Applying online payments to charges

If your office uses Dentrix Ascend Pay, you can apply online payments (payments that were made online from electronic statements, printed statements, payment requests, or a virtual terminal) to charges on the corresponding patients' ledgers.

The following options for applying payments are available:

• Applying payments from your location's Inbox page.

• Applying payments from a patient's Ledger page.

To apply online payments from an inbox

1. How to get there

   1. If you are not already viewing the correct location, select it on the Location menu.

   2. On the User menu, click (or tap) Online Payments.

      

      The Inbox page opens with the Online Payments tab selected.

   Access the Online Payments tab of a location's Inbox page.

   

   Notes:

   • The number on the tab indicates the number of unapplied online payments that have not been viewed yet. Also, unviewed payments appear in bold type. An online payment is considered to have been viewed once you click (or tap) the name (which is a link to the guarantor's ledger) in the Guarantor column.

   • To search for online payments, in the Search guar./card holder/ref # box, enter all or part of a guarantor's name, cardholder's name, or reference number, and then press Enter (or click, or tap, the Search for [text] option that appears below the box).

     

   • To filter the list by status, on the View menu, select the All checkbox or the checkboxes of only the desired statuses, and then click Done.

     

   • To sort the list, click (or tap) any of the column headers, such as Guarantor or Status.

   • To quickly print a receipt for an online credit card payment in the inbox, click (or tap) the payment's paperclip icon in the Att column. The receipt appears in a new browser tab or window so you can print it or download it as a .pdf file.

2. Select the checkbox of each payment that is to be applied to charges.

   

3. Click (or tap) Auto Apply.

   The payment amount is applied automatically to the procedure with the oldest date of service and then to subsequent procedures based on the date until the payment amount is used up.

Note: After a payment is applied to charges in a guarantor's account, you can do any of the following:

• Change how much of the payment amount is applied to each charge.

• Void or refund the payment.

To apply a payment from a ledger

1. Do one of the following:

   • How to get there

     1. If you are not already viewing the correct location, select it on the Location menu.

     2. On the User menu, click (or tap) Online Payments.

        

        The Inbox page opens with the Online Payments tab selected.

     On the Online Payments tab of a location's Inbox page, click (or tap) the name of the guarantor (in the Guarantor column) that is associated with a payment to open that guarantor's Ledger page.

     

   • How to get there

     1. If the correct patient is not already selected, use the Patient Search box to access the patient's record.

        Note: You can include inactive patients in the search results by setting the Include inactive patients switch to On.

     2. Do one of the following:

        • On the Patient menu, under General, click (or tap) Overview. The patient's Overview page opens. Click (or tap) the Ledger box.

          

        • On the Patient menu, under Financial, click (or tap) Ledger.

        The patient's Ledger page opens.

     Open a patient's Ledger page.

     

2. On the guarantor's or patient's Ledger page, do one of the following:

   • To apply a payment by applying all unapplied credits, do the following:

     1. Click (or tap) the amount (which is a link) in the Unapplied Credits box.

        

     2. Click (or tap) Apply Credits.

        The unapplied credit amount is applied automatically to the procedure with the oldest date of service and then to subsequent procedures based on the date until the unapplied credit amount is used up.

   • To apply a payment by editing the applied amounts, do the following:

     1. Click (or tap) a credit card payment.

        The Edit Payment dialog box appears.

        For an online payment from an e-statement.

        

        For an online payment that was made from a request to pay or from a virtual terminal.

        

     2. If the online payment is from an e-statement, click (or tap) the Auto apply link; otherwise, skip this step.

        

        The payment amount is applied automatically to the procedure with the oldest date of service and then to subsequent procedures based on the date until the payment amount is used up.

     3. Change any of the Applied amounts as needed.

     4. To print a receipt, click (or tap) Print Receipt. The receipt appears in a new browser tab or window so you can print it or download it as a .pdf file.

     5. Click (or tap) Save.