Take a deposit and use it on a bill
Hold money for a patient before a bill exists, use it on an invoice later, and pay back what is left with a reason.
- Where
- Practice portal
- Who can do this
- Administrator
A deposit is money a patient pays in advance. It is held for that patient until it is used on a bill or paid back. Deposits are recorded while you are online, because they are kept at the practice.
Steps
To take a deposit:
- Open the patient and choose Billing.
- Under Deposits, choose Take a deposit.
- Enter the amount, whether it was cash or a transfer, and a reference if there is one.
- Choose Take the deposit.
To use it on a bill:
- Open the patient's invoice.
- Choose Use a deposit. The action is shown only when the patient has money held.
- Check the amount. It starts at the most that can be used: what is left of the deposit, or what the invoice owes, whichever is smaller.
- Choose Use it.
To pay some back:
- Under Deposits, press the row that still has money.
- Enter the amount, or leave it empty for all that is left.
- Choose cash or transfer, and say why it is paid back.
- Choose Pay it back.
What to expect
A used deposit appears on the invoice as a payment from a deposit, with a receipt number like any other payment. If it was used by mistake, reverse that payment and the money goes back to the deposit.
Only what is left can be paid back. The deposit is kept as it was taken, with the refund and your reason beside it.