Processing Transactions from Your Previous System (Converted Balances)

1. In AcuityLogic POS, navigate to the patient’s Orders tab.

   The patient’s balance displays.

2. Click Make Payment and process the payment.

For example: A patient has a $150 converted balance, but you want to give him a $50 adjustment due to a customer service issue and only collect $100.

1. Refer to the old system to determine the original order number and store number.
2. In AcuityLogic POS, navigate to the patient’s Transactions tab.
3. Perform an old system return for the adjustment amount by following the instructions below (in the example above, the system return would be $50):
   1. Click Old System Return.

      The Old System Return window opens.

   2. Type the order number in the Order Number field.
   3. Type the office number in the Office Number drop-down list.
   4. Click Add Payment.
   5. Type the adjustment amount in the Amount field.
   6. Select Cash from the Payment Type drop-down list.
   7. Click OK and click Save.

      The return is processed. AcuityLogic always identifies money from an old system return as customer credit.

4. Pay off the patient’s balance with the customer credit and the patient’s payment by following the instructions below (in the example above, the customer credit is $50 and the patient payment is $100):
   If the patient wants to pay off his balance at a later date, you can apply the customer credit now and record the patient’s payment on a separate transaction later.
   1. Open the Orders tab and click Make Payment.
   2. Click Apply Customer Credit.

      The customer credit is applied.

   3. Click Add Payment and record the patient’s payment.
   4. Click Save.

      The patient balance and customer credit are both now $0.

5. Open the Notes tab and record a note in the patient’s profile that explains the adjustment to the patient’s balance from the old system.

Follow the instructions in this procedure if you need to remake an order from your old system, regardless of whether or not the patient has a balance.

1. Refer to the old system to determine the original order number, store number, total amount of the deposit, and method of payment for the deposit.
2. In AcuityLogic POS, perform an old system return for the total amount paid on the original sale by following the instructions below:
   1. Navigate to the patient’s Transactions tab.
   2. Click Old System Return.

      The Old System Return window opens.

   3. Type the order number in the Order Number field.
   4. Type the office number in the Office Number drop-down list.
   5. Click Add Payment.
   6. Type the total amount the patient originally paid in the Amount field.
   7. Select the payment type that was used for the original sale from the Payment Type drop-down list.
   8. Click OK and click Save.

      AcuityLogic always identifies money from an old system return as customer credit.

3. Create a new order in AcuityLogic POS. Perform the following actions when creating the lab order:
   1. If the original order was for a complete pair of eyeglasses, the new order should also be for a complete pair, even if you are just remaking lenses.
   2. On the Frame tab, select an option from the Frame Status/Source drop-down list that is most appropriate for your inventory system and for this remake order.
      Any option you select will affect your inventory, so be sure to review and adjust your inventory at a later time.
   3. On the Summary tab, type the reason for the remake in the Dispensing Notes field and/or the Lab Instructions field, so that the appropriate department is notified of the remake reason.
   4. On the Summary tab, select the appropriate Lab To Make check boxes to indicate which items need to be remade.
4. Price the order, and discount the order to create the correct patient amount for the remake order. Refer to the guidelines and examples below:
   • If the order is for the same product type as the original order, discount the order down to the amount paid on the original order.
   • If the order is for a different product type than what’s on the original order, discount the order down to what the order should cost the patient.

   Example 1: The patient’s original order was priced with insurance. The patient paid $200 out of pocket. The remake order is for the same exact product as what’s on the original order. Discount this order down to $200.

   Example 2: The patient’s original order was priced with insurance. The patient paid $200 out of pocket. The remake order includes a change in material, which will cost the patient an additional $40. Discount the order down to $240.

   Example 3: The patient’s original order was priced with insurance. The patient paid $200 out of pocket. The remake order includes a change in material, which will make the order $30 less expensive than the original order. Discount the order down to $170.

5. Invoice the order.
6. Apply the Customer Credit as payment on the order.
7. If the patient still owes money, collect the remaining payment from the patient.

   OR

   If the patient still has leftover Customer Credit, refund the credit or apply it to another transaction.

For example: A patient paid in full for a $50 order in your old system. The patient now wants to return the item and receive a full refund of the $50.

1. Refer to the old system to determine the original order number, store number, total amount paid, and method of payment.
2. In AcuityLogic POS, perform an old system return for the amount the patient paid on the original sale by following the instructions below:
   1. Navigate to the patient’s Transactions tab.
   2. Click Old System Return.

      The Old System Return window opens.

   3. Type the order number in the Order Number field.
   4. Type the office number in the Office Number drop-down list.
   5. Click Add Payment.
   6. Type the amount the patient originally paid in the Amount field.
   7. Select the payment type that was used for the original sale from the Payment Type drop-down list.
   8. Click OK and click Save.

      AcuityLogic always identifies money from an old system return as customer credit.

3. Refund the patient’s customer credit by following the instructions below:
   1. Open the Orders tab.
   2. Click Customer Credit.
   3. Click Refund Customer Credit.
   4. Click Refund on the dialog box that displays, and refund the amount. You can choose to refund the patient using the same payment method used on the original order, a mailed check, or a combination of both payment types.
   5. Click Save to finalize the refund.

For example: A patient has an order on your old system for $300. The patient made a deposit on your old system for $250, so she now has a balance of $50 in AcuityLogic.

1. Refer to the old system to determine the original order number, store number, total amount of the deposit, and method of payment for the deposit.
2. In AcuityLogic POS, perform an old system return for the full amount of the original sale by following the instructions below:
   1. Navigate to the patient’s Transactions tab.
   2. Click Old System Return.

      The Old System Return window opens.

   3. Type the order number in the Order Number field.
   4. Type the office number in the Office Number drop-down list.
   5. Click Add Payment.
   6. Type the amount the patient originally paid in the Amount field.
   7. Select the payment type that was used for the original sale from the Payment Type drop-down list.
   8. Click OK click Save.

      AcuityLogic always identifies money from an old system return as customer credit.

3. Pay off the patient’s balance using the customer credit (in the example above, the balance is $50). Follow the instructions below to pay off the balance:

   Open the Orders tab.

   Click Make Payment and process the payment.

4. Refund the remaining customer credit (the amount of the patient’s original deposit) to the patient by following the instructions below (in the example above, the remaining credit is $250):
   1. Open the Orders tab.
   2. Click Customer Credit.
   3. Click Refund Customer Credit.
   4. Click Refund on the dialog box that displays, and refund the amount. You can choose to refund the patient using the same payment method used on the original order, a mailed check, or a combination of both payment types.
   5. Click Save to finalize the refund.