Apply a Credit to a Posted Batch on the Same Day

Help Guide for NextGen® Enterprise PM 8

Apply an Encounter Unapplied Credit during Charge Posting

Before applying an encounter-level unapplied credit during charge posting, you must set an active batch. You can enter the offsetting system adjustment transactions in the active batch. You can view the transactions in the Transaction Ledger window. Open NextGen® Enterprise PM. Select Posting. The Batch Posting window opens. Right-click the selected batch, and then select Open. The Payment Entry window opens. Enter a patient payment on the encounter, and then select Save. Select Encounter. An encounter-level unapplied credit is created, and you can view the patient payment in the Transaction Ledger. Open the Charge Posting window during check-out for the same encounter. A message appears stating that Unapplied Payments: Encounter [n] has a [$n.nn] credit available. Close the message. Enter the first charge on the encounter and then select Next or Save. A confirmation message appears to utilize the [$-n.nn] encounter credit on the charge. To apply the unapplied credit to the first charg

Help Guide for NextGen® Enterprise PM 8

Apply a Credit to a Posted Batch on the Same Day

You cannot delete any payment once it has been posted. It must be voided after the batch has been posted. You can void a credit card transaction on the same day it has been posted only if the transaction is not settled by the processor. If you attempt to apply a credit before the processor has settled the transaction, you must void the original transaction for the full amount. Set the batch as an active batch. Open the Patient Chart > Encounter > Transactions sub-tab. Select the encounter with the posted transaction. Right-click on the transaction and select Credit Card Credit. A message displays saying this electronic transaction has not been settled and cannot be credited, and a void will be created. It also notes that the FULL amount of the original sale will be voided, and if you wanted to continue. To void the original transaction for the full amount, select Yes. A message displays saying the transaction for the card ending in #### has been voided. The application credits the tran

Help Guide for NextGen® Enterprise PM 8

Apply a Credit to a Posted Batch on the Next Day

You can apply a credit for a transaction on any day after the transaction has posted and settled. The application creates the credit and sends the void transaction request to the NextGen® Pay powered by InstaMed processor. The transaction processor then applies the credit to the transaction. Note: If you attempt to apply a credit before the credit card company has settled the transaction, a message displays that the only option is to void the original transaction for the full amount. Set the batch as an active batch. Open the Patient Chart and select the Encounter tab and then the Transactions sub-tab. Select the encounter with the posted transaction. Right-click on the transaction and select Credit Card Credit. If the transaction is settled, the Payment Entry window opens with the credit amounts populated in both the encounter and line item payment fields. If the transaction is not settled, a message displays that the only option is to void the original transaction for the full amount

Help Guide for NextGen® Enterprise PM 8

Void Credit Card and Check Transactions

To void the transaction, delete the transaction from the batch ledger. Credit card transactions can be deleted if both of the following conditions are met: The deleted transaction occurs on the same day as the associated transaction that is posted. The transaction batch is unposted. A transaction in an unposted batch that has been processed with a credit card cannot be edited, but it can be deleted and re-entered as a new payment. An unsettled transaction in an unposted batch can be deleted on the same day as the transaction. The application voids the credit card transaction when you delete a record, and you must run the credit card again when entering the new transaction. After the first day, an unposted transaction is settled and cannot be deleted, so the system credits the transaction. Any posted credit card transaction, regardless of being settled or not, can only be credited. You cannot send voids or credits for ACH (electronic check) transactions or for transactions created as a

Help Guide for NextGen® Enterprise PM 8

Void Transactions Next Day in an Unposted Batch

On the day after a credit card transaction or beyond, you can void the transaction when the batch is still unposted. In this case, a credit is issued to the card. Note: A void is not permitted on the second day or beyond and a credit is sent to the payer. Access the transaction batch. Access the transaction ledger. Locate the encounter with the credit card transaction. Open the transaction on the Payment Entry window. Select Delete. A message displays saying the transaction will be deleted and the electronic transaction for the card ending in #### will be voided and if you wanted to continue. Select Yes to continue. The system deletes the transaction and sends the credit transaction for the entire transaction amount to the NextGen® Pay powered by InstaMed transaction processor. A message displays saying that the transaction for the card ending in #### has been voided. Note: If you select No, the delete or credit procedure is canceled and the Payment Entry window displays with no change

Help Guide for NextGen® Enterprise PM 8

Void Transactions Same Day in an Unposted Batch

You can void a credit card transaction that is in an unposted batch occurring on the same day. Access the transaction batch. Locate the encounter with the credit card transaction. Open the transaction on the Payment Entry window. Select Delete. A message displays saying the transaction will be deleted and the electronic transaction for the card ending in #### will be voided and if you wanted to continue. Select Yes to continue. The system sends a void transaction to the NextGen® Pay powered by InstaMed transaction processor and deletes the transaction. Note: If you Select No, the delete or void procedure is canceled and the Payment Entry window opens with no changes made. Parent topic: Void Credit Card and Check Transactions

Apply a Credit to a Posted Batch on the Same Day

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Apply an Encounter Unapplied Credit during Charge Posting

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Apply an Encounter Unapplied Credit during Charge Posting

Apply a Credit to a Posted Batch on the Same Day

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