CC Recurring Charges
The recurring charges feature can be used to select multiple credit cards to charge on a given day. It does not automatically process credit cards on the process date. Instead you must manually process the charges using the CC Recurring Charges tool.
The general steps are as follows.
Before running the tool, run any repeating charges, and make sure aging is up to date. After running the tool, run the Production and Income Reports, Daily Payments Report, Aging of Accounts Receivable (A/R) Report and send Statements. This will prevent confusion.
Recurring charges that meet this criteria will list:
While the charges are processing, do not click on the list. Doing so will reset the list, and, while payments may be successfully processed, the patients will still appear in the Recurring Charges list, and payments will not appear as posted in Open Dental. In this case, you will need to go to each patient's account and post a payment manually (see Credit Card Payments). For XCharge, use a report to enter the approval code in the note section of the Payment window. Also, if you minimize Open Dental while the charges are processing, you will be unable to maximize it until all charges are complete.
When the cards are finished charging, check the Counts section to see successful or failed charges.
By default, payments are applied to the provider the family owes the most money to. To instead apply the payments to the patient's primary provider, change the setting in Account Module Preferences for Recurring charges use primary provider.
This window can be left open to make it easy to view each patient's account. Remember to always click Refresh before charging more cards to make sure you have the most recent list of recurring charges.
If a patient remains in the list after running the tool, their charge was not successfully processed. Double click on any row to go directly to that patient's Account. Possible causes are a declined credit card or an old expiration date. Contact each patient to determine the cause, then make the needed changes. If the patient gives you a new card, you must add a new credit card and delete the old card. Do not edit existing cards because that can cause problems with tokens.
XCharge Decline Minimizer: If using this tool and it updates credit card information, Open Dental will also update the information when the charge is processed. The Updated total on the right will show the number of cards updated.
Patients will appear in the list as long as their authorized recurring charge has not been processed in at least the last 30 days. If you run the tool on a date other than the credit card's authorized recurring charge date, the Payment date is determined by the following:
The Payment entry date will always reflect the actual date the charge was made.
Recurring charges can also be set up for monthly payment plans. When authorizing the recurring charge, select the payment plan the charge applies to. Payment plan charges will then show in the Recurring Charges list just like regular recurring charges.
Q: Can I set up multiple recurring charges for the same patient in one month (e.g. one for the 1st of the month and one for the 15th)?
A: No. Each patient can have only one recurring charge per month.