Account Deposits allows you to take deposits and disperse those funds as account credits to invoices, issue account refunds, and unapply payments on invoices to issue an account credit.
Table of Contents
Permissions
Users will need to have the payment_unapply permission added to a role in order to see the 3-dot menu next to Visit Invoice and be able to Unapply Payment(s).
Account Deposits
In the Payments Account tab, you can enter a Deposit amount that will be applied to the Client Account as an Account Credit (Unapplied Payments):
You can also Unapply Payment(s) using the 3-dot menu next to the Visit Invoice and issue as an Account Credit.
Applying Account Credit to Invoices
When there are funds available in Account Credit (Unapplied Payments), you can use Account Credit as a payment method that will be used to pay off invoices. This method is available on both the Invoice and Account tabs in the Payments panel.
When you apply an Account Credit to Invoice(s), you’ll see two ledger rows:
- Transfer from Account Credit (Unapplied Payments)
- Payment – Account Credit (Unapplied Payments)
Hovering over the ledger row will display any notes associated with the payments:
Unapplying Payments from Invoices
If there is a settled payment made to the invoice, you can use Unapply Payment(s) in the 3-dot menu of an Invoice to turn it into an Account Credit.
Gravity Customers: Pending or Canceled Gravity transactions are not available to unapply and those unsettled amounts will be subtracted from the Available to Unapply amount.
The Amount and Note are mandatory fields.
Once you click Unapply Payment, two ledger rows will display to indicate a Payment was Unapplied from the Invoice and a Transfer was made to the Account Credit (Unapplied Payments).
Account Credit (Unapplied Payments) Refunds
In the Account tab (formally Account Payoff), you can make refunds at the Account level. This transaction will issue a refund from the Account Credit (Unapplied Payments) amount available. You cannot refund an account more than the credit balance, and the option to Refund won’t display if there are no funds in Account Credit (Unapplied Payments).
Analytics
The following Analytic Reports display data from Account Deposits and Account Credits:
Accounts Receivable (A/R) Summary Report – Any Account Credits will display under the Unapplied Payments column.
Provider Summary – Total Collected Invoicing Report – Account Deposits will treat Account Credit payment methods as a payment on the invoice and include the transaction amount in the total collected invoicing amounts on this report. It will also treat unapplying payments from invoices as refunds in the total collected invoicing amounts on this report.
Practice Summary Report – Total Deposits (Pre-Payment), Total Refunds (Account Deposit), Total Refunds (Invoice Payment), and Total Payments (Excluding deposits) will provide data in the Financial Metrics section. It will not include any transactions made using the Account Credit method. The Average Client Transaction and Average Income Per Hour will include Deposit amounts.
Transaction Summary & Transaction Details Reports – Deposit type transactions will display as Deposit (Pre-Payment) and Refund (Account Deposit). It will not include any transactions made using the Account Credit method.
💡 Learn more in our EMR Financials and Account Ledger Guide or EMR Invoice Guide!