Once a payment has been taken, there may be a need to edit the payment.
Click the bullet point to skip to the section needed.

• Delete a payment
• Changing information on a payment
  • Changing the Provider or Payment method on a payment
  • Changing the payment amount (also known as receipt correction)
• Backdating a payment
• Locking Transactions to stop any editing

All of these are completed in the Transactions window on a patient file, access this by clicking on the transactions button (£,€ or $, depending on your region) in either the patients file or the edit appointment window.

Delete a payment

Some payments may be locked due to their connection via a third party software such as Paymentsense / Dojo and Online Booking Deposits. To edit these, you will need to refund the transaction using the Paymentsense terminal.

To delete payments taken without using third party software;

1. Highlight the transaction to be deleted.
2. Select the bin icon and accept the prompt).

Once a payment has been deleted, it cannot be undone. The payment would need to be processed again to add a payment onto a patient file.

Changing information on a payment

EXACT 13.958 introduced the ability to edit provider and payment information for transactions and payment amount. There are several rules restricting this,

• The payment can only be corrected on the same day it was processed (eg. today)
• Online booking, HICAPS, Paymentsense or SOEconnect payments cannot be edited
• The payment cannot be altered once it has been added to a cashing up report
• The payment cannot be from a payor, such as the NHS

Receipt Editing

This gives users within the chosen security group the ability to change the payment type (cash/card) and provider on a payment within the rules outlined above.

1. Go to Configure - Security.
2. Select the security group you wish to have this ability, use the up/down arrows or use the selection button (button with five horizontal lines).
3. Expand the tree path as follows (use the + buttons to expand a tree)
   Transactions - Take Payments - Receipt Editing.
4. A tick must be present on all three of these options to have access to edit payment type and provider.
5. Click the save button to keep these changes.

Correct a Receipt

This gives users within the chosen security group the ability to change the payment amount on a payment within the rules outlined above.

1. Go to Configure - Security.
2. Select the security group you wish to have this ability, use the up/down arrows or use the selection button (button with five horizontal lines).
3. Expand the tree path as follows (use the + buttons to expand a tree)
   File - Patients - View Patient Transactions - Refunds Button - Correct a receipt.
4. A tick must be present on all of these options to have access to edit the payment amount.
5. Click the save button to keep these changes.

Changing the Provider or Payment method on a payment

A user must have the correct security access to perform this, see Changing information on a payment for more information on this.

1. Before proceeding, the payment must comply to the rules outlined above.
2. With the transactions window open, double-click the payment.
3. You will have the option to click into the Provider field, use the arrows or selection button to choose a different provider.
4. You will also have access to the Payment Method drop-down menu, click this to expand the options then select a different payment method.
5. Once you have made all required changes, click Save.

Changing the payment amount (also known as receipt correction)

A user must have the correct security access to perform this, see Changing information on a payment for more information on this.

This acts in the same way as correcting a receipt, which is accessible via the Refund option.

1. Before proceeding, the payment must comply to the rules outlined above.
2. With the transactions window open, double-click the payment.
3. You will have the option to adjust the Payment Amount (increase or decrease).
4. Enter the corrected amount.
5. Click Save to keep your changes.
6. This will display as a Receipt Correction on the transactions screen. 

Also see Refunds for more information on Receipt Correction.

Backdating a payment

Backdating a payment must be done at the point of taking a payment.
To do this, adjust the date at the top of the payment window when taking a payment.

Locking Transactions to stop any editing

Admin users can lock the ability to edit transactions before a set date.
Navigate to Configure - Practice Settings then enter a date in Transactions Lock Date (the current date or a future date cannot be set as this would imply that transactions cannot be created for the current date).

To disable the lock, leave the field blank.

Once a date is set, users including administrators will not be allowed to;

• Delete transactions or adjustments where the transaction date is on or prior to the lock date
• Backdate new transactions or adjustments to the lock date or before
• Create new allocations that would apply on or before the lock date
• Delete allocations that apply on or before the lock date

If a user tries to perform one of these actions they should see a message that tells them that they can't proceed as the date is locked for reporting. 

The administrator is free to move the date backwards and forwards as required. This allows them to prepare a date range for reporting, by sorting out any transaction adjustments and edits that need to occur. They can then lock the date and run the practice reports for the period. If they later discover another edit that needs to be made, they can move the date earlier make the change and then set it back. This means that they will know that they should re-run the reports for that period.