Returning Products

Open the Fee Slip Item Return window using one of the following methods:

• Open the order by performing the following steps:
  1. Open the Eyewear Order, Hard Lens Order, or Soft Lens Order window. For more information on opening these windows, see To open the Eyewear Order window, To open the Soft Lens Order window, or To open the Hard Lens Order window.
  2. Select the order that contains the item you want to return.

     You must select an order that has been invoiced. If the item has been invoiced, a fee slip number will appear in the Fee Slip # column.

  3. Click Return.

     The Return button is grayed out if the order selected in step 9b has not been invoiced.

• Click Tasks and select Return Product.

  Open the Fee Slip Item Return window from the Tasks menu only if you already know the fee slip number.

1. Open the Fee Slip Return window. For more information on opening the Fee Slip Item Return window, see To open the Fee Slip Item Return window.
2. Enter the fee slip number in the Fee Slip # text box, as needed, and click Get Slip.
3. Select the product(s) that you need to return using the following methods:
   • Click the check box(es) to select or deselect the product(s) you want to return.
   • Click Select All to select all of the products on the fee slip.
   • Click Unselect All to clear the check boxes.

   Only items billed on the fee slip appear on the Fee Slip Item Return window.

   Items highlighted in red have already been returned. You cannot select an item that has already been returned.

4. For each of the products being returned, perform the following steps:
   1. Type the quantity of the product being returned in the Qty Ret column.
   2. Type the amount of money that is withheld from the refund in the Non-Refund Amt column, as needed. For example, a restocking fee is an amount that is withheld from a refund.
   3. Select a description for the nonrefunded amount from the Non-Refund Reason drop-down menu.
   4. Select the Do NOT update inventory check box if you do not want to add the returned product back into the store’s inventory.

      The product’s quantity on hand will not be updated if you select the Do NOT update inventory check box.

   5. Select the Refund Co-Pay check box to refund the patient’s copayment as needed.
5. Select a reason for the return from the Reason for Return drop-down menu.
6. Type notes, as needed, in the Comments text box.
7. Select the On Account check box to allow the patient to use the money toward future purchases rather than returning the money to the patient.

   OR

   Click the Check, Cash, Debit, Credit, or Other tab and follow the instructions below for the payment method that you selected.

   The On Account check box and the Check, Cash, Debit, Credit, and Other tabs are not available if no patient payment has been recorded for the return items.
   
   You can select multiple refund methods; however, in order to avoid double-posting refunds, you must correct any errors that you make when you enter the refund amount before you click another refund tab and enter additional refund amounts.

   • If you are recording a check refund, type the amount, check number, and bank routing number, as needed, in the Amount and Check #, and Bank # text boxes.

     The Check # and Bank # fields are for the practice’s banking information. These fields are informational only and are not required.

   • If you are recording a cash refund, type the refund amount in the Amount text box.

     The Tendered check box is not required and does not effect accounting or reporting.

   • If you are recording a debit refund, type the refund amount in the Amount text box and select the debit card type from the Type drop-down menu.
   • If you are recording a credit card refund type, type the refund amount in the Amount text box and select the credit card type from the Type drop-down menu.
   • If you are recording another refund type, type the refund amount in the Amount text box and select the refund type from the Type drop-down menu.
8. Select the Apply Refund to Patient check box to apply the insurance refund to the patient’s account for a future purchase.
9. Select the Rx Order Status, mark as CANCELED check box to cancel the lab order, as needed.

   Marking the Rx Order Status as canceled cancels any associated orders in OfficeMate. You may need to notify the lab of the cancellation.

   Insurance refunds can only be held on account for the insurance company or on account for the patient. The insurance refund cannot be paid to the patient.

   The Apply Refund to Patient check box is not available if the insurance payment has not yet been applied to the return items in the Receipts & Adjustments.

10. Click Record to complete the return.

    If you return all of the items on a purchase order, the purchase order is cancelled.