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Return a Payment (Refund)

When issuing a Refund, the credit is posted as a negative payment to the patient account. It may be necessary to apply an Adjustment to remove any procedure balance due after the refund if the patient is no longer responsible.

To return a payment back to a credit card:

  1. From the patient's Account, click payment.
  2. Enter a negative amount to return to the credit card (e.g. -50), then click OK to open the Payment window.
  3. Clinics: If using Clinics, verify the correct clinic is selected.
  4. Current Payment Splits: Allocate the refund to a procedure or unearned income type.
    • If refunding a payment that has been allocated: Add a pay split associated to the original procedure. Check 'Show All Charges', locate the charge for the original procedure, then click Add Partial and enter a negative split amount.
    • If refunding a prepayment that hasn't been allocated yet, add a pay split and assign the unearned type of the original prepayment.
    • If the original payment was not allocated to a procedure or unearned type, you do not need to create a pay split.

If no pay split is added an unallocated pay split will be created.

  1. If not a credit card return, click OK to complete the return.

If a credit card return

  1. Select the credit card to charge or New Card to enter a new credit card number.
  2. Click X-Charge or PayConnect to initiate the credit card processor.

X-Charge: X-Charge window

  1. Select Return as the transaction type then check Save Token (to securly save new credit card information for later use), Prompt for Signature, and/or Print Receipt if desired.
  2. Click OK.
  3. Enter the credit card information (for a new credit card).
  4. Click Process or F12.

PayConnect: PayConnect window

  1. Select Return as the transaction type.
  2. Enter the credit card information (for a new credit card).
  3. Click OK.

The Transaction Details will be automatically added to the payment Note.

  1. Print Receipt/E-mail Receipt: Click to manually print or email a receipt. You can also set Open Dental to automatically print or email after a transaction. See X-Charge or PayConnect Setup.

Notes:

  • Payments allocated to procedures for multiple family members will post to each patient account.
  • Cancel will void this return transaction.

 

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