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How to process a refund
How to process a refund

๐Ÿ‡จ๐Ÿ‡ฆ๐Ÿ‡ฎ๐Ÿ‡ช๐Ÿ‡ฆ๐Ÿ‡บ๐Ÿ‡ฌ๐Ÿ‡ง CA, ROI, AU, UK - How do I process a refund for patients in credit? & how do I process a refund for work carried out? ๐Ÿ‘‡

Amber Morris avatar
Written by Amber Morris
Updated over a week ago

Processing a refund in Dentally...

There are several ways to process a refund in Dentally depending on the state of the patient's account, and the reason for the refund.

Let's take a look at both scenarios...

๐Ÿ“ Please note - This is a UK ๐Ÿ‡ฌ๐Ÿ‡ง and CA ๐Ÿ‡จ๐Ÿ‡ฆ specific article for processing refunds in AU ๐Ÿ‡ฆ๐Ÿ‡บ please head to our help article here as the process is slightly different.


Scenario 1 โ€“ Patient is in Credit ๐Ÿ’ฐ

In this scenario, we are going to look at how to refund a patient if no invoice has been raised but a payment has been taken.

  • go to the patient's account screen

  • simply take another payment for the minus amount

  • then explain the two payments by clicking on the orange question mark

  • you can add to the notes that this is for a refund.


Scenario 2 โ€“ The patient's account is not in credit โŒ

In the second scenario, we will be looking at how to refund when a patient is not in credit and instead needs a refund for work that has an invoice already raised. For example, when they need a refund for work carried out by the practice

  • If the patient already has an invoice created for the work carried out.

  • Go to the patient's account screen

  • Create an invoice manually by clicking 'create invoice'

  • Add a line item and name this refund

  • Enter in the minus amount for the total cost of the refund

  • Then click take payment

  • Entering in the minus amount for the refund

  • Add refund to the notes

  • Process payment.

This will then show against the overall practice takings.

๐Ÿ“ Please note - If you wish for the refund to be taken from the practitioner's income and NOT the practice, they will need to chart a Refund item and charge this through instead, or you can chart this on their behalf, being sure to set the practitioner accordingly. The example below shows a refund for ยฃ300.

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