Say, you’re doing some administrative work after a patient’s appointment - Jane dates all of the changes for today, but you may want the invoice to reflect the different dates or payment information.
Let me say first however, that keeping all dates as today for payments and invoices can help avoid administration error on reports and make your book keeper a lot happier.
We highly recommend these Day End Procedures for reducing the need to back date in the first place.
Here’s how all the different dates affect different reports:
- Invoice date of Purchase - affects Sales reports.
- Applied date of Payment to Invoice - affects Compensation reports.
- Date of Payment / Received At - affects Transaction reports.
To make our bookkeeping friends happy and keep you guys as accurate on your financial reporting as possible, only those with Full Access profiles can back date payments.
Patient Payment Dates
Start in the payments area of patient’s profile under Patients > Billing > Payments. Find your payment from the list and click View…:
…click Edit on the right hand side…:
… and then you can update the payment date and details. Click Save Payment to finish:
Note that backdating the Received At will change the date that the payment shows up on the Transaction Report. We call this the Payment Date, (when it was charged).
Applied to Invoices Date
When a payment is used to pay for something we call this the Applied Date (when it was used). This is the date that determines when this payment shows up on the Compensation Report.
*Changing the Applied To dates will affect the numbers of your past reporting, so do this with caution.
Undocumented changes to past reports can make your book keeper want to yell at us and can sometimes make you confused as to why your reports are changing over time. If you go ahead with these changes, tell your bookkeeper if it will affect your past months which have already been reconciled, or pay periods for which you’ve already paid your staff.
Using the same steps to view the payment above, you can also edit the items for the date that the payment is applied.
If you’re unsure whether you should be changing the Applied Dates, or have any questions about how each field affects reporting don’t hesitate to reach out to us at firstname.lastname@example.org