Setup Payment Methods


Capable 21C is shipped with the more common payment methods preconfigured.  However, it also has the ability to handle new or custom payment methods.  There are also features to tune up how those payment methods appear and are used by Capable 21C.  This knowledgebase article discusses how to setup payment methods, and how to get the most from Capable 21C by tuning their configuration settings.

Underlying challenge

Each payment method has a number of settings that affect the way that Capable 21C uses that payment method, and how it influences patient/client and clinic finances.


To create and edit payment methods:

  1. Go to Setup|Setup Payment Methods
  2. Click the Insert button to create a new payment method, or double click on an existing payment method to alter it.

For each payment method, the following settings apply:

Include in statistics for average dollar, etc.

This value was included for legacy systems and is only applicable for reverse compatibility.

Requires special details for banking slips

Banking slips print additional information for cheques to facilitate the banking process.  This additional information is typically a bank/branch code and an account code.  Other payment methods may not need this additional information (eg Cash).  This option should only be enabled for payment methods where the office requires the extra information and is prepared to slow down the invoicing/receipting procedure to allow an operator to key it.

Include on Cashing Up window

Most payment methods should be included on the Cashing Up window to allow an operator to see a total for that payment method at the end of the shift.  However, some payment methods may not be required on that window (eg Credit Journal Entries).

Payment is normally received from insurers

Capable 21C explicitly records whether services, products and payments are to be billed to a third party, or directly the patient/client.  If a payment method is only ever received from a third party, this tick box should be ticked.  In the case of Cheque payments, it is advisable to have two payment methods configured (eg Cheque from Patient, and Cheque from Insurer).  See also KB-Balance Insurance and Private Patients

Available during normal invoicing

Some payment methods may be required, but only ever used infrequently.  For ease of use, it is possible to untick this box, thereby excluding the payment method from the usual fly-out menu of payment methods seen during invoicing/receipting.

Abbreviation used on transaction summaries

The transaction summary report shows columns of figures for the different payment methods.  If there are many payment methods, the columns can become congested, and the column headings can overlap - making the report somewhat unreadable.  By keying a shorter abbreviation in this box, the column headings can remain meaningful, but much more narrow.

Extra fee when using this payment method

Some offices charge an administrative fee when a particular payment method is nominated (eg Credit Cards or EFTPOS).  This fee can be configured either as a percentage of the total, or as a flat fee.

Detailed Information

Note that it is also possible to resequence the payment methods via the Menu Position tab.  This allows the more commonly used payment methods to be moved to the top of the menu.

This knowledge resource is designed for use on a Windows (tm) XP system operating at a screen resolution of 1024x768 or better. Windows Media Player must be installed for this training resource to operate correctly.

Copyright 2008 Capable Software Pty Ltd

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