For Open Edge;
To refund the amount in Denticon in order to reverse the previous credit card transaction which was generated using the Open Edge credit card processing integration within Denticon:
Access the account, using the desired patient as the active patient record
Access the Transaction Entry screen through (1) the word “Transactions” and choose the “Transaction Entry” option from the drop-down box, or (2) the Transaction Entry icon in the picture toolbar
Select the Payments/Adjustments tab
Select the “Adjustment Types” radio button
Select the adjustment “REV PMT - CC AutoRF” (NOTE: in some Denticon accounts, the entry may read: “REV PMT – Credit Card Chg Back”)
Select the processed Open Edge payment from the list at the bottom of the screen – the Amount field will auto-populate with the full amount, edit to enter the partial refund amount.
The correct provider name which was originally associated with the original payment transaction is indicated – do NOT change the provider
Input any desired notes in the Notes field
Click the Apply button
At the end of the financial day, the Open Edge processing will refund the amount of the previous transaction
TSYS TRANSACTIONS
Please note that TSYS does not accommodate partial refunds via Denticon. You must refund the full amount and then charge the card again for the new amount. You must have the credit card information available, no card information is stored in Denticon.
If using TSYS credit card processing services in Denticon, all financial transactions begin in Denticon. Failure to work in Denticon first will result in error messages.
For only offices which use TSYS for credit card processing – By using the defined steps, the full refund for the previous amount as well as the payment for the partial amount will process to the credit card during the regular overnight processing function from TSYS.
Step 1 – Refund the full amount in Denticon in order to fully reverse the previous credit card transaction which was generated using the TSYS credit card processing integration within Denticon:
- Access the account, using the desired patient as the active patient record
- Access the Transaction Entry screen through (1) the word “Transactions” and choose the “Transaction Entry” option from the drop-down box, or (2) the Transaction Entry icon in the picture toolbar
- Select the Payments/Adjustments tab
- Select the “Adjustment Types” radio button
- Select the adjustment “REV PMT - TransFirst CC AutoRF” (NOTE: in some Denticon accounts, the entry may read: “REV PMT – Credit Card Chg Back”)
- Select the processed TSYS payment from the list at the bottom of the screen – the Amount field will auto-populate with the correct amount
- The correct provider name which was originally associated with the original payment transaction is indicated – do NOT change the provider
- Input any desired notes in the Notes field
- Click the Apply button
- At the end of the financial day, the TSYS processing will refund the full amount of the previous transaction
Step 2 – Obtain the credit card information from the patient to initiate the new charge amount. Enter the amount of the correct charge which should be applied to the credit card.
NOTE: The “REV PMT - CC Auto RF” (aka: “REV PMT – Credit Card Chg Back”) adjustment code is used specifically and exclusively for full refunds of credit card transactions that are generated in Denticon via TSYS or Open Edge credit card processing services.
NON-TRANSFIRST TRANSACTIONS
If an office does not use TSYS or Open Edge for credit card processing, two steps must be accomplished.
Step 1 – Refund the amount in Denticon, to affect only the Denticon ledger
- Access the account, using the desired patient as the active patient record
- Access the Transaction Entry screen through (1) the word “Transactions” and choose the “Transaction Entry” option from the drop-down box, or (2) the Transaction Entry icon in the picture toolbar
- Select the Payments/Adjustments tab
- Select the “Adjustment Types” radio button
- Select the adjustment “REFUND – Credit Card”
- Ensure the correct provider name is indicated
- Input the amount of the refund
- Input any desired notes in the Notes field
- Click the Apply button
Step 2 – Refund the amount using the office’s separate credit card company’s protocol to financially process the credit card refund to the credit card
