π¨ Important: Depending on your region, this process might be called either allocating OR explaining. These terms are interchangeable and mean the same thing (this is also the case for their negative counterparts - unallocating/unexplaining). The processes might look slightly different depending whether you are using the old or new account screen.
How do I unallocate/unexplain a payment?
π‘ Top tip: It is important first to understand when explaining/unexplaining a payment is useful, and how automatic explanations work.
You may need to unallocate a payment, for example if the payment was put through incorrectly, or if it was allocated to the wrong invoice.
π Please note: Users on certain versions of Dentally will have the option to add a practitioner when processing a payment. If you do this, and then you later need to amend it, you will have to delete and redo the payment.
To unallocate/unexplain a payment:
In the 'Account' tab in the patient record, locate the payment in question. If the payment has been allocated previously, it will have a green tick next to the amount.
Click the 'Unexplain' or 'Unallocate' button (which looks like an unlink icon) on the far right of the chosen payment.
Click 'Unexplain'/'Unallocate'. The amount will now have an amber question mark next to it instead of a green tick. This means it has successfully been unallocated.
The payment now needs to be allocated.
How do I allocate/explain a payment?
To explain/allocate a payment:
In the 'Account' tab in the patient record, locate the payment in question. If the payment has not been allocated, it will have an amber question mark next to the amount.
Click the amber question mark to open the 'Explain'/'Allocate' window.
In the popup that appears, choose the amount (you may wish to change this if you are splitting the payment and assigning it to multiple invoices). Then select the invoice to allocate it to, and add any notes as needed.
When you are ready, click 'Save'.
The amount will now have a green tick next to it instead of an amber question mark. This means it has successfully been allocated.
If you have made a mistake, the payment can be unallocated.
π Please note: It is not possible to transfer a payment from one patient to another. If a payment has been taken on the wrong patient file, you will need to remove the payment from the incorrect patient and enter the payment again on the correct patient.