Void Credit Card and Check Transactions

Batch Status	Transaction Status	Time of Change	Action by User	Application Actions
Unposted	Unsettled transaction	Same day transaction is entered or 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 is entered or 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 is entered or unsettled	On the Patient Chart > Encounters > Transactions, 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 is entered or settled	On the Patient Chart > Encounters > Transactions, 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.

Patient Experience Help

Apply Same Day Credit to Posted Batches

You cannot delete any payment after it is posted. It must be voided after the batch is posted. You can void a credit card transaction on the same day it is 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. 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, and then select the Transactions sub-tab in Encounter. Select the encounter with the posted transaction. Right-click the transaction and select Credit Card Credit. A message appears indicating that the electronic transaction is not settled and credited, and a void is created. It also notes that the full amount of the original sale is going to void, and asks for confirmation. To void the original transaction for the full amount, select Yes. A

Patient Experience Help

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

Patient Experience Help

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 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 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

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

Void Credit Card and Check Transactions

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