Explanation of the different types of transactions

Applies to: DVMAX v7.0.12 and higher

Purpose: This document outlines the different transaction types you will encounter when using the Add New Transaction menu option from the Client pull-down menu. 

Payment

• A payment is used when money is to be applied to a client’s account outside of an invoice (when a client comes in to pay on account, or it can be used if a client wants to leave a deposit and an estimate has not been created). A payment will decrease a client balance.
  
  • Displayed on finance page as: Pmnt
  • Effect on balance: Decreases client balance
  • Used for:
    • Deposits
    • Payments on Client Account Balances
  • Voidable/Editable: Yes

  • How to process a payment

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

Credit

• A credit is used to adjust the balance on a client account and should not be used if a client is returning a product or if a sale needs to be reversed. In those situations, you should do a return. A credit will decrease a client balance.
  
  • Displayed on finance page as: Cred
  • Effect on Balance: Decreases client balance
  • Used for:
    • Balance Adjustments (decrease balance)
    • Reverse Finance/Billing Charges
    • NOT to return product/reverse sales
  • Voidable/Editable? No
    • Process General Charge to offset

  • How to process a 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 Credit Amount
    • Verify all information is correct including New balance (check print, if applicable)
    • Click OK

Write Off

• A write off is used when it has been decided that the client’s balance will not be collected. If an account is sent to collections, a write off is done.  You should only use Write Off if you do not expect to collect the balance due. A write-off will zero out the client balance.
  
  • Displayed on finance page as: Wrof
  • Effect on Balance: Decreases Client Balance
  • Used for:
    • Client Balanced deemed uncollectible
  • Voidable/Editable? No
    • Process General Charge to offset

  • How to process a write off

    • From the Client’s Finances page, go up to the Client pull-down, choose “Add a new transaction”
    • Transaction Type: Write-off
    • Transaction Amt: Enter Amount being written-off
    • Verify all information is correct including New balance (check print, if applicable)
    • Click OK

Refund

• A refund is used to give a client money back due to overpayment or to reverse an incorrect payment. A refund will decrease a client balance.
  • Displayed on finance page as: Rfnd
  • Effect on Balance: Increases client balance
  • Used for:
    • Returning payments
  • Voidable/Editable? No

  • How to process a refund

    • From the Client’s Finances page, go up to the Client pull-down, choose “Add a new transaction”
    • Transaction Type: Refund
    • Transaction Amt: Enter Refund Amount
    • Pay Method: Enter Refund Method
    • Date= Date funds were refunded
    • Click OK

General Charge

• A general charge is used to add to a client’s balance without using an invoice. This is often used to add the “insufficient funds check fee”.  A General Charge is not “money” nor is it a “Sale”.  It does not affect your payments or sales. A general charge will increase a client balance.
  
  • Displayed on finance page as: Gchg
  • Effect on Balance: Increases Client Balance
  • Used for:
    • Balance Adjustments (increase balance) without using an invoice.
    • Charge Non-Sufficient Funds (NSF) Check Fee
  • Voidable/Editable? Yes

  • How to process a general charge

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

Chargeback

• A chargeback is used to reverse a payment. This is often used when handling an insufficient funds check payment. A chargeback will increase a client balance.
  
  • Displayed on finance page as: Chbk
  • Effect on Balance: Increases Client Balance
  • Used for:
    • Reverse Payment when handling insufficient funds check payment
    •  NOTE: this should only be used to process the returned check, not the additional NSF fee
  • Voidable/Editable? No

  • How to process a chargeback

    • From the Client’s Finances page, 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 the original check amount
    • Date = Date of original check
    • Verify all information is correct (check print, if applicable)
    • Click OK

Invoice

• Used to charge clients for products/services provided. Finished invoices deduct from quantity from inventory. Based on clinic settings, an invoice will also add all line items to the patient record either when the invoice is finished or when the unfinished invoice is saved.
  • Displayed on finance page as: Bill
  • Effect on Balance: Increases Client Balance
  • Voidable/Editable? Yes

  • How to process an Invoice

    • From the Client’s Finances page, go up to the Client pull-down, choose “Create an Invoice”
    • Date = Date of Service
    • Choose correct provider and patient
    • Enter qty, date and bill items
    • Enter Payment Information, if applicable.
    • Verify all information is correct including balance
    • Check Finished, Click OK

Estimate

• Used to provide customers a calculation for the cost of products/services. Can be converted to an invoice.
  • Displayed on finance page as: Est
  • Effect on Balance: No effect on balance
  • Voidable/Editable? No

  • How to create an estimate

    • From the Client’s Finances page, go up to the Client pull-down, choose “Create an Estimate”
    • Date = today
    • Choose correct provider and patient
    • Enter Bill Item Code or start typing description in code box, adjust any Low/High Qty (if applicable)
    • If taking a deposit , enter Deposit Method and Amount
      • If the client has a $0 balance, the deposit will leave a credit on their account to be applied to their next invoice.
      • If the client has a balance, the deposit will pay down or pay off that balance. Any remaining funds will be left as a credit on the account.
    • Verify all information is correct
    • Click OK

  • How to convert an estimate to an invoice

    • From the Client’s Finances page, double click on the estimate line
    • Go up to the Estimate pull-down, choose “Convert into an Invoice”
    • Click “Convert” to Proceed through the “Are you sure” message
    • NOTE: Converting will bring over the low quantities in the estimate

Return

• Used to put an item back into inventory and refund money to a customer or leave a credit on their account
  • Displayed on finance page as: Rtrn
  • Effect on Balance: Decreases Client Balance
  • Voidable/Editable? No
    • Process Invoice to offset

  • How to process 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
    • If you are refunding money to the customer, process Payment Method and Amount
    • Click OK