Account Module Preferences

Account Module Preferences determine default options and settings for the Account Module. Preferences are divided into three tabs:

In the Main Menu, click Setup, Account or Setup, Module Preferences, Account tab.

Pay/Adj Tab

Automatically store credit card tokens: If using XCharge / OpenEdge or PayConnect, this option is usually checked. It determines the default setting for the Save Token check box when charging a credit card using XCharge or PayConnect. A token is encrypted credit card information (card number and expiration date). Tokens must be stored to use CC Recurring Charges.

Patient Payments Use: Determines the default clinic for patient payments (Payment Window). There are three options:

Payments prompt for Payment Type: Determines whether or not a payment type is automatically selected when entering a patient payment.

Default unearned type for unallocated paysplits: Set the default Unearned Type for paysplits that are not allocated to providers. Customize options in Definitions: PaySplit Unearned Types. Defaults to Prepayment.

Finance charge adj type: Select the adjustment type created for Finance Charges.

Billing charge adj type: Select the adjustment type created for Billing Charges.

Sales Tax adj type: Select the default adjustment type for Sales Tax (e.g. Sales Tax). Only addition adjustment types show as options.

Note: Customize adjustment type options in Definitions: Adj Types.

Sales Tax Percentage: Set the sales tax percentage to apply.

Bad Debt Adjustments: Mark specific adjustment types as Bad Debt (debts that won't be recovered). This data can be used in custom queries.

  1. Click Edit to view a list of available adjustment types.
  2. Highlight the adjustment types to mark as bad debt. Press Ctrl while clicking to select multiple options.
  3. Click OK. The bad debt adjustment types will list.

Currently selected bad debt adjustment types are highlighted in blue. Check Show hidden to reveal adjustment types marked hidden.

Allow future dated payments (not recommended): Determines whether or not users can enter future dated patient payments.

Note: While we allow you to do so, we do not recommend allowing future dated payments and other debits (credits) because it can cause accounting problems and violate generally accepted accounting principles (GAAP). Only enable this preference at your own risk.
  • When you DO NOT include future dated debits in balance calculation, a patient may appear to owe the debit amount and you may attempt to collect it (again).
  • When you DO include future dated debits in balance calculation, the balance on reports run on historical dates will not match the actual balance on the historical date since the future dated payment will be excluded.

Allow emailing credit card receipts: Determines whether or not the Email Receipt button is enabled in the Payment window.

Enforce Valid Paysplits: Determines whether or not users are forced to allocate patient payments to procedures and unearned income. See Patient Payment Preferences for more details.

Payments prompt for auto split: This preference was replaced by Enforce Valid Paysplits in version 17.3. Select paysplit prompt options.

Enforce Valid Adjustments: Determines whether clinic and provider of adjustments match clinic and provider of attached procedures. Also determines whether attaching adjustments to procedures is required or optional. Setting will only apply when using the Adjustment button in the Account module toolbar and to new adjustments or changes to adjustments.

Note: Attaching adjustments through the Procedure Info Window will always assign the procedure clinic and provider to the adjustment.

Auto-split payments preferring: Determines the logic for automatic paysplit allocation suggestions when entering patient payments.

Hide paysplits from payment window by default:

Insurance Tab

Show provider income transfer window after entering insurance payment:

Set medical claims to institutional when using medical insurance:

Claim Form treating provider shows Signature On File rather than name:

PPO write-off description (blank for "Writeoff"): Determines the wording for insurance write-offs used in the Description column of Account module and on statements. The default will be Writeoff if left blank.

Claim Attachment Export Path: Enter the path to the folder where images attached to a claim will be exported. See Edit Claim Window.

On medical e-claims, send treating provider as ordering provider by default: Set the default ordering provider sent in medical e-claims. Also see E-Claim Complexities.

On e-claims, send treating provider info for each separate procedure: Only applies to e-claims. Paper claims have no place to include information for more than one treating provider. This option should be checked unless you have a very good reason for needing to not send information about treating providers.

Require ACN# in remarks on claims with ADDP group name: This was added for one specific customer, and can be ignored by everyone else.

Allow procedure adjustments from claim window:

Credits greater than proc fee: Determines whether or not users are warned or blocked from allocating an insurance payment that is greater than the procedure fee. Looks at the sum of insurance payments, write-off, adjustments, and patient payments allocated to the procedure.

Allow Future Payments: Determines whether or not users are allowed to enter insurance payments with a future Payment Date.

Claim Identification Prefix: Change the default format of the claim ID. This number is assigned to a claim using the prefix selected, then adding an auto-generated claim number. Useful for internal tracking of claims. Click Replacements to select a prefix.

Misc Account Tab

Balances don't subtract insurance estimate: Be careful. This will cause estimated balances due to exclude estimated insurance payments. This is generally only used if your patients are responsible for all treatment as it is done, and you don't accept assignment of insurance benefits. All insurance payments then go directly to the patients without involving the dental office.

Aging calculated monthly instead of daily:

Show Payment Numbers in Account Module: This is needed for countries outside the U.S. and in Canada.

Statements use Sheets: Select whether statements will use the classic layout or a custom layout designed in sheets.

Show Family Comm Entries By Default

Recurring charges use primary provider: Determines to which provider Recurring Charge payments will be applied.

Use UCR fee for billed fee even if PPO fee is higher: Set which fee is used as the billed fee when a PPO fee is higher than the UCR fees (In-network / Contracted Insurance Plan (PPOs) only). Typically, if the PPO fee is higher than a provider's UCR fee, the PPO fee is used as the billed fee.

Recurring Charges use transaction date: Select how the payment date is determined when running recurring charges.

Invoices' payments grid shows writeoffs: Determines whether or not insurance write-offs are included in the Payments grid on invoices.

Prompt user to allocate unearned income after creating a claim: Determines whether or not the user will be prompted to allocate unearned income to completed procedures when creating a claim.

Payment Plans exclude past activity by default: Determines the default state for the Exclude Past Activity check box on the Payment Plan Window.

Pay Plans use Sheets: Determines whether printed payment plans will use the classic layout or a custom layout designed in sheets.

Pay Plan Charge Logic: Determines how charges and credits for Patient Payment Plans show in the patient account ledger and whether they affect balances and aging.

Note: In version 17.2 and earlier, this preference was a check box named Display PayPlanCharges as line items in Account module and Aging of A/R.
  • Unchecked: Payment plan debits, credits, and payments only show within the Payment Plan and will not affect balance or aging.
  • Checked: Turn on Line Item Payment Plans (see above).

Hide "Due Now" in Payment Plans Grid: Only shows when Pay Plan Charge Logic is set to AgedCreditsAndDebits. Select whether to label the last column in the Payment Plan grid to Closed or Due Now.