When you find an account on the Financials tab with a $0 balance, an alert ⚠️ will display to help identify situations where a payment may have been applied to the wrong invoice, or where account deposits haven’t yet been associated to an invoice.
Hovering over the tooltip will display one of three scenarios indicating how the money should be allocated:
An overpaid invoice and an underpaid invoice
An unapplied account credit
Multiple unpaid invoices with available account credits
In order to move the money to the correct invoice and ultimately remove the account from the Financial Ledger, your team will want to follow the below steps:
Overpaid Invoice and an Underpaid Invoice Scenario
Using the payments panel, identify which patient has the invoice balance and check each invoice to find where the overpayment was made. There should be an invoice that has a negative balance and another invoice that has the same amount as a balance:
Invoice 13090 is overpaid by $440.91 and Invoice 13089 is unpaid by $440.91
Once those invoices are identified, select Unapply Payment(s) using the three-dot menu next to the overpaid invoice on the financial ledger:
A pop up box will appear for you to enter the overpayment amount to move into the Account Credit:
The funds will then move into the account’s Account Credit.
Finally, apply a payment using Payment Type “Payment” and the Payment Method “Account Credit” of the same amount (as long as these balances match) to pay off the visit invoice with the balance.
The account should now display a $0.00 balance and will no longer show on the Financial Ledger with a False Zero Balance.
Account Credit Scenario
If you see the tooltip where there are funds in the Account Credit, and one or more invoices are unpaid, you simply need to allocate those credits to the invoice(s).
One Invoice: select the invoice that is unpaid and apply a payment using Payment Type “Payment” and the Payment Method “Account Credit” of the same amount to pay off the visit invoice with the balance.
Multiple Invoices/Pets: using the Account tab in the Payments panel, select “Balance Payoff” and use Payment Method “Account Credit” to pay off all of the visits with a balance.
The account should now display a $0.00 balance and will no longer show on the Financial Ledger with a False Zero Balance.