Client Finance Corrections

Owned by Amy Blanchard

Last updated: Jan 27, 2020

18 min read

Applies to: DVMAX v7.0.12 and higher

Purpose: This document is designed to help you understand how to handle certain situations in client finances where a correction must be made. If you have any questions, or your situation isn’t listed below, please call DVMAX tech support at 800-950-5455.

If you are using integrated Credit Card Processing please make sure you are reviewing our Client Finance Corrections with Integrated Credit Card Processing document.

You may also find this document helpful when working with client financial transactions - Explanation of the different types of transactions

How Do I??

Editing Invoices

Change client on an invoice (Move invoice to a different client)

Step 1: Void Invoice

From the incorrect Client’s Finances page, double click on the finished invoice.
Go up to the Invoice pull-down, choose “Void this invoice”
Click “Yes” to Proceed through the “Are you sure” message

Step 2: Process Invoice under Correct Client/Patient

From 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 original invoice
Verify all information is correct
Check 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 provider on a finished invoice

From the Client’s Finances page, double click on the finished invoice. Make note of the payment type and amount.
Go up to the Invoice pull-down, choose “Edit this invoice”
Click “Yes” to Proceed through the “Are you sure” messages
Select “Enter Again”, when prompted to “Keep” or “Enter Again”
Change the provider
Enter payment information
Verify all information is correct
If using DVMAX 7.5 and higher, Click OK
If using DVMAX 7.0 or lower, mark Finished, Click OK

Change patient on a finished invoice

From the Client’s Finances page, double click on the finished invoice. Make note of the payment type and amount entered.
Go up to the Invoice pull-down, choose “Edit this invoice”
Click “Yes” to Proceed through the “Are you sure” messages
Select “Enter Again”, when prompted to “Keep” or “Enter Again”
Change the patient
Enter in payment details
Verify all information is correct
If you're using DVMAX 7.5 and higher, Click OK
If you're using 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 the date on a finished invoice

From the Client’s Finances page, double click on the finished invoice. Make note of the payment type and amount entered.
Go up to the Invoice pull-down, choose “Edit this invoice”
Click “Yes” to Proceed through the “Are you sure” messages
Select “Enter Again”, when prompted to “Keep” or “Enter Again”
Change the date(s)
Enter in payment details
Verify all information is correct
If you're using DVMAX 7.5 and higher, Click OK
If you're using DVMAX 7.0 or lower, mark Finished, Click OK

Change line items on a finished invoice

From the Client’s Finances page, go to the Finances pull-down and choose Write a Return
Enter the date to the original date of the invoice.
Set the return to the original Provider, and the original Patient.
Enter an amount (DVMAX will automatically make it a negative amount), and enter the bill item(s) you are returning/reversing.
When items are entered, you can leave the credit balance on the client’s account as you will next be entering a new invoice for the correct items.
Double check that everything is correct, then click OK.
From the Client pull-down, choose Create an Invoice
Enter the date of the original invoice
Choose the correct provider and patient
Enter the item that was supposed to be on the original invoice
Depending on the price of the new item, the owner may now have a credit or balance due on this invoice
Double check you invoice carefully. Check Finished and then OK to process the invoice

You must also remember to hide returned items in the patient history. 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 payment amount or payment type on a finished invoice

From the Client’s Finances page, double click on the finished invoice.
Go up to the Invoice pull-down, choose “Edit this invoice”
Proceed through the “Are you sure” messages
If payment was taken on this invoice, when prompted to “Keep” or “Enter Again” for the payment, choose “Enter Again”
You will then be presented with your invoice, now unfinished. DVMAX has voided the original invoice and payment and created a new unfinished invoice. You can now change the payment only. Before Clicking OK, look carefully at your invoice. Check the date at the top to make sure it is correct. Double check your changes to make sure they are correct.
If on DVMAX 7.0 or lower, mark Finished, then OK your invoice.
If you are on 7.5 and higher, click OK.

Void payment on a finished invoice

From the Client’s Finances page, double click on the finished invoice
Go up to the Invoice pull-down, choose “Edit this invoice”
Click “Yes” to Proceed through the “Are you sure” messages
Select “Enter Again”, when prompted to “Keep” or “Enter Again”
Leave payment information blank
Verify all information is correct
If on DVMAX 7.0 or lower, mark Finished, then OK your invoice.
If you are on 7.5 and higher, click OK.

Void finished invoice

From the Client’s Finances page, double click on the finished invoice
Go up to the Invoice pull-down, choose “Void this invoice”
Click “Yes” to Proceed through the “Are you sure” message

You must also remember to hide items in the patient history. 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.

Adding and Editing "Add New Transactions" transactions

Change the date of a transaction added using "Add New Transaction"

Void Payment and Create a new payment using New Transaction

Step 1: Void Payment

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

Step 2: Create New Transaction Payment

Go up to the Client pull-down, choose “Add a new transaction”
Change the dateto the date the payment was taken
Transaction Type: Payment
Transaction Amt: Amount of Payment
Payment Method: Enter Method of Payment
Verify New balance is correct
Verify all information is correct including the date (check print if applicable)
Click OK

Change the amount of a transaction that was added using "Add New Transaction"

Void Payment and Create a new payment using New Transaction

Step 1: Void Payment

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

Step 2: Create New Transaction Payment

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

Change the pay method of a payment transaction added using "Add New Transaction"

Void Payment and Create a new payment using New Transaction

Step 1: Void Payment

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

Step 2: Create New Transaction Payment

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

Void payment added using “Add New Transaction”

Void Payment

NOTE: If payment was processed on an invoice, please follow instructions for voiding payment made on finished invoice.

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

Refund money to a client

Example: Client gave you a deposit. Invoice was created and finished for less than what the client originally paid.

Process 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

Enter a returned check

Process a Chargeback

From the Client’s Finances page, look at the date the original check was posted to the account.
From the Client pull-down, choose Add New Transaction
Transaction Type will be Chargeback
You will be prompted to enter the same date as the original check.
Enter in the amount of the original check.
Make sure everything is correct, the date is the date of the original check, and click OK.
If you would like to add the “returned check fee”, add another new transaction.
Transaction Type will be General Charge
It can be dated with the current date
The amount is whatever you choose to charge your client for the returned check fee.
Click OK.

Writing and Editing Returns

Return a product (Leave credit on account)

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

You must also remember to hide returned items in the patient history. 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.

Return a product (Refund the client)

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.
Process Payment Method and Amount
Verify New Balance is Correct
Click OK

You must also remember to hide returned items in the patient history. 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 provider selected on a return

Create a new invoice for the products returned. Be sure to choose the provider who was listed on the incorrect return. (This will properly address inventory and doctor production totals).
Create a new return choosing the correct provider

You must also remember to hide returned items in the patient history. 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.

Adjust an incorrect item on a return

Create a new invoice for the products returned. Be sure to choose the provider who was listed on the incorrect return. (This will properly address inventory and doctor production totals)
Create a new return choosing the correct item. This may also leave a credit or balance on the account

You must also remember to hide returned items in the patient history. 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 the date on a return

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
If payment was processed with return, enter same pay method and amountto 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

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, Qty*, and Bill Code needing to be returned
Enter Correct Payment Information
Verify all information, including balance is correct
Click OK

You must also remember to hide incorrect/duplicated items in the patient history. 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 line item on a return

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
If payment was processed with return, enter same pay method and amountto reverse the transaction
Verify all information is correct
If using, DVMAX 7.5 and higher, Click OK
If using, 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, Qty*, and Bill Code needing to be returned
Enter Correct Payment Information
Verify all information, including balance is correct
Click OK

You must also remember to hide incorrect/duplicated items in the patient history. 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 pay method on return

(Payment entered on the return)

2 options - (Process Invoice and Create a new Return -or- Process Payment and Process Refund)

NOTE: Returns cannot be edited or voided. You must process a payment to offset the incorrect payment on the return transaction.

Option 1: Process new Invoice/new Return

NOTE: Choose this option if the payment needs to reflect correctly on printed return.

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
If payment was processed with return, enter same pay method and amountto 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

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, Qty*, and Bill Code needing to be returned
Enter Correct Payment Information
Verify all information, including balance is correct
Click OK

You must also remember to hide incorrect/duplicated items in the patient history. 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.

Option 2: 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

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
If payment was processed with return, enter same pay method and amountto 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

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, Qty*, and Bill Code needing to be returned
Enter Correct Payment Information
Verify all information, including balance is correct
Click OK

You must also remember to hide incorrect/duplicated items in the patient history. 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 refund on return

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
Transaction Amt: Enter Return Amount
Payment Method: Enter Return Pay Method
Date = Date of the Return Change date (if necessary)
Verify all information is correct, including the date (check print if applicable)
Click OK

Void return

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 amountto 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 incorrect/duplicated items in the patient history. 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.

Editing Credits

Change the amount of a credit

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

Step 2: Process Credit

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

Change the date of a credit

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

Step 2: Process Credit

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

Void credit

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

Editing Write-Offs

Change the write-off amount

(Incorrect amount entered)

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

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 a payment (or partial payment) on a previously written-off amount

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: Enter Payment Amount received
Payment Method: Enter Payment Method
Verify all information is correct (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 a write-off

Process General Charge

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

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

Editing Refunds

Change amount on a refund

Process Payment and Create a new refund

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

Step 1: Process Payment

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

Step 2: Process Correct Refund

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

Change date on a refund

Process Payment and Create a new refund

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

Step 1: Process Payment

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

Step 2: Process Correct Refund

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

Change pay method on a refund

Process Payment and Create a new refund

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

Step 1: Process Payment

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

Step 2: Process Correct Refund

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

Void a refund

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

Editing a General Charge

Change amount of a general charge

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 a general charge

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 General Charge Amount
Enter Correct Date of General Charge
Verify all information is correct (check print if applicable)
Click OK

Void a general charge

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

Editing a Chargeback

Change amount on a chargeback

Process Credit and Create a new Chargeback

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

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 payment
Date = Enter Date of original payment
Verify all information is correct (check print, if applicable)
Click OK

Change date on a chargeback

Process Credit and Create a new Chargeback

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

Step 1: Process Credit

From the Client’s Finances page, go up to the Clientpull-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 payment
Date = Enter Date of original payment
Verify all information is correct (check print, if applicable)
Click OK

Void a chargeback

Process Credit

NOTE: Chargebacks cannot be edited or voided. You must process an 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

Other Finance Transactions

How to remove finance/billing charges

Process Credit

NOTE: Finance/Billing charges cannot be edited or voided. You must process a credit to offset finance/billing charges.

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 finance/billing charges being removed
Date = today’s date
Verify all information is correct (check print, if applicable)
Click OK

Process a returned check

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