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How to document check refund to clients inside SP?

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13 comments

  • Kristen Majchrzak

    Hi Bibiana.  I just completed documenting a check refund in SP...and it's pretty easy.  You go to the "add payment" section on the clients billing page.  You can then add your refund amount with a negative " - " balance. For example, if the refund is for $50...you would enter -$50 in the box provided.  You can also enter your refund check #.  This will make the adjustment on the account and you can create an invoice documenting the refund in SP and print it out to include it with the check to your client.  I hope this is helpful!  Kristen

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  • Southern Oregon Alternative Medicine

    When I do this, it shows up as a CR (credit) on the clients acct - in the balance section.  Am I missing something?  Is there any way to change this and actually have it show up like a refund...? And do you know how the CR way comes out during reports?  Does it show up as a credit towards the client? I appreciate any help! 

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  • Johanna Miller

    I'm having the same problem.  It is showing as a client balance after I enter the negative amount in the "Add Payment" section. 

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  • Southern Oregon Alternative Medicine

    Yes... Very frustrating... I was playing around with trying to do this and now I have a client that shows they have a $240 balance and or/credit.... and there's also no way to DELETE that payment... at all... at least that I have found.  I guess I'll be going to YouTube.

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  • Rebecca Denby

    Greetings from Canada!

    You can go into the Billing section of the client file (beside Overview) and delete each payment that way. That doesn't document a refund, but Kristen covers that above (which you want to follow so that your records are accurate). Deleting a payment is helpful when you have entered it in error. For example, I once entered the same payment twice. 

     

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  • Rebecca Denby

    Also, for those with credits showing on their clients accounts, maybe you did not complete the step of creating an invoice for the refund? If so, please see Kristen's comment for instructions. 

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  • Southern Oregon Alternative Medicine

    Rebecca, 

    When following Kristen's advice, it shows up as a credit, or an added balance that has not been paid.  There is no way (that I have found) to delete this type of payment without an invoice, as this just generates a random payment attached to nothing... Even going into the original invoice and -$removing/editing it creates a credit.  It's pretty odd.  

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  • Ruth

    Hi Everyone - Although Kristin and Rebecca are correct, if the system doesn't recognize an overpayment to begin with, a negative payment will register as a client balance. On a different note, a client credit will appear if you didn't add a "-" sign before entering the payment amount and added a positive payment instead. Client credits indicate that the client paid more than you charged them, while a balance indicates an underpayment.

    If you haven't enabled automated invoicing, or haven't been creating invoices for your client's regularly, then then there will be a link with an Uninvoiced amount in your client's BILLING OVERVIEW box, to the top right of their client file. Uninvoiced fees aren't included in your client's billing calculations, so click on the Uninvoiced link if there are sessions you need to invoice for the client. This may be why a client appears to have a balance, or credit when they shouldn't.

    You can also create a Statement from the client's Billing page by adjusting the date range > +Create New > Statement. The Statement is a running receipt of charges and payments made within a date range for the client. Using the Statement, you may be able to identify why your client's billing is off. 

    If you'd like us to investigate a specific client's billing, please submit a Help Request from your SimplePractice account. Click on the "?" icon to the bottom right > Get Help > Ask Question > Contact Support > Email. You can also click here to submit a Help Request: SimplePractice Help Request Form.

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  • Neda Lopez LCSW, CSAC

    I attempted to resolve a client's record for unallocated credit.  The client was charged a copay but the insurance ended up paying the allowed amount.  I refunded the money through card transactions.  The client's record shows a 0 balance/ no credits.  However, it did not take resolve them still showing on the unallocated report once resolved.  Once I resolve the issue in the client's record, how do I get it to come off the unallocated payments in the report section.

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  • Kara Bolling

    I was just successful in getting client balance back to zero after issuing a refund. I followed Kristen's advice and added a payment in the negative amount. Then the client's account showed a balance of the amount. I then added a new invoice and changed "Initial client balance" to "Client refund for xyz". In the amount section of the refund, I typed the negative amount again and the invoice displayed the amount as a credit. However, when I saved the invoice, the client's balance went back to zero. Fresh start.

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  • SDPS Admin

    How can this be done with the new billing changes? I tried to do a negative payment but it wouldn't let me. The money the patient paid is too old to refund to her card. 

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  • Timothy Robinson

    ^^^ same problem. We need a way to document refunding/reimbursing clients via check.

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  • SDPS Admin

    @Timothy Robinson - I figured it out. When you click on the card payment transaction (even if its too old to refund to the card), and it says "stripe" but you can click a drop down and select check and put the check number. I had to do this across multiple appointments because you can still only refund the amount that was charged on the card, I just listed the same check number for each refund. 

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