To remove a credit memo created through a gift card balance transfer, you’ll need to zero out the balance using a Refund product and refund the patient externally. Once complete, the credit is cleared from the patient’s profile and the account is balanced in Jane.
Getting Started
Before you begin, make sure you have the following set up:
- A Refund product: You’ll need a product in Jane called “Refund” set to the amount of the credit. If you haven’t created one yet, see our guide on Creating a Product.
- This workflow will cause Jane’s records to differ from your external accounting software. Confirm with your accountant or bookkeeper before proceeding.
Instructions
- Go to the Patient’s Profile > Billing > New Purchase.
- Search for and select the Refund product.
- Click Receive Payment and apply the existing credit memo to pay for the Refund product.
- Refund the patient externally, outside of Jane, for the same amount.
What to Expect
After completing these steps, the credit memo balance is reduced to zero and the patient’s account is balanced in Jane. The Refund product sale appears in the patient’s billing history. Since the refund is processed outside of Jane, your external accounting records will differ from Jane’s records. Your accountant or bookkeeper can help reconcile this.
Important Notes
- You cannot delete a credit memo created through a gift card balance transfer directly. This workaround is the only way to clear the balance.
- The Refund product you create for this workflow can be reused for future cases. You don’t need to create a new one each time.