Returning Orders from an Old System

Use the Old System Return feature on the Material Orders Transactions tab to return orders that were recorded using your practice's previous practice management system. You can select to refund the amount or add a credit to the patient's account.

Only providers and staff members with the Old System Return security permission selected in Administration can return payments from an old system. If you do not have this security permission, an Override window displays, allowing another user with permission to enter their username and password and give you temporary access. For information on setting security permissions, see Setting Up Provider Security Settings and Setting Up Staff Security Settings
  1. On the left side of the Demographics screen, click Material Orders.
  2. Click the Transactions tab.
  3. Click Old System Return.

    The Return an Order from an Old System window opens.

  4. Record the Order Number from the old system.
  5. Record the Office Number from the old system.
  6. Select the Refund Method.
    • Select Credit to add a credit to the patient's account.
    • Select Refund to refund the amount to the patient.
      Only providers and staff members with the Process Refunds access option selected in Administration can process refunds. If you do not have access, a Temporary Override window displays, allowing another user with access to enter their username and password and give you temporary access.
  7. Select the Original Payment Method and enter the original payment amount.
    • If you are unsure of the original payment method, select Cash.
    • Credit cards are not displayed in the payment method list if your office uses Worldpay for credit card processing.
  8. Click Ok.
    • If you selected Credit as the Refund Method, the credit is added to the patient's available credits total.
    • If you selected Refund as the Refund Method, the Refund Credit window opens. Enter the amount you want to refund for each payment type and click Refund. The receipt for the credit refund opens in a new window.

The return is recorded in the system as an Old System Return transaction, with a corresponding Old System Refund transaction.

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