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Version: 3.1

Record a payment against an invoice

Overview​

This flow describes how to record the money that the patient or the payer paid against an issued invoice in Care.

Pre-requisites​

  • The invoice status is Issued. Care shows the Record Payment action only for an issued invoice.
  • If the invoice is locked, you have the permission to manage a locked invoice.
  • You know the amount, the payment method and the payment date.
  • You have the permissions listed below.

Permissions​

PermissionAccess
Can Read InvoiceLets you open the invoice.
Can Manage Locked InvoiceNeeded in addition if the invoice is locked.
note

Care checks the payment reconciliation permissions when you record the payment. For those permissions, see the Payment Reconciliation reference.

Steps​

1. Open the invoice​

  1. Select Billing in the facility sidebar.
  2. Select Invoices.
  3. Select See Invoice for the invoice to pay.

2. Start the action​

Select Record Payment.

Note: Press r to start this action.

Care opens the Record Payment sheet. The sheet shows the subtitle "Recording payment for invoice" and the invoice number.

3. Check the amounts at the top of the sheet​

ComponentWhat it shows
Invoice TotalThe total amount of the invoice.
Amount DueThe amount that is still owed on the invoice.
Balance DueThe balance on the account.

4. Complete the payment fields​

FieldRequiredWhat to enter
Payment MethodYesSelect one of these options: Cash, Direct Deposit, Credit Card, Debit Card, Check, Credit Account.
Payment TypeYesSelect Payment or Advance.
Issuer TypeYesIdentifies who paid.
LocationNoA picker. The placeholder is "Select Location".
Amount PaidYesThe amount you record. Enter zero or more. The helper text reads "This is the amount you are recording."
Amount ReceivedYes, for CashThe money the customer handed over. The helper text reads "Amount given by the customer".
Reference NumberNoMarked optional. The helper text reads "Transaction ID, check number, or other reference".
Payment DateYesThe date of the payment. Care refuses a future date.
NotesNoMarked optional. The placeholder is "Add any notes about this payment...".

5. Check the change to return​

For the Cash method, Care computes the Change to return. The change to return is the amount received minus the amount paid. Care never shows a negative value.

For every other payment method, Care sets the amount received equal to the amount paid. Care sets the change to return to zero.

6. Record the payment​

Select Record Payment to save the payment. Select Cancel to close the sheet without a payment.

While Care saves the payment, the button reads Processing....

Validation messages​

Care refuses the payment and shows a message when an entry is not valid.

SituationMessage
A required field is empty."This field is required"
The payment date is in the future."Payment date cannot be in the future"
The amount received is less than the amount paid."Tender amount cannot be less than payment amount"

Expected Outcome​

  • Care shows the message "Payment recorded successfully". If the payment fails, Care shows the message "Error recording payment".
  • The invoice shows the payment under the heading "Payments received against this invoice".
  • The payments table lists the columns Date and Time, Payment Method, Reference and Amount. Each row has a View action and a Print action.
  • The payments table ends with a Total Received line.
  • The invoice summary shows the Total Amount, the Total Payments Received and the Balance Due.
  • Care creates a payment reconciliation record. Only a record that is active and complete counts towards the totals on the invoice.

Concepts:

Flows:

References: