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How to Create and Apply a Credit Memo in Jane

  1. Billing
  2. How to Create and Apply a Credit Memo in Jane

    3. 3 min read
    Balance Plan Practice Plan Thrive Plan

Use a Credit Memo to record value when no payment has been received, for example, a service trade or a promotional treatment. Unlike a standard account credit, a Credit Memo doesn’t affect cash flow or income reports until it’s applied to an invoice.

If you’re creating a credit from an actual patient payment, see our guide on Creating a Patient Credit instead.

Instructions

  1. Go to the Patient’s Profile > Billing > Credit Memo.
  2. Click New Credit Memo.
  3. Enter the date, a short description, and the amount.
  4. Click Save.

An image of an example credit memo with all the fields completed

Applying a Credit Memo to an Invoice

Once a Credit Memo has been created, you can apply it through your normal payment workflow.

📣 Heads up: Credit Memos can be applied to membership invoices, but the payment must be processed manually. If a membership is set to automatically process payment, the credit card on file will be charged before the Credit Memo can be applied.

  1. On the second Receive Payment screen, remove any pre-populated payment methods by clicking the X beside each one.
  2. Click Add Payment Method.
  3. In the pop-up window, select Account Credit.
  4. Complete the payment workflow as usual.

An image of where to select the account credit as the payment method

What to Expect

The Credit Memo is applied to the invoice and the invoice balance updates to reflect the amount covered. If the Credit Memo covers the full invoice amount, the invoice is marked as paid. If a balance remains, you can apply an additional payment method to cover it.

Important Notes

  • Any staff member who can view a patient’s profile can adjust or delete an unapplied Credit Memo.
  • The amount on a Credit Memo cannot be edited once it has been applied to an invoice.
    • To change the amount, a staff member with Full Access or above will need to unapply it, delete it, and create a new Credit Memo with the correct amount.
    • The original Credit Memo remains on record but cannot be applied to future invoices.
  • The Payment Date on a Credit Memo cannot be changed. The Credit Memo Date and the Applied Date can be changed if needed.
  • Since no patient payment is received, Credit Memos do not appear on the Transactions Report or the Daily Transactions Report.