When you receive a single check that may cover remittances for multiple Clients and multiple Sessions you may want to use the same Payment number across all Clients and Payments. The system will inform a user if the Payment number has already been used.
NOTE: Your system Permissions will determine what level of information you see in the alert message.
PERMISSIONS REQUIRED: You must have Administration Permissions or higher.
With Administration Permissions, you will see all uses of the duplicate Payment Number.
The message will indicate the Payment Date, Client's full name, and Invoice number of the applied Payment. If the Payment has not been applied it will indicate (unapplied payment).
- Click the Date to be taken to the payment.
- Click the Client name to navigate to Client's Ledger.
- Click the Invoice number to navigate to specific Invoice.
PERMISSIONS REQUIRED: Therapist assigned to certain Clients.
As a Therapist with access only to your Clients, you will be able to see a limited message when a duplicate Payment number is used. You message will only display the Client information you are able to see, but will indicate how many other Clients or records are using this payment number as well. You will not be able to view more information than that.
- Click the Date to be taken to the payment.
- Click the Client name to navigate to Client's Ledger.
- Click the Invoice number to navigate to specific Invoice.
PERMISSIONS REQUIRED: User with no Client Access.
You will be able to see that the Payment number was used, but you will not be able to see what Client or Record it was used for.
Same message with Permissions will apply via the Apply Payment modal screen. Clicking on the links in this tab will open up the information in a new tab leaving the Apply Payment modal open.