Technical Support

Re-posting payments and adjustments

Problem: A payment or adjustment has been posted incorrectly and it needs to be changed.

Cause: Operator error or change in amount to be applied.

Solution: There are at least two possible solutions:

The most acceptable from an accounting point of view is to post a reversing entry on a blank line. Then post the correct entry on blank line

Reverse the payment by changing the "ItemBal" column for the line where the charge was posted back to its original amount and re-enter the payment for the correct amount.

Keystrokes: In the Patient Ledger:

An example of the first process:

A payment was posted for $35.00 and posted to the charge line. A PatBal had been posted for $5.00 co-pay when the charge was entered. This adjustment does not affect the PatBal field.

The actual check was $44.00. First post an adjustment for $-35.00. This has the effect of reversing the payment on line #2. The PatBal is not affected.

Now we post the correct payment and post it against line #1 and line #3. Because this paid the entire charge the PatBal field was also made $0.00.

If the actual check we received was for $24.00 we would make an adjusting entry on line #3 for the difference ($35.00 - $24.00 = $11.00). Then when the patient paid the balance or we adjusted off the balance we would post it against line #1 and line #3.

NOTE: If an entry affects the PatBal field you may have to make a manual adjustment. The steps above will cause an entry to be placed in the "Payhist.vfm" file. The entries will appear in reports created from this file.

To make the adjustment the second way follow these steps. Be aware that the system will warn you that your action will affect the balances.

Locate the line(s) that were affected by the payment

Change the amount in the "ItemBal" for that line back to the original charge amount. You may also have to adjust the PatBal field.

Locate the line were the payment was made. Remove the line by pressing <Alt+F7> and saying "Y" when asked if this is correct.

Locate any lines that have adjustments associated with the charge and remove them by pressing <Alt+F7> and typing "Y" when asked if this is correct.

On a blank line post the payment again.

Follow the normal steps in the payment worksheet to post the payment and any adjustments.

Notes: Removing a payment line or an adjustment line will not adjust the charge line.  You will need to manually make the adjustment in the "ItemBal" field and, possibly, the "PatBal" field.

These changes will not be reflected in the "Payhist.vfm" file or its reports. A payment or adjustment deleted from the Ledger will appear as an entry in the "Payhist.vfm" file.

References: MD VersaForm manual, Chapter 6 – "Payments and Adjustments".

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