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...
📝 Please note - This is a UK 🇬🇧 and CA 🇨🇦 specific article for processing refunds in AU 🇦🇺 please head to our help article here as the process is slightly different.
Scenario 1 – Patient is in Credit 💰
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 – The patient's account is not in credit ❌
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.
📝 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 £300.
