Advance Payment Refunds
The customer changes their mind, postpones indefinitely, or decides against the treatment — the deposit has to go back. A deposit refund records each of those, so money leaving the fund has a document and the liability to the customer is cleared properly.
Illustration of the Refund deposit screen
| Area | What it is |
|---|---|
| 1. Export button | Save the refund list to a file. |
| 2. Search and Refund deposit date | Search by customer; change the range for another period. |
| 3. Refund amount column | How much went back to the customer. |
The other columns: Customer, Phone, RD code and Branch. The last line is the total refunded for the range, shown in red because it is money out.
Where a refund is created
The refund is raised from the original deposit: open Advance payments, find the customer's deposit and refund it. Going that way keeps the refund attached to the original deposit, and the customer's deposit balance reduces itself.
Why track it separately
- It is money leaving the fund. Every refund has to be there at the end-of-shift reconciliation, or the drawer comes up short with no explanation.
- It says something about closing quality. A lot of refunds in one period usually points at something in consulting or scheduling — worth reading alongside deposits past their appointment date.
The reason is the only thing that will explain the number later. Three months on, nobody remembers why a large deposit went back if it was not written down.
Related
- Advance payments — the original deposit.
- Service Refunds — refunding a service already paid for.
- Receipts — all customer (patient) money documents.