Clearing a prev credit balance

[mdeyedoc]

How do I go about clearing out a credit balance from a previous invoice?  When there is a balance due on an old invoice, I can enter a payment on the new invoice for the total due and it will transfer the necessary amount to clear the balance on the old invoice so both invoices read zero balance. But when there is a credit on an old invoice and we collect only the total balance due, one invoice has a pt credit and one invoice has a balance in the opposite amount.

For examples: a pt has a credit of $40 on a previous invoice. She comes in and buys contacts for $100 and pays $60. Her overall balance is zero but today's invoice shows a balance of $40 and the previous invoice has a credit of $40.  How do I get rid of that?

Marcia

[friscoeyeassociates]

go to bill with the credit and select make payment and before entering any amounts into any fields just hit "save payment". This should bring up the "link payments to other invoices" dialog box where you can allocate the credit manually to the invoice or hit "auto transfer" and CPM should do it for you.. Hit "apply" and it should clear both amounts.

One caveat to this is that I have noticed that on certain families who may have credits on multiple different invoices, CPM will sometimes give you an exception error when trying to use the transfer dialog box. I've had to go through and do these with manual adjustments before. But most of the time the auto transfer works great if there is only one past invoice with a credit balance on it.

[KizerOpt]

Have you tried the Make Payment > Other> Transfer to invoice? Or make payment (on the old invoice with the credit), don't enter payment, save payment and have the pop up to transfer amount come up for the transfer? Or are you talking about something totally different?

Karen

[mdeyedoc]

Thanks to both of you. That worked. Apparently the credit balance is what triggers the transfer.

Marcia

[KizerOpt]

yep, but you have to initiate the transfer from the invoice with the credit, or else you won't see it. That's where it would COME IN HANDY to have the overall balance show up better. To compare invoice balance to overall balance, you have to look both top and bottom. And if a family member has a credit balance you could use, you will never know about it from billing, only the quickview tab. I can't tell you how many times we've seen a credit out there just after taking a check or credit card.

Karen

[tag701]

I just edit the invoice with the credit and click on Credit Transfer button and brings up a screen as to where you want to allocate the credit. Can be used for all linked patients (ie, if credit is with mom and you want to transfer it to a child).

[KizerOpt]

Aug 5, 2016 10:57:42 GMT -6 tag701 said:

I just edit the invoice with the credit and click on Credit Transfer button and brings up a screen as to where you want to allocate the credit. Can be used for all linked patients (ie, if credit is with mom and you want to transfer it to a child).

again, tho, you have to KNOW there is a credit out there to transfer and you can't see a credit from another family member on the invoice itself. Once you know where the credit is, it's easy enough to get it to someone else. Finding the credit before you're done checking out the patient is the issue.

Karen

[hec]

Aug 8, 2016 7:58:09 GMT -6 KizerOpt said:

Aug 5, 2016 10:57:42 GMT -6 tag701 said:

I just edit the invoice with the credit and click on Credit Transfer button and brings up a screen as to where you want to allocate the credit. Can be used for all linked patients (ie, if credit is with mom and you want to transfer it to a child).

again, tho, you have to KNOW there is a credit out there to transfer and you can't see a credit from another family member on the invoice itself. Once you know where the credit is, it's easy enough to get it to someone else. Finding the credit before you're done checking out the patient is the issue.

Karen

I agree! it's so hard to know if another family member has a credit to apply. I hope Crystal PM can create like a pop up window that alerts us a linked family member has a credit and if we want to apply that to the current patient. That would be nice if they can do something like that

[mdeyedoc]

Aug 5, 2016 10:57:42 GMT -6 tag701 said:

I just edit the invoice with the credit and click on Credit Transfer button and brings up a screen as to where you want to allocate the credit. Can be used for all linked patients (ie, if credit is with mom and you want to transfer it to a child).

LOL...when I read your post before, I thought you were describing the same thing as the others. I just discovered the Credit Transfer button when in Edit Invoice mode and came here to describe it as an option.  It basically pulls up the transfer payment window the same as Making a Payment (and then not making a payment) as described above. You can do it from either invoice but the numbers make more sense if you do it from the invoice with a credit.

Personally, I think it makes more sense to have that button on the main billing page (where all the other buttons are) or the Make Adjustment page instead of in edit invoice mode.

Marcia