Exchanges and Balance Trasfers between Orders (Belonging to same Customer or Family Member)

 

Q: How to transfer balances between orders?

A: If you are doing an exchange (not a return!) or if you wish to transfer balances these are the steps to follow:

13. Click the Spectacle Button on the menu toolbar.

14. In the Order Screen click the Search Button then search for the order that contains the item the person is returning or the order with the balance you would like to transfer.

NOTE: If this is just a balance transfer click on the Payments Tab and go to Step 7.

15. Click on the Invoice Tab.

16. Select the item.

17. If this is an exchange highlight the item being returned and click the Return Button. 

 

In the following example this person is returning a $555 frame

 

This will adjust the balance and it will be reflected on the Payments Tab.

If the customer had already paid for this item the balance will become negative

 Negative balance = credit

 

In our example there will be a credit of $555. (in the system will be reflected as -$555)

Since this is an exchange, a new order must be created for the new item.

Once the order is created we will transfer the credit from the old order to the new one.

 

In this example this person will be buying a $300 frame.

18. Once the order has been created click on the  Payments Tab.

19. Click on the Add Button to add a payment.  This will take you to the Payments Details Screen.

20. On the bottom part of the screen, in the Allocation Section,  all orders and balances for this customer and family members will be listed.

21. Select the Payment Method Other.

22. Make the Amount Paid = 0.

23. We will take the credit from the older/other order and add it to the new one.  Or you can choose to transfer the balance to any other order listed in the Allocate Section.

 

 

24. Allocate the amounts as follows (Follows our Example):

o  Allocate column for the older order =  balance amount (-555)

o  Allocate column for the new order   =  positive balance amount  (555)

Once all the amounts are allocated the unapplied balance should be 0.

25. Click OK. The balance amount will be adjusted.  In this case

o  The patient still has a credit of 255     (555 – 300 = 255)

26. This amount will have to be refunded.  In the Payments Tab,  click on Add Button again and perform the refund if necessary.