Scheduled for Future Release

This feature is currently under development and scheduled for a future release. Functionality and screenshots are subject to change.

Overview

Navigation

1. Go to the client’s Chart Face.
2. Click Account.
3. Locate the Unapplied Payments accordion.

When Do Payments Appear as Unapplied?

A payment appears in the Unapplied Payments accordion when:

• A client payment is added from the Calendar
• A client completes a payment using the Payment Request link

Add a Client Payment

Click Add Client Payment to record a new payment.

• Amount – Enter the total payment amount received from the client.
• Payment Date – Specify the date the client made the payment.
• Posted Date – Specify the date the payment is recorded in the system for accounting purposes.
• Reference Number – Enter a transaction reference, such as a check number or confirmation ID.
• Source – Select the payment method used by the client (for example, cash, check, or credit card).
• Notes – Add any additional details or context about the payment for internal reference.

Click Add Payment to save.

Understand the Unapplied Payments Table

After adding a payment, it appears in the table with the following details:

• Payment Date – Displays the date the client made the payment.
• Reference Number – Shows the transaction reference, such as a check number or confirmation ID.
• Transaction Type – Indicates the type of transaction (for example, client payment).
• Source – Identifies the payment method used by the client.
• Posted Date – Shows the date the payment was recorded in the system.
• Amount – Displays the total payment amount received.
• Unapplied Amount – Shows the portion of the payment that is not yet applied to any encounter.

1. Details
   
2. Refund
   
3. Distribute
   

Use Payment Actions

Move Payment to Unapplied

Click Details to:

• View encounters associated with the payment
• Move applied amounts back to unapplied (if needed)
• Update the Posted Date (if needed)
  

Refund a Payment

Click Refund to return payment to the client.

You can:

• Issue a full refund, or
• Enter a partial refund amount
  

Distribute a Payment

Click Distribute to apply the payment to outstanding encounters.

Automatic Distribution

• The system applies payments to encounters starting from the oldest outstanding balance
• Distribution continues until the payment amount is exhausted

Example:

• Encounter 1: $100
• Encounter 2: $50
• Encounter 3: $25
• Payment: $160

Result:

• $100 → Encounter 1
• $50 → Encounter 2
• $10 → Encounter 3
• $15 remains outstanding
  

Manual Distribution

• Enter custom amounts based on your billing needs in the specific encounters

This option is useful when:

• You want to prioritize certain services
• You need to match external payment instructions
  

Use the Unapplied Balances Toggle

What Happens After Distribution or Refund?

• A corresponding entry is created in the Account Ledger
• The transaction is linked to the relevant encounter
• The unapplied balance is updated accordingly
  

Best Practices

Do:

• Distribute payments promptly to maintain accurate balances
• Verify encounter details before applying payments
• Use automatic distribution for faster processing of standard payments
• Add clear notes for audit and tracking purposes

Don’t:

• Leave large unapplied balances without review
• Apply payments without verifying the correct encounter
• Overlook partial balances after distribution

Common Scenarios

Scenario 1: Advance Payment

A client pays before services are rendered.
→ Payment appears as unapplied until charges are created.

Scenario 2: Bulk Payment

A client pays a lump sum for multiple visits.
→ Use Automatic Distribution to allocate across encounters.

Scenario 3: Directed Payment

A client requests payment to be applied to a specific service.
→ Use Manual Distribution.

Scenario 4: Overpayment

A client pays more than the total balance.
→ Apply the required amount and refund the remaining balance.

Quick Answers

• Where can I find unapplied payments?
  Client Chart Face > Account > Unapplied Payments
• Can I edit the posted date later?
  Yes, from the Details screen
• Can I partially refund a payment?
  Yes
• What happens after distribution?
  Entries appear in the Account Ledger
• Can I manually control distribution?
  Yes, using Manual Distribution

FAQs

1. Why is a payment showing as unapplied?
Because it has not yet been linked to any encounter.

2. Can I move a distributed payment back to unapplied?
Yes, from the Details screen, you can move amounts back to unapplied.

3. What if I distribute the wrong amount?
You can adjust it by moving the amount back and redistributing correctly.

4. Does automatic distribution always follow a rule?
Yes, it applies payments to the oldest outstanding encounters first.

5. Can unapplied payments affect reporting?
Yes, leaving payments unapplied may result in inaccurate account balances.

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