Payments and Refunds

Configuration links

• Payment Types

Create Payment

1. Open an invoice.
2. In Transactions, click Add Payment.
3. Select the payment type, such as Cash, Card, Check, Online, Bank, Insurance, or Other.
4. Enter the payment date and amount.
5. Check the branch and any payment-group details required by the clinic.
6. Review the remaining balance.
7. Save the payment.

You can record a partial payment or pay the remaining balance. A payment cannot exceed the amount available on the invoice unless the clinic's credit workflow explicitly supports it.

Review transactions

The Transactions section can contain payments, insurance claim transactions, refunds, credit notes, and debit notes. Select Show All when the list contains more transactions than the compact view displays.

Select a transaction to review its details. Use the transaction menu for available actions such as Refund, Note, Print, Send, or Delete.

Create Refund

1. Open the transaction menu for a payment and choose Refund, or select one or more eligible transactions and click Refund.
2. Select the refund type.
3. Enter a full or partial refund amount.
4. Choose Full Refund when the complete payment should be returned.
5. Review the procedures or products included in the refund when the workflow shows them.
6. Add a note and confirm the refund.

A refund cannot exceed the payment being refunded. Confirm the patient, original payment, amount, and reason before saving.

Update Payment

Posted payments are usually corrected with a refund or deletion rather than edited directly. Follow the clinic's financial correction policy to keep the transaction history clear.

Delete Payment

Delete a payment only when it was posted by mistake and should be removed from the invoice history entirely.

Update Refund

Open the saved refund from Transactions to adjust its amount, note, or included items when your workflow allows it, then save the changes.

Delete Refund

Delete a refund only when it was created incorrectly and the clinic needs to remove that reversal from the invoice history.

Understand the balance

The invoice header shows the current Amount Due after payments and adjustments. A refund increases the amount due, while a credit note reduces the invoice through a billing adjustment. These actions are not interchangeable.