Void Credit Card and Check Transactions

Batch Status	Transaction Status	Time of Change	Action by User	Application Actions
Unposted	Unsettled transaction	Same day transaction was entered/ unsettled	In Payment Entry, select Delete.	Sends a voided transaction to the transaction processor. The transaction is deleted.
Unposted	Settled transaction	One or more days after the transaction was entered settled	In Payment Entry, select Delete.	Sends a credit transaction for the entire transaction amount to the transaction processor. Note: A credit is made because NextGen® Pay powered by InstaMed cannot do deletions or voids after processing the transactions on the first day.
Posted	Unsettled transaction	Same day transaction was entered/ unsettled	On the Patient Chart > Encounters tab > Transactions sub-tab, right-click the transaction and select Credit Card Credit.	A credit is made from the application and is sent to the transaction processor.
Posted	Settled transaction	One or more days after the transaction was entered/settled	On the Patient Chart > Encounters tab > Transactions sub-tab, right-click the transaction and select Credit Card Credit.	A credit is made from the application and then it sends the voided transaction to the transaction processor. The Transaction ID is reviewed, and then the transaction processor applies the credit to the transaction.

Help Guide for NextGen® Enterprise PM 8

Tasks, AutoFlow Options, and Significant Events for NextGen® Pay powered by InstaMed

You can use the following options for processing credit card payments in NextGen® Pay powered by InstaMed. Create an AutoFlow Option for Credit Card on File Creating Tasks in Maintenance Create a Credit Card Expiration Task Create an AutoFlow Option for Credit Card on File You can add an option in the AutoFlow process for adding the credit card on file information. Creating Tasks in Maintenance You can use the Task Types window in File Maintenance to process credit card payments. Create a Credit Card Expiration Task You can set up a notification for an active card when its close to its expiration on the Task Type List window. Activate the AutoWorker Task You can use the AutoWorker Task to send a collection letter for expired cards. Set Up Significant Events for Credit Cards on File You can track credit cards on file using the Significant Event Information window. Parent topic: Transactions and Payments

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

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

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

Apply a Credit to a Posted Batch on the Same Day

You cannot delete a payment after it has been posted. You can void a transaction that has posted but has not settled on the same day. If you attempt to apply a credit before the credit card company 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. Select the Encounter tab and then select the Transactions tab. Select the encounter with the posted transaction. Right-click the transaction and select Credit Card Credit. The application displays a message indicating that the electronic transaction has not been settled and cannot be credited, and the full amount of the original sale will be voided. To void the original transaction for the full amount, select Yes. The application credits the transaction and the transaction processor (TransFirst or InstaMed) voids the transaction. The application displays a message indicating the transaction for the card has been voided. After you select Yes, the t

Void Credit Card and Check Transactions

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