Refunds on Products & Services & Reimbursments

Mary Jane -

Use the Quick Invoice feature as follows:

1. Create an invoice/receipt for a client without having to book an appointment.  

2. Refund a patient.

3. Receive a returned inventory item and put it back into stock.

4. Reimburse a Gift Card.


The "Quick Invoice" button is located in the following sections:

1. From the Home page click the "Billing" tab. The Quick Invoice button is located on the top right side of the page.
2. Go to Home>Accounting>Billing section -Invoice Search>New Quick Invoice.

Create an Invoice without booking an appointment

1. Select the Quick Invoice option from any of the locations mentioned above.

2. Complete the required fields with an asterisks.

3. Complete the invoice details for the product or service then Save.

If you have frequent walk ins and don't want to create an invoice with a patient name on each invoice you can create a patient profile with a generic First and Last name such as "Client Purchase".  In the DOB (date of birth) field enter a generic date and select male or female.  These are the mandatory fields.

Every time you create an invoice for a client that you do not have in your system you can use this patient file for the transaction.

Refunds and Inventory Return

1. Select the Quick Invoice option from any of the locations mentioned above.

2. Complete the required fields with an asterisks.

3. If this is for a Product return, enter the item number with a minus sign before the item number in the quantity column.

4.  Put a minus in front of the dollar amount you are refunding, for example -$10.00.

5. Select the type of payment from the drop down menu then Save.

TIP: The refund will be found in the Patients Profile>History>Invoices.

How to reimburse a Gift Card

There are 2 places you can reimburse a Gift Card.

1. From the Patient Profile. Go to Patients Profile>History>Credits tab.

2. From the Gift Card section. Go to Home>$Accounting>Gift Cards.

From the Patient Profile

1. Go to Patients Profile>History>Credits tab.

2. Click the blue icon to the left of the Gift Card you want to reimburse and select reimburse from the options.

3. Select the type of payment you are reimbursing.

4. The gift card total will show a $0.00 balance.

From the Gift Card Section

1. From the Gift Card section. Go to Home>$Accounting>Gift Cards.

2. Do a search for the Gift Card. Click the blue icon to the left of the item and select Reimburse.

How to Void a Gift Card

1. Go to Home>Accounting>Gift Cards.

2. Do a search for the Gift Card. Click the blue icon to the left of the item and select Void.

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