Receipts in D4Web

Receipts in D4Web

Quote
The Receipts page caters to payments made, deposits & deposit refunds, discounts after invoice is created & processing Bounced Cheques.
Payer, method of payment and date changes can be made here too.
These instructions focus only on payments made & features directly from the Receipts page. At the end of this article you will find links to all other payment instructions 

Where do I find the Receipts page?

  1. Click the navigation menu > Patients > Receipts page

Pay an Outstanding Balance

Once treatment has been invoiced, payments/receipts can be made directly via the Receipts page:
  1. Receipts toolbar > New Receipt
    1. Enter the Amount
    2. Select the Payment Type
    3. Ensure the amount is allocated to the correct balance. Remove tick from Autoallocate Payments, then enter the amount against the correct balance if not
    4. Click CREATE or PRINT

Create a Deposit for a Patient Prior to Appointment

A patient may wish to make payments prior to the Treatment being performed.
This is entered as a deposit.
  1. Receipts toolbar > New Receipt

    1. Enter the Amount
    2. Select the Payment Type
    3. If there are no outstanding invoices, the receipt will be created as a deposit

    4. If there are outstanding Invoices, remove the tick from Autoallocate Payments. The payment will then be created as a deposit

    5. Click CREATE or PRINT
Info
Want all Deposits to go to the main provider of the patient or all deposits to default to 1 provider until the treatment is done?
Select the default provider for Deposits in Genral Settings (link coming soon)

Refund a Deposit

  1. Receipts toolbar > Select New Refund
    1. Enter the refund Amount > Select the Payment Type
      Notes
      Note: Issuing a cash refund is only possible if you have cash on hand
    2. Write Notes with regards to this refund 
    3. Click OK

Delete (reverse) a Receipt

The following instructions are for payments that are either NOT banked or if banked; the reversal feature is activated.
  1. Highlight the receipt to reverse 
  2. Receipts toolbar > Reverse Receipt
    1. For ePayment reversals, select if processing is:
    2. Via HICAPS (the Card is Required)
    3. Manual
  3. Click REVERSE

  4. To see reversed details from the patients file, place a tick in Show Reversed Records
Notes
Consider the refund option if you are issuing money back to the patient

Change the Payer name

  1. Right Click on the payment row
    1. Select Change Payer option

  2. In the 'Payment attributes' window:
    1. Change the payer to another member of family found in the Payer drop list
    2. Click OK

Change the Payment type

Change the payment type (method of payment),
Notes
Note: This is not possible if the payment has been banked. 
  1. Highlight the payment row in question 
  2. In the Details of Receipt section:
    1. Click into the Type field
    2. Select the new payment type from the drop list of available payments

Payment Date Is Too Far From Previous Payment Date

Adding a payment and getting this Error Message? Payment date is too far from previous Payment date

Causes & Fix

  1. When creating a receipt, this message will appear due to a previously created receipt having a date in past or in the future.
    Example: 

    1. Take note of the payment date
    2. Run the Total Receipts report (When running the report make sure to enter the correct dates: Enter the date of the future payment)
Info
If needed you can find more of these payments in the Total Receipts report (link coming soon)
  1. Back in the Receipts page
  2. Highlight the receipt row
  3. Enter the correct Date of payment

  4. Click YES to confirm changes
  5. The issue will now be resolved
Info

Links to other payment instructions

The processes below are not completed within the receipts page directly or are part of another process

Payments for Child Dental Benefit Scheme (CDBS):  CDBS Claiming section

Discounts: Managing Discounts

Bounced Cheques: Setup & Manage Baounced Cheques

Refunds After Treatment: Setup & Manage Refunds 

Surcharges: Setup & Manage Surcharges 

Rework Payments: Managing Rework payments

Receipt reports: Receipt Reports.


    • Related Articles

    • Working in the Receipts page in D4W

      Pay an outstanding balance / create receipt after creating an invoice, discount during payment from receipts, create a deposit, allocate a deposit to an invoice, process refunds, process bounced cheque, delete (reverse) a receipt, change the payment ...

    • General Settings Group for Accounting: Invoices and Receipts in Dental4Windows

      Find the General Settings via Location Setup > General tab > Group: Accounting: Invoices and Receipts General Settings Activate Discount Promotions Promotions are used to discount items based on promotions running at the practice for a period of ...

    • General Settings Group for "Accounting: Invoices and Receipts" in D4Web

      Custom Settings for Invoice & Receipt features. Note that the settings are listed here alphabetically for easier reading, however may not be in the same order in D4Web Where to find the General Settings page Click the navigation menu > Location Setup ...

    • Dental4Windows (D4W) with Xero Integration

      Dental4Windows (D4W) integrates with Xero so your receipt totals can be synchronised to your Xero Bank Feed. Read the details below carefully to select suitable options for the practice. Integration About the integration The D4W integration ONLY ...

    • Practice Strategies & Marketing Tips

      Listed below are in practice strategies and marketing tips for using eAppointments. eAppointments: In-Practice Strategies Patient Education through Staff Interaction Verbally educate patients when on the phone or in the practice Instruct your team to ...