Bank Slips in D4W

Bank Slips in D4W

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Listed below is how to create bank slips, complete end of day reconciliation and information on Prior Period lock. 

Create a Cash and Cheque Bank Slip

Bank slips should be created on a regular basis in order to finalise payments in D4W/PSS by restricting users from deleting/reversing a confirmed payment. 

  1. Go to Location Management > Bank Slips tab
  2. Selected Bank Account to View: Select the account for cash and cheques
  3. Bank Slip menu > New Slip
    1. Cash Taken Out: If any cash will be removed before banking, enter the figure
    2. Click Create or Print   

Create EFTPOS Bank Slip

Bank slips should be created on a regular basis in order to finalise payments in D4W/PSS by restricting users from deleting/reversing a confirmed payment. 
  1. Go to Location Management > Bank Slips tab
  2. Selected Bank Account to View: Select the account for EFTPOS
  3. Bank Slip menu > New EFTPOS
  4. Location: Ensure the correct location is selected (if applicable)
  5. On Hold: Only place a payment on hold to exclude it from the bank slip
  6. Click Create / Print

  7. The slip will be found in Deposit Slip ID to view when viewing the correct Bank Account

Create an Insurance Claim Payment Bank Slip

Bank slips should be created on a regular basis in order to finalise payments in D4W/PSS by restricting users from deleting/reversing a confirmed payment. 

Commonly, a separate bank account is setup in D4W/PSS, even if the money is deposited to the same account as EFTPOS. This helps separate the payments for simpler reconciliation.

InfoSee Add New Bank Account section and Setup Bank Redirections section if not already set in the database. 
  1. Go to Location Management > Bank Slips tab
  2. Selected Bank Account to View: Select the account for Insurance Fund Payments
  3. Bank Slip menu > New EFTPOS
    1. Location: Ensure the correct location is selected (if applicable)
    2. On Hold: Only place a payment on hold to exclude it from the bank slip
    3. Click Create / Print

  4. The slip will be found in Deposit Slip ID to view when viewing the correct Bank Account

Place a Payment on Hold / Exclude from Bank Slip

Its possible to place a payment - usually cheques - on hold to exclude them from the current slip.

There are two ways a payment can be placed on hold. 

Receipts

  1. Go to Patient Records > Receipts tab
  2. Select the relevant payment
    1. Details of Receipt: Click the N in On Hold column to change to H

Bank Slips

  1. Go to Location Management > Bank Slips tab
  2. Select relevant Bank Account to View
  3. Bank Slips menu > New Slip/EFTPOS/AMEX/Diners
    1. Click the N in the On Hold column to change to H

Delete Bank Slip

Depending on the reason for deleting a bank slip, follow the appropriate instructions below. 

It is highly recommended that before deleting any bank slip, the following details are noted down

  1. Date and Time of Slip
  2. Total Banked Amount
  3. Total Cash Taken Out (if any)

Delete Bank Slip, No Payments Collected After Creation

This usually applies when a bank slip has been created by mistake, perhaps in the middle of the day, when more payments will be entered. 

  1. Go to Location Management > Bank Slips tab
  2. Find the correct bank slip by selecting 
    1. Location, Bank Account to View and Deposit Slip ID to view
  3. With the correct bank slip in view, go to Bank Slip menu > Delete Current Slip / Click Delete icon
  4. Click OK on warning message
  5. If security is activated, enter a Username and Password and if further security is activated, enter the Reason for deletion

Delete Bank Slip, Payments Collected After Creation

This usually applies when an incorrect payment has been noticed the day after (or later) a bank slip has been created and if deleted, old payments will be mixed with more recent payments. 

InfoFor an easier way to handle incorrect banked payments, setup the reversals feature and never have to complete the below steps again! See Activate the Reversal Feature (replaces full deletion of record) section.

Create a Dummy Deposit Slip

  1. Go to Location Management > Bank Slips tab 
  2. Select the relevant Location and Bank Account to View
  3. Go to Bank Slips menu > Select from New Slip / EFTPOS / American Express / Diners Club
    1. Click Create on slip containing today's payments (this will be deleted later)

Delete Incorrect Deposit Slip

  1. Still within the Bank Slips tab, bring the incorrect bank slip in view
  2. Go to Bank Slip menu > Delete Current Slip / Click Delete icon
  3. Click OK on warning message
  4. If security is activated, enter a Username and Password and if further security is activated, enter the Reason for deletion

Correct Issues with Receipt

Go to the patients' file to delete / correct the payment which was incorrectly banked. 

Recreate Deposit Slip

  1. Go to Location Management > Bank Slips tab 
  2. Select the relevant Location and Bank Account to View
  3. Go to Bank Slips menu > Select from New Slip / EFTPOS / American Express / Diners Club
    1. Click Create
    2. Enter the original Date and Time of the bank slip

Delete Dummy Slip

  1. Still within the Bank Slips tab, bring the dummy bank slip in view
  2. Go to Bank Slip menu > Delete Current Slip / Click Delete icon
  3. Click OK on warning message
  4. If security is activated, enter a Username and Password and if further security is activated, enter the Reason for deletion

Banking Conflict

A banking conflict exists when an electronic payment has been made for treatment performed by different providers (where bank redirections are set to go to separate bank accounts). The system recognises that an electronic payment can only be paid into one account unless multiple transactions occur. This results in banking conflict.

Resolve a Banking Conflict

  1. Go to Location Management > Bank Slips tab
  2. Go to Bank Slip menu > New EFTPOS
    1. Select the conflict > Click Link to Bank Account 
    2. Select the appropriate account
    3. Click OK

If in the patients' file, go to Receipts tab and select the appropriate bank account from Banked to drop list. 

Prevent a Banking Conflict

To prevent future banking conflicts, there are two options:

  1. Automatically Split Accounts per Provider (see Automatically breakdown Invoice into separate Providers section)

  2. Manually Split Accounts per Provider (see Manually Split Accounts per Provider section) 

Handling End of Day Reconciliation

D4W/PSS provides reports and Bank Slips to reconcile all payments received from patients in a specified period. The following instructions will demonstrate which reports to generate and how to create a bank slip as part of an end of day procedure.

 

Run the Total Receipts Report

This report lists the payments entered in D4W within a specified period. Refer to this report to reconcile each payment type used by the practice. 

If these totals do not match the practice’s actual takings, then it is suggested to rectify the errors before proceeding to creating a bank slip.

Reconcile 

When a discrepancy is discovered, it should be resolved before creating the bank slips. 

Create Bank Slip for Cash and Cheques

Bank slips should be created on a regular basis in order to finalise payments in D4W/PSS by restricting users from deleting/reversing a confirmed payment. 

  1. Create a Cash and Cheque Bank Slip (see above section)
  2. Create EFTPOS Bank Slip (see above section)
  3. Create an Insurance Claim Payment Bank Slip (see above section)

Prior Period Lock Explained

Prior Period Lock is used to lock financial details to reduce fraudulent activities and reporting discrepancies. 

A common reporting discrepancy presents when payments have been made to Providers, then someone changes treatment information. A Provider may then be over or underpaid and there is no way to know.

Prior Period Lock will allow changes - by selected people only - in a locked period, and will show in reports on the date of the change. Therefore, if treatment dated 22/05/2024 is modified on the 03/06/2024, when running a report that includes the 03/06/2024, the changes will show. 

The most common times to lock financial data are:

  1. End of each day, after reconciliation, or
  2. After paying employees/contractors

Some examples of the Prior Period Lock feature are the inability (without security permission) to:  

  1. Create an invoice as per treatment date if the treatment is in the locked period
  2. Delete an invoice if the invoice is already in the locked period
  3. Change the provider if the treatment/invoice is in the locked period
  4. Create receipts in the locked period
  5. Create bank slips in the locked period

Lock Financial Data using Prior Period Lock

By default, the locked date will be set to 01/01/1900.  

Once a new date is entered all the records prior to the new date will be locked by the system for editing.  

(Locked records can be edited by only those users who have been given access). 

To set a new Prior Period Lock date: 

  1. From any area of D4W/PSS, click Go To menu > Prior Period Lock Date

  2. Enter Username and Password, if access accepted, the Prior period lock date window will appear
    1. Enter the date to lock financial data up to - Only past date is allowed
    2. Click OK

      1. Click OK to lock financial data, or Cancel

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