Deleting & Editing Payments
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 Provider on a payment (wrong provider on a payment)
- Changing the payment method (wrong method selected)
- 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
|Note: This option is often only available to the practice administrator.
If the bin icon is not visible please seek out your practice admin user/s.
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;
- Highlight the transaction to be deleted.
- Select the bin icon and accept the prompt).
|Tip: Deleted transactions or invoices can be displayed by ticking the Deleted Items check box.|
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 Provider on a payment (wrong provider on a payment)
|Note: If a payment is allocated to the correct invoice, the correct provider will be receive the payment. The Provider initials are solely for the Transactions window and/or Receipt Analysis.|
Once a payment has been added, the provider for the payment, cannot be edited.
The only way to edit this would be to delete the payment and process correctly.
Changing the payment method (wrong method selected)
|Note: This option may only be available to admin users.|
If the wrong payment method has been selected, this can be edited. Navigate to the transactions window,
- Select the payment.
- Select the information button i or double click the payment.
- Choose the correct payment method from the dropdown list.
|Note: Any reports created prior to changing the payment method will need to be run again to reflect the change.|
Backdating a payment
|Note: If the payment has already been taken, the only way to resolve this is to delete the incorrect payment and process the payment again using the method below.|
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.
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