Client account management: entering payments

Payments are entered on an invoice or directly on a client account. Payments can be entered at any time, with or without an existing balance. Multiple payments can be entered and combined in the payment window if a client is using multiple methods of payment.

Entering a payment on account

These steps used for a deposit or pre-payment.

1. Navigate to either:
   • Client Account window > Payment button
   • Patient Clipboard > Account Information tab > right-click > Payment
     
2. If using Cashier IDs, enter your Cashier password and press the Tab key.
3. Enter the amount by either:
   • Right-clicking in the Amount field and selecting Client Balance.
     
   • Typing a sum in the Amount field to be applied to the client’s account.
4. Select a Payment Type from the drop-down list.
   Note: If paying with multiple payment types, the payment type that calculates change given, should be entered last on the payment window. See the Change Given section in Additional Information for details.
5. Type the prompt Answer, if applicable.
6. Repeat steps 3-5 for additional payment entries.
7. Adjust Change given, if needed.
8. Verify New payments and Balance are correct.
9. Click Post.
10. Click Yes or No to the printing prompt.

Entering a payment on an invoice

These steps are used to associate a payment with an invoice that has been closed without payment or has been saved without posting. For example, if a client doesn’t pay at the time of service, the invoice should be posted without a payment.

1. Navigate to either:
   • Client Account window > double-click invoice row > Payment button
   • Patient Clipboard > Account Information tab > double-click invoice row > Payment button
     
2. If using Cashier IDs, enter your cashier password and press the Tab key.
3. Enter the amount by either:
   • Right-clicking in the Amount field and selecting Client Balance or Invoice Balance.
     
   • Typing a sum in the Amount field to be applied to the client’s account.
4. Select a Payment Type from the drop-down list.
   Note: If paying with multiple payment types, the payment type that calculates change given, should be entered last on the payment window. See the Change Given section in Additional Information for details.
5. Type the prompt Answer, if applicable.
6. Repeat steps 3-5 for additional payment entries.
7. Adjust the amount of Change given, if needed.
8. Verify new payments and balance are correct.
9. Click Save.
10. Click Cancel to close invoice and return to the Account Information window.

Entering a payment at the time of invoicing

This is the ideal workflow for applying payments and posting invoices together.

1. Client Invoice Window > Post.
   
2. In the Post Invoice window, verify Apply payments is checked and click OK. This is also where you can change printing options and elect to email the receipt.
   
3. If using Cashier IDs, enter your Cashier password and press the Tab key.
4. Enter the amount by either:
   • Right-clicking in the Amount field and selecting Client Balance or Invoice Balance.
     
   • Typing in the amount to be applied to the client’s account.
5. Select a Payment Type.
   Note: If paying with multiple payment types, the payment type that calculates change given, should be entered last on the payment window. See the Change Given section in Additional Information for details.
6. Type the prompt Answer, if applicable.
7. Repeat steps 4-6 for any additional payment entries.
8. Adjust the amount of Change given, if needed.
9. Verify payment and ending balance information is correct.
10. Click Post.

Additional information

Related reports

• Daily Deposit Report
• Daily Payment Register reports
• Itemized Audit Trail

Resources

• Client Account and Payments Quick Reference Guide
• IDEXX Learning Center Course: Client Account Management 101
• IDEXX Learning Center Course: Client Account Management 102
• 3-min video: Change Given Best Practices