Processing Transactions from Your Previous System (Non-Converted Balances)

You can make a payment on a balance from your old system by creating a miscellaneous payment. Miscellaneous payments become part of the night’s closing and deposit. However, miscellaneous payments cannot be voided, returned, or canceled.

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. Click Add Misc. Payment.

   The Add Miscellaneous Payment window opens.

4. Select Old System Balance from the Reason for miscellaneous payment drop-down list.

5. In the note field, enter information about the payment.

   This field appears only if the required notes feature is configured for this transaction type. See Setting Up Required Notes.
6. Type the order number in the Order Number field.
7. Type the store number in the Store Number field.
8. Click Add Payment.
9. Record the payment information and click Save.

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 order 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 of the patient’s deposit in the Amount field.
   7. Select Cash 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.

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. Be sure to reference the deposit, and not the total amount of the sale.
2. In AcuityLogic POS, perform an old system return for the amount the patient paid on the original order by following the instructions below:
   1. Navigate to the patient’s Transactions tab.
   2. Click Old System Return.
   3. The Old System Return window opens.
   4. Type the order number in the Order Number field.
   5. Type the office number in the Office Number drop-down list.
   6. Click Add Payment.
   7. Type the amount of the patient’s deposit in the Amount field.
   8. Select Cash from the Payment Type drop-down list.
   9. Click OK and click Save.
   10. 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 owed a total of $300 and 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 $300.

   Example 2: The patient’s original order was priced with insurance. The patient owed a total of $300 and 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 $340.

   Example 3: The patient’s original order was priced with insurance. The patient owed a total of $300 and 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 $270.

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 has an order on your old system that she paid in full for $300. She now wants to return the order.

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 paid on the original order by following the instructions below (in the example above, the amount paid is $300):
   1. Open 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 adjustment amount in the Amount field.
   7. Select Cash from the Payment Type drop-down list.
   8. Click OK and click Save.

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

3. Refund the amount paid on the original order by following the instructions below (in the example above, the amount paid is $300):
   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.