Zencare Practice Management's financial adjustments feature allows you to easily make changes to invoices without having to delete the invoice and recreate it, or having to delete entire sessions and reschedule to update the amount charged.
Financial adjustments are useful when you have issued an invoice to a client and there is a dispute as to the amount charged. The original invoice can be modified, with the original amount charged either decreased or increased as needed. Financial Adjustments can also be used to forgive amounts outstanding that the client will not pay when you will not be using the Toggle Bad Debt option to write-off the amount owing.
Financial Adjustments on Unpaid or Partially Paid Invoices
To adjust the amount charged on a client's invoice, open their Client Profile in the Client's view and go to Finances, then select the Invoices tab. Select an invoice with the Unpaid or Part Paid status and then select the Adjust button.
The Balance Adjustment window will open displaying all of the line items included in the invoice. You will see the current amount charged for the item, along with a box allowing you to notated why an adjustment is being made. You can either use the up and down arrows to make adjustments to the bill, or write in an entirely different balance, and select the Adjust button to finalize your changes.
Note: When you are making adjustments, please keep in mind that you are adjusting the amount charged for the session before taxes. If this is an item that is taxed, the taxes will be calculated anew based on the adjusted amount charged you've entered.
Reporting for Financial Adjustments
Any adjustments that have been made can be viewed by going to the Dashboard view, then Data Exports and generating a copy of the Invoices Export.
Invoice Export
The Invoices Export includes details about each of the invoices for the selected date range. To get a copy of the Invoice Adjustment Export, make sure that the checkbox to Include Invoice Adjustments is selected on the Invoice Export before you select the Export button:
Invoice Adjustment Export
The report that is generated is based on the Adjustment ID, a sequential number assigned by Zencare Practice Management based on the order it occurred. You may see multiple adjustments for the same invoice throughout this report if numerous adjustments have been made to it.
To see all of the adjustments for a specific invoice number, you can filter the Invoice ID column of the report by that number to see the results. The Invoice Adjustment Export also includes the reason for each adjustment as it was input by the user at the time of the change.