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How to Edit the Received Dates of Payments

Occasionally you may come across the need to modify the date or method of payment recorded on a transaction. You can edit the payment received dates for both insurer and patient payments.

We highly recommend these Day End Procedures for reducing the need to backdate in the first place.

Here’s how all the different dates affect different reports:

  • Invoice date of Purchase - affects Sales reports
  • Applied date of Payment to Invoice - affects Compensation reports
  • Date of Payment / Received At - affects Transaction reports

To make our bookkeeping friends happy and keep you guys as accurate on your financial reporting as possible, only those with Full Access profiles can backdate payments.

Edit a Patient Payment Received Date

You can access a patient payment through their Billing tab in the Purchases or Payments tab.

  • From the Purchases tab, click on the blue patient invoice link or View

  • Scroll to the bottom of the page and click on the blue payment link

  • Click the Edit button on the lower right

  • Update the Received At payment date and click Save

Edit an Insurer Payment Received Date

You can access an insurer payment through a patient’s Billing > Purchases tab if you know the date of service of the claim you need to edit.

  • From the Purchases tab, click on the blue insurer invoice link or View

  • Scroll to the bottom of the page and click on the blue payment link

  • Click the Edit button on the lower right

  • Update the Received At payment date and click Save


You can also locate an insurer payment by heading to Billing > Insurer > Payments tab, then search by the reference number or payment amount.

  • Once you locate the payment, click View

  • Click the Edit button on the lower right

  • Update the Received At payment date and click Save


Applied to Invoices Date

Note that backdating the Received At will change the date that the payment shows up on the Transaction Report. We call this the Payment Date, (when it was charged).

When a payment is used to pay for something we call this the Applied Date (when it was used). This is the date that determines when this payment shows up on the Compensation Report.

*Changing the Applied To dates will affect the numbers of your past reporting, so do this with caution.

Undocumented changes to past reports can make your bookkeeper want to yell at us and can sometimes make you confused as to why your reports are changing over time. If you go ahead with these changes, tell your bookkeeper if it will affect your past months which have already been reconciled or pay periods for which you’ve already paid your staff.

Using the same steps to view the payment above, you can also edit the items for the date that the payment is applied.

If you’re unsure whether you should be changing the Applied Dates, or have any questions about how each field affects reporting don’t hesitate to reach out to us at [email protected]

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