Save Client Payments (Prepayments) as Unapplied

Save Client Payments (Prepayments) as Unapplied

Overview 

You can save client payments (prepayments) as unapplied instead of immediately applying them to a specific appointment or service. This is useful when you prefer to wait until insurance payments are received before applying the client payment.

By default, all client payments are automatically applied to the relevant appointment or service when posted. Using this feature, you can choose to save payments as unapplied from the calendar, account ledger, or payment request link. You can also enable automatic saving using toggles in the Client Payments settings.

Unapplied payments remain in the client’s account until you manually apply them to the appropriate appointment or service.

Configure Automatic Saving of Unapplied Payments

Follow these steps to enable automatic recording of unapplied payments:

  1. From the left sidebar, select Settings.

  2. At the top, select the Revenue Cycle Management tab.

  3. In the left pane, select Client Payments.

On the Client Payments screen, you will see toggles that control how payments are applied when received through different entry points:

  1. Default (toggle off): Payments are automatically applied to the relevant appointment or service.
  2. When toggled on: Payments are recorded as unapplied (prepayments) and held in the clients' accounts until manually applied.
Toggles are available for:
  1. Calendar
  2. Account Ledger
  3. Payment Request link


Save Client Payment as Unapplied 

Client payments can be entered from three different locations. This section explains how payments collected from each location can be saved as unapplied in the account ledger:
  1. Calendar
  2. Account Ledger
  3. Payment Request link

Save Client Payment as Unapplied from the Calendar

When collecting a client payment from the calendar, select the Collect Prepayment checkbox. This will store the payment as unapplied.

Note: If the calendar toggle is enabled, the Collect Prepayment checkbox will be selected by default.



Toast message on adding a payment:



You can view the unapplied payment in the client’s account ledger.




Save Client Payment as Unapplied from the Account Ledger

When collecting a client payment from the account ledger, select the Collect Prepayment checkbox. This will store the payment as unapplied.

Note: If the account ledger toggle is enabled, the Collect Prepayment checkbox will be selected by default.



Toast message on adding a payment:



You can view the unapplied payment in the client’s account ledger.



When you send a payment request to a client using the Request Payment link, and this feature is enabled, the payment received will automatically be saved as unapplied in the account ledger.



When a client makes a payment using the link received in email, the amount is saved as an unapplied payment in the client’s account ledger.



Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com



Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.


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