Apply Same Day Credit to Posted Batches

Help Guide for NextGen® Enterprise PM 8

Apply a Credit to a Posted Batch on the Next Day

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 appears that the only option is to void the original transaction for the full amount. Open NextGen® Enterprise PM. From the main toolbar, select the Posting button. The Batch Posting window opens. Right-click the batch, and then select Set as Active Batch. Open Patient Chart > Encounter > Transactions sub-tab. Select the encounter with the posted transaction. Right-click the transaction and select Credit Card Credit. If the transaction is settled, the Payment Entry window opens with the credit amounts filled in both the encounter and line item payment fields. If the transaction is not settled, a message appears that the only option is to void the original transaction for the full amount.

Help Guide for NextGen® Enterprise PM 8

Void Transactions Same Day in Unposted Batches

Open NextGen® Enterprise PM. From the main toolbar, select Posting. The Batch Posting window opens. Locate the encounter with the credit card transaction. Open the transaction on the Payment Entry window. Select Delete. A message appears to confirm the transaction deletion and also indicates that the electronic transaction for the specific card is going to be voided. Select Yes. 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

Void Transactions Next Day in Unposted Batches

Open NextGen® Enterprise PM. From the main toolbar, select the Posting button. The Batch Posting window opens. Right-click the batch with the unposted transactions, and then select Ledger. The Transaction Ledger window opens. Locate the encounter with the credit card transaction. Open the transaction on the Payment Entry window. Select Delete. A message appears to confirm the transaction deletion and also indicates that the electronic transaction for the specific card is going to be voided. Select Yes. 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 appears indicating that the transaction for the card ending in #### is voided. Note: If you select No, the delete or credit procedure is canceled and the Payment Entry window opens with no changes made. Select OK. Parent topic: Void Credit Card and Check Transactions

Help Guide for NextGen® Enterprise PM 8

Issue Partial Credits

You can issue partial credit card payments for any original line-item transactions that are settled with the transaction processor. The transaction must be at least one day old. Open NextGen® Enterprise PM. Select Admin > Preferences > Practice. The Practice Preferences window opens. To enable partial credits, from Preferences List, select Payment Processing, and then select the Allow partial credit on credit card payments check box. Create an active transaction batch. On the Patient Chart, select Encounter, and then open the Transactions subtab. Locate and select the encounter with the credit card transaction, and then right-click and select Credit Card Credit. By default, the transaction code and transaction amount from the original transaction apear. To create the partial credit, change the amount in CC Amt. The amount is a negative amount. Select Save. A confirmation message appears indicating the amount of the credit entered. Select Yes. The credit is applied. You must post the tr

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 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

Apply Same Day Credit to Posted Batches

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