This article refers to Refunding an Inventory Item.
If you’re looking to refund an appointment check out this article.
To fix a payment taken or applied in error, see this one.
If you’re looking to refund an inventory or product purchase, there’s a two-step workflow.
1. Reverse the Purchase
Head to the “Patient Tab”, find the patient, and then proceed to the “Billing” tab. On the Purchase tab find the inventory sale and then click the drop-down menu beside the “View.”
Click the “Refund Purchase” button to let Jane know the product is being refunded.
This tells Jane to add the number of units sold back to the product inventory and disconnect the payment from this product. The payment will now be available as a credit on the patient’s account. This step removes the sale as a negative transaction from the practitioner’s compensation report if you’re using the Collected option, but does NOT create a refund on your Transaction Report, since at this point the patient has not been given any money back. The patient can either use this credit against future appointments/sales or you can refund using the second step below.
Pro Tip: If the product was invoiced erroneously and no payment has been applied yet, select Delete Purchase instead to remove it from the patient’s account without creating a refund activity line.
2. Refund the Money
Head over to the Payments tab. Find the payment that was used to pay for the inventory purchase. It should now have a Balance Remaining Total. Click on the “View” button to see the payment details and look for the “Refund” button on the left.
Once you click the “Refund” button, a list of options will drop down for you to choose from. This is where you let Jane know how you’ll be processing the payment refund, i.e: returning payment to the patient via Cash, VISA, Debit, etc. If you have multiple locations, your Payment Methods from both locations will be available in this list.
If the payment was taken using the integrated Jane payments, you can directly refund the payment back to the card on file by selecting the first option from the Refund drop-down menu.
This refund will now display on the corresponding practitioner’s Compensation report as well as the Transaction report for that day. Un-applying the payment will take the payment off of the Compensation report while processing the refund will create a negative transaction on the Transaction report.
To double-check dates just “View” both the Purchase and the Payment to see the dates that will be reported
🔥 Hot Tip: Click on View Log to see the history of the product’s inventory additions and depletions: