Add and edit transactions

Video: Add and manage transactions

Receivables - View, Add and Edit Transactions

You can add and edit payments, credits, write-offs, discounts, debits, interest transactions, and invoice transactions.

When you add a transaction against a receivable and click Update, Practice Manager automatically allocates the transaction against their outstanding transactions. For example, if you add a payment transaction of 1,217.00 against ABC Pharmacy and they have an outstanding invoice of 1,217.00, Practice Manager allocates the payment to the outstanding invoice.

Transactions are automatically allocated in this order:

  1. It checks for an exact match from the outstanding transactions.
  2. If there are more than one exact match, the oldest matching transaction is selected.
  3. If there are no matches it allocates the transaction to the oldest outstanding transaction.
  4. If there is still an amount remaining after the first allocation, the balance is allocated to the next oldest transaction and so on until the transaction is fully allocated.
  5. You can override the automatic allocation of transactions by selecting a different transaction. You can also choose not to allocate a transaction.
  6. The order in which the items are selected determines the order in which the transaction will be allocated.

If the selected receivable is a member of a contact group, Practice Manager will also check any outstanding transactions within that group.

  1. Click Time and Billing > Accounts Receivable.
  2. Click Add Transaction.
  3. Select the date.
  4. Select Payment as the transaction type.
  5. Select the payment type:
  6. If you select Check as the payment type, enter the account name, bank and branch.
  7. If you do not want to re-enter these details the next time you add a check payment for this client, select the Save bank details to receivables check box.
  8. Select the receivable using EITHER of these methods:
  9. Type the first few letters of their name in the Receivable field, then select them from the list.
  10. Click the Search button , then locate and select the required client.
  11. Enter the amount.
  12. Click Update or move to the next field to update the screen.
  13. Enter a reference for the transaction.
  14. Enter comments about the transaction, if required.
  15. Adjust the automatic allocations, if applicable.

Click the Tell me more link on your screen to learn how Practice Manager automatically allocated payments.

  1. Select ONE of these save options:
  2. Click Save & add another to retain your changes and process another transaction — The date, transaction type, and payment type from this transaction will be retained.
  3. Click the arrow on the Save & add another button, then select Save and Send to QBO. You must me connected to your QuickBooks Online site for this option to be visible.
  4. Click the arrow on the Save & add another button, then select Save (continue edit) to save your changes and make more changes to the current screen.
  5. Click the arrow on the Save & add another button, then select Save & Exit to save your changes and close the screen you are on.

You can make an internal credit adjustment for situations such as when you give a refund to a client or you offer a month of free services.

  1. Click Time and Billing > Accounts Receivable.
  2. Click Add Transaction.
  3. Select the date.
  4. Select Credit as the transaction type.
  5. Select the receivable using EITHER of these methods:
  6. Enter the first few letters of their name in the Receivable field, then select them from the list.
  7. Click the search icon, then locate and select the required client.
  8. Enter the credit amount paid.
  9. Click Update or move to the next field to update the screen.
  10. Enter a reference for the credit.
  11. Enter comments about the credit, if required.
  12. Adjust the automatic allocations, if applicable.

Click the Tell me more link on your screen to learn how Practice Manager automatically allocated payments.

  1. Select ONE of these save options:
  2. Click Save & add another to retain your changes and process another transaction — The date, transaction type, and payment type from this transaction will be retained.
  3. Click the arrow on the Save & add another button, then select Save and Send to QBO. You must me connected to your QuickBooks Online site for this option to be visible. A credit can only be sent to QuickBooks Online one time.
  4. Click the arrow on the Save & add another button, then select Save (continue edit) to save your changes and make more changes to the current screen.
  5. Click the arrow on the Save & add another button, then select Save & Exit to save your changes and close the screen you are on.

If you have invoiced a client and they have declined to pay it, you can write off the invoice. To do this you open the receivable and add a write-off transaction for the relevant amount (including tax if applicable). When you do this the outstanding invoices for the client will be listed. A transaction will be added to the receivables account that takes the invoice amount off their amount due but still keeps the invoice in the system for historical reporting.

  1. Click Time and Billing > Accounts Receivable.
  2. Click Add Transaction.
  3. Select the date.
  4. Select Write-off as the transaction type.
  5. Select the receivable using EITHER of these methods:
  6. Enter the first few letters of their name in the Receivable field, then select them from the list.
  7. Click the search icon, then locate and select the required client.
  8. Enter the write-off amount paid.
  9. Click Update or move to the next field to update the screen.
  10. Enter a reference for the write-off .
  11. Enter comments about the write-off, if required.
  12. Adjust the automatic allocations, if applicable.

Click the Tell me more link on your screen to learn how Practice Manager automatically allocated payments.

  1. Select ONE of these save options:
  2. Click Save & add another to retain your changes and process another transaction — The date, transaction type, and payment type from this transaction will be retained.
  3. Click the arrow on the Save & add another button, then select Save and Send to QBO. You must me connected to your QuickBooks Online site for this option to be visible. A write-off can only be sent to QuickBooks Online one time.
  4. Click the arrow on the Save & add another button, then select Save (continue edit) to save your changes and make more changes to the current screen.
  5. Click the arrow on the Save & add another button, then select Save & Exit to save your changes and close the screen you are on.

To process a discounted invoice in the receivables area, you need to enter both a payment transaction AND a discount transaction to clear the invoiced amount. In addition to the payment you recorded, you must also record the discount transaction, as follows:

  1. Click Time and Billing > Accounts Receivable.
  2. Click Add Transaction.
  3. Select the date.
  4. Select Discount as the transaction type.
  5. Select the receivable using EITHER of these methods:
  6. Enter the first few letters of their name in the Receivable field, then select them from the list.
  7. Click the search icon, then locate and select the required client.
  8. Enter the discount amount paid.
  9. Click Update or move to the next field to update the screen.
  10. Enter a reference for the discount.
  11. Enter comments about the discount, if required.
  12. Adjust the automatic allocations, if applicable.

Click the Tell me more link on your screen to learn how Practice Manager automatically allocated payments.

  1. Select ONE of these save options:
  2. Click Save & add another to retain your changes and process another transaction — The date, transaction type, and payment type from this transaction will be retained.
  3. Click the arrow on the Save & add another button, then select Save and Send to QBO. You must me connected to your QuickBooks Online site for this option to be visible. A discount can only be sent to QuickBooks Online one time.
  4. Click the arrow on the Save & add another button, then select Save (continue edit) to save your changes and make more changes to the current screen.
  5. Click the arrow on the Save & add another button, then select Save & Exit to save your changes and close the screen you are on.

You can make an internal debit adjustment.

  1. Click Time and Billing > Accounts Receivable.
  2. Click Add Transaction.
  3. Select the date.
  4. Select Debit as the transaction type.
  5. Select the receivable using EITHER of these methods:
  6. Enter the first few letters of their name in the Receivable field, then select them from the list.
  7. Click the search icon, then locate and select the required client.
  8. Enter the debit amount paid.
  9. Click Update or move to the next field to update the screen.
  10. Enter a reference for the debit .
  11. Enter comments about the debit, if required.
  12. Adjust the automatic allocations, if applicable.

Click the Tell me more link on your screen to learn how Practice Manager automatically allocated payments.

  1. Select ONE of these save options:
  2. Click Save & add another to retain your changes and process another transaction — The date, transaction type, and payment type from this transaction will be retained.
  3. Click the arrow on the Save & add another button, then select Save and Send to QBO. You must me connected to your QuickBooks Online site for this option to be visible.
  4. Click the arrow on the Save & add another button, then select Save (continue edit) to save your changes and make more changes to the current screen.
  5. Click the arrow on the Save & add another button, then select Save & Exit to save your changes and close the screen you are on.
  1. Click Time and Billing > Accounts Receivable.
  2. Click Add Transaction.
  3. Select the date.
  4. Select Interest as the transaction type.
  5. Select the receivable using EITHER of these methods:
  6. Enter the first few letters of their name in the Receivable field, then select them from the list.
  7. Click the search icon, then locate and select the required client.
  8. Enter the interest amount paid.
  9. Click Update or move to the next field to update the screen.
  10. Enter a reference for the interest transaction.
  11. Enter comments about the interest transaction, if required.
  12. Adjust the automatic allocations, if applicable.
  13. Select ONE of these save options:
  14. Click Save & add another to retain your changes and process another transaction — The date, transaction type, and payment type from this transaction will be retained.
  15. Click the arrow on the Save & add another button, then select Save and Send to QBO. You must me connected to your QuickBooks Online site for this option to be visible.
  16. Click the arrow on the Save & add another button, then select Save (continue edit) to save your changes and make more changes to the current screen.
  17. Click the arrow on the Save & add another button, then select Save & Exit to save your changes and close the screen you are on.

You can edit a transaction, unless it has automatically been added to the Receivables area, for example a finalized invoice.

  1. Click Time and Billing > Accounts Receivable.
  2. Select the receivable using EITHER of these methods:
  3. Type the first few letters of the receivables name in the Search for receivables box, press Enter, then click on the required receivable.
  4. Click the Search for receivables button , use the search filters and click Search, then click on the required receivable.
  5. Click the row of the transaction you wish to edit.
  6. Make the required amendments.
  7. Select ONE of these save options:
  8. Click Save & Exit to save your changes and close the screen you are on.
  9. Click the arrow on the Save & Exit button, then select Save and add another to retain your changes and process another transaction.
  10. Click the arrow on the Save & Exit button, then select Save and Send to QBO. You must me connected to your QuickBooks Online site for this option to be visible.
  11. Click the arrow on the Save & Exit button, then select Save (continue edit) to save your changes and make more changes to the current screen.

Rather than going to the Reports area and running the Receivables Transaction report for all clients or a group of clients, you can print transactions from within a client's receivable page.

  1. Click Time and Billing > Accounts Receivable.
  2. Click the All tab.
  3. Locate and click the required receivable to open its Receivable Transactions page.
  4. Click Print Transactions - the Receivable Transaction report will appear on your screen.

Receivables - Delete Transactions 

If you have made a mistake in a transaction you have added, you might wish to delete, rather than edit the transaction.

  1. Click Time and Billing > Accounts Receivable.
  2. Click the All tab.
  3. Locate and click the required receivable to open its Receivable Transactions page.
  4. Click the Delete button on the row of the transaction you want to delete.

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See Also:

About receivables

Charge interest

Print and send statements