Cash Up misses payments
Sometimes, an afternoon Cash Up may appear to be excluding payments that can be
confirmed to have been received during the afternoon shift. This
knowledgebase article explains why this might happen, how to fix it, and what to
do to prevent it from re-occurring.
When invoices and payments are processed, they are generally recorded using the
time on the computer clock. So, if you process a payment at 10am, it is recorded
internally with a time of 10am. However, there are some circumstances where an
invoice (or payment) can be recorded with a different time. The most common of
these is where a patient is booked for an appointment in the afternoon, but
arrives in the morning. If the operator simply clicks on the afternoon
appointment (without first moving the appointment into the morning shift), then
the invoice (and payment) is recorded with an afternoon time.
Later on, when the morning shift is cashed up, the system becomes confused.
Whilst you may be cashing up around lunchtime, the system sees an invoice (and
possibly a payment) already recorded for a time much later in the day. To cope,
the system artificially moves the close-time for the morning shift to be
mid-afternoon so that it encompasses the stray invoice. At that moment in time,
everything appears to be fine - but when you cash up your afternoon shift, the
system has become very confused, as it thinks it is cashing up monies from
"mid-afternoon to end-of-shift" instead of "lunchtime to end-of-shift".
To prevent the problem from re-occurring
Make sure that if someone arrives in the morning, but has an appointment later in
the day: Move the appointment before you process it.
To fix the problem if it has occurred
Go to the Management menu and choose 'Review Cash Ups'. This will allow you to
spot the problem cash-up, delete it, and re-enter it at the correct time.
However, note that this will have happened because of a 'stray invoice' (as
described above), and it may make the proper end-of-day cash up look a little
strange even once you've fixed up the lunch-time cash up.
No further detail
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