amount on Refund

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Process Payment or New Refund

 NOTE: Refunds cannot be edited or voided. To avoid client’s funds being held twice, calculate the difference in the amount the practice refunded and the amount they should have refunded. If the client was over-refunded on their credit card, process payment. If the client needs to be refund more, process refund.

Process Payment

Example: Practice refunded too much to client’s credit card

• Go up to the Client pull-down, choose “Add a new transaction”
• Date = Today
• Transaction Type: Payment
• Transaction Amt: Enter difference between original refund amount and amount they should have been refunded
• Payment Method: Enter Integrated Credit
• Verify all information is correct (check print if applicable)
• Click Process Now
• Click OK

-OR-

Process Refund

Example: Practice did not refund enough to client’s credit card

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Refund
• Date = Today
• Transaction Amt: Enter Correct Refund Amount
• Payment Method: Enter Integrated Credit
• Verify all information is correct (check print if applicable)
• Click Process Now
• Click OK

Void Refund

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Process Payment

 NOTE: Refunds cannot be edited or voided. You must process a payment to offset refund transaction.

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Payment
• Transaction Amt: Enter original Refund amount
• Payment Method: Enter Pay Method used on original Refund
• Date = Date of the Refund
• Verify all information is correct (check print if applicable)
• Click OK

General Charge Adjustments

Change Amount of General Charge

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Void General Charge and Create a New General Charge

Step 1: Void General Charge

• From the Client’s Finances page, double click on the general charge
• Go up to the Transaction pull-down, choose “Void this entry”
• Click “Yes” to Proceed through the “Are you sure” messages

Step 2: Process General Charge

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: General Charge
• Transaction Amt: Enter Correct General Charge Amount
• Date: Enter Date of General Charge
• Verify all information is correct (check print if applicable)
• Click OK

Change Date of General Charge

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Void General and Create a New General Charge

Step 1: Void General Charge

• From the Client’s Finances page, double click on the general charge
• Go up to the Transaction pull-down, choose “Void this entry”
• Click “Yes” to Proceed through the “Are you sure” messages

Step 2: Process General Charge

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: General Charge
• Transaction Amt: Enter General Charge Amount
• Enter Correct Date of General Charge
• Verify all information is correct (check print if applicable)
• Click OK

Void General Charge

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Void General Charge

• From the Client’s Finances page, double click on the general charge
• Go up to the Transaction pull-down, choose “Void this entry”
• Click “Yes” to Proceed through the “Are you sure” messages

Chargeback Adjustments

Change Amount on Chargeback

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Process Credit and Create a New Chargeback

 NOTE: Chargebacks cannot be edited or voided. You must process a credit to offset chargeback transaction. Chargeback should only be used to process a returned check.

Step 1: Process Credit

• From the Client’s Finances page, go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Credit
• Transaction Amt: Enter Amount of the incorrect Chargeback
• Click OK

Step 2: Process Chargeback

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Chargeback
• Click Ok, to prompt to enter same Date & Payment Method
• Transaction Amt: Enter Amount of original check payment
• Date = Enter Date of original payment
• Verify all information is correct (check print, if applicable)
• Click OK

Change Date on Chargeback

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Process Credit and Create a New Chargeback

 NOTE: Chargebacks cannot be edited or voided. You must process a credit to offset chargeback transaction. Chargeback should only be used to process a returned check.

Step 1: Process Credit

• From the Client’s Finances page, go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Credit
• Transaction Amt: Enter Amount of the incorrect Chargeback
• Date = date of incorrect chargeback
• Click OK

Step 2: Process Chargeback

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Chargeback
• Click Ok, to prompt to enter same Date & Payment Method
• Transaction Amt: Enter Amount of original check payment
• Date = Enter Date of original payment
• Verify all information is correct (check print, if applicable)
• Click OK

Void Chargeback

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Process Credit

 NOTE: Chargebacks cannot be edited or voided. You must process a credit to offset chargeback transaction.

• From the Client’s Finances page, go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Credit
• Transaction Amt: Enter Amount of the incorrect Chargeback
• Verify all information is correct (check print, if applicable)
• Click OK

Return Adjustments

How to Return Products (leave credit on the account)

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Write a Return

• From the Client’s Finances page, go up to the Finances pull-down, choose “Write a Return”
• Date = Date Items were returned
• Choose correct Provider and Patient
• Enter Qty and Bill Code you are returning
• Verify all bill item code and prices matches the client’s original invoice.
  • Price change? If price changes occurred between the date of original invoice and return invoice, bill items must be temporarily marked as adjustable and then applied to return.
• Verify New Balance is Correct
• Click OK

How to Return Products (refund the client)

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Write a Return

• From the Client’s Finances page, go up to the Finances pull-down, choose “Write a Return”
• Date = Date Items were returned
• Choose correct Provider and Patient
• Enter Qty and Bill Code you are returning
• Verify all bill item code and prices matches the client’s original invoice.
  • Price change? If price changes occurred between the date of original invoice and return invoice, bill items must be temporarily marked as adjustable and then applied to return.
• Transaction Amt: Enter Correct Refund Amount
• Payment Method: Enter Integrated Credit
• Verify all information is correct (check print if applicable)
• Click Process Now
• Click OK

Change Date on Return

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Process Invoice and Create a New Return

 NOTE: Returns cannot be edited or voided. You must process an invoice to offset return transaction.

Step 1: Process New Invoice

• Go up to the Client pull-down, choose “Create an Invoice”
• Date = Original Date on original/incorrect Return
• Choose same provider and patient as the original/incorrect return
• Enter items that were on the original/incorrect return
• Enter same pay method as original return
  • If original return used integrated credit card, use offline pay method on new return (Creating a New Payment Type)
• Verify all information is correct
• If on DVMAX 7.5 and higher, Click OK
• If on DVMAX 7.0 or lower, mark Finished, Click OK

Step 2: Write a Return

• From the Client’s Finances page, go up to the Finances pull-down, choose “Write a Return”
• Date = Actual Return Date / Service Date
• Enter the correct Provider, Patient, Quantity, and Bill Code needing to be returned
• Enter same Payment Information as original return
  • If original return used integrated credit card, use offline pay method on new return (Creating a New Payment Type)
• Verify all information, including balance is correct
• Click OK

Note on offline pay method -

• Offline pay method is a pay method not linked to the integrated credit card processing system. The dates on the return and new invoice must match for the offline pay method to balance and not affecting your end of day totals. If dates do not match, practice will need to combine offline pay method totals with credit card processing totals for totals to balance. Any questions, please contact DVMAX tech support at 800-950-5455.

Change Line Items on Return

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Process Invoice and Create a New Return

 NOTE: Returns cannot be edited or voided. You must process an invoice to offset return transaction.

Step 1: Process New Invoice

• Go up to the Client pull-down, choose “Create an Invoice”
• Date = Original Date on original/incorrect Return
• Choose same provider and patient as the original/incorrect return
• Enter items that were on the original/incorrect return
• Enter same pay method as original return
  • If original return used integrated credit card, use offline pay method on new return (Creating a New Payment Type)
• Verify all information is correct
• If on DVMAX 7.5 and higher, Click OK
• If on DVMAX 7.0 or lower, mark Finished, Click OK

Step 2: Write a Return

• From the Client’s Financespage, go up to the Financespull-down, choose “Write a Return”
• Date = Actual Return Date / Service Date
• Enter the correct Provider, Patient, Qty*, and Bill Code needing to be returned
• Enter same Payment Information as original return
  • If original return used integrated credit card, use offline pay method on new return (Creating a New Payment Type)
• Verify all information, including balance is correct
• Click OK

Note on offline pay method -

• Offline pay method is a pay method not linked to the integrated credit card processing system. The dates on the return and new invoice must match for the offline pay method to balance and not affecting your end of day totals. If dates do not match, practice will need to combine offline pay method totals with credit card processing totals for totals to balance. Any questions, please contact DVMAX tech support at 800-950-5455.

Change Pay Method on Return

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Process Payment and Refund

 NOTE: Choose this option if the payment does not need to reflect correctly on printed return and you only need to fix payment for EOD balancing.

Step 1: Process Payment

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Payment
• Transaction Amt: Enter original return amount
• Payment Method: Enter Pay Method used on original Return
• Date = Date of the Return
• Verify all information is correct (check print if applicable)
• Click OK, this will put a credit on the account

Step 2: Process Payment Refund

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Refund
• Transaction Amt: Enter Correct Amount Refund
• Payment Method: Enter Correct Pay Method
• Date = Date Refund Happened
• Verify all information is correct (check print if applicable)
• Click OK

Change provider on return

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Process Invoice and Create a new return

 NOTE: Returns cannot be edited or voided. You must process an invoice to offset return transaction.

Step 1: Process New Invoice

• Go up to the Client pull-down, choose “Create an Invoice”
• Date = Original Date on original/incorrect Return
• Choose same provider and patient as the original/incorrect return
• Enter items that were on the original/incorrect return
• Leave pay method information blank
• Verify all information is correct
• If on DVMAX 7.5 and higher, Click OK
• If on DVMAX 7.0 or lower, mark Finished, Click OK

Step 2: Write a Return

• From the Client’s Finances page, go up to the Finances pull-down, choose “Write a Return”
• Date = Actual Return Date / Service Date
• Enter the correct Provider, Patient, Quantity, and Bill Code needing to be returned
• Leave return method information blank
• Verify all information, including balance is correct
• Click OK

 You must also remember to hide the patient history for the original patient on the invoice. To do this:

• Open the Patient record for the patient who was on the original invoice
• Click on the History tab
• Double-click an entry that is incorrect
• Check off Hide this entry
• Repeat for all incorrect entries

Forgot to process payment refund on return

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Process Refund

 NOTE: Returns cannot be edited or voided. Process payment as a separate transaction, backdating (if necessary) to the date of the return.

• Go up to the Client pull-down, choose “Add a new transaction”
• Transaction Type: Refund
• Date = Today
• Transaction Amt: Enter Correct Refund Amount
• Payment Method: Enter Integrated Credit
• Verify all information is correct (check print if applicable)
• Click Process Now
• Click OK

Void Return

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Process Invoice

 NOTE: Returns cannot be edited or voided. You must process an invoice to offset return transaction.

Process New Invoice

• Go up to the Client pull-down, choose “Create an Invoice”
• Date = Original Date on original/incorrect Return
• Choose same provider and patient as the original/incorrect return
• Enter items that were on the original/incorrect return
• If payment was processed with return, enter same pay method and amount to reverse the transaction
• Verify all information is correct
• If on DVMAX 7.5 and higher, Click OK
• If on DVMAX 7.0 or lower, mark Finished, Click OK

 You must also remember to hide the patient history for the original patient on the invoice. To do this:

• Open the Patient record for the patient who was on the original invoice
• Click on the History tab
• Double-click an entry that is incorrect
• Check off Hide this entry
• Repeat for all incorrect entries

Client Account Adjustments

How to process Return Check

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Chargeback and General Charge (for NSF Fee)

Step 1: Process Chargeback

• From the Client’s Finances page, look up the date the original check was posted to the account
• From the Client pull-down, choose “Add a new transaction”
• Transaction Type: Chargeback
• Click OK, to prompt to enter same Date & Payment Method
• Transaction Amt: Enter the original check amount
• Date = Date of original check
• Verify all information is correct (check print, if applicable)
• Click OK

Step 2: Process General Charge (for NSF Fee – if applicable)

• From the Client pull-down, choose “Add a new transaction”
• Transaction Type: General Charge
• Date = Date of check as returned or today’s date
• Amount = Amount you choose to charge your customer for return check.
• Click OK