In Cloud 9, there are several types of adjustments that may be required when managing ledgers. This article provides a overview of each adjustment type and outlines when it is appropriate to use them. For further details and in-depth guidance on specific adjustment types, please refer to the linked articles for additional information. The first step in applying an adjustment is to click the adjustment icon in the upper right of the ledger screen. (Icon Screenshot Below.)
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Balance Adjustment - The Balance Adjustment is the most commonly used adjustment type in Cloud 9. To add balance, enter a positive amount in the "Due Now Adjustment" or "Contract Adjustment" field within the adjustment window. To decrease the balance, enter a negative amount in the corresponding field. In some cases, you may need to transfer the balance between "Future Due" and "Due Now." For more details please see this article: Balance Adjustment Basics.
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Contract Adjustment - This balance adjustment is specific to contracts. To add balance to a patient's contract, enter a positive amount in the "Contract Adjustment" field. To remove balance, enter a negative amount. After completing the adjustment, verify the contract by checking the charge dates, autopay dates, and amounts to ensure accuracy. For more details please see: Balance Adjustment Basics.
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Discount Adjustment - This adjustment is used if a discount applies to the patient account.
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Write Off - This adjustment is used if a portion or all of a balance needs to be written off. Use a negative amount when writing off a portion of the balance. For more information please see these articles: Writing off a Due Now Balance. How to Write off a Contract.
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Refund Adjustment - If an overpayment occurs or a refund is owed due to treatment cancellation, a refund adjustment can be processed on the patient's account. Refund adjustments involve entering a positive amount to return the balance to zero or the desired amount. Please see this article for more details: Posting Refunds in Cloud 9.
- Transfer - Balance Transfer Adjustment is used to transfer a portion or entire balance from one patient to another, or from one ledger tab to another. For more details on this please see this article: Balance Transfer Adjustment.
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Correction - This adjustment type is used to correct payment or charge amounts for cash/check payments or credit card payments not processed through a payment processor. Corrections cannot be applied to adjustments, only specific payment and charge types. For more information please see this article: Corrections in Cloud 9.
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Reversals - The reversal adjustment type functions like an "undo" option, allowing you to correct errors such as an incorrectly entered late fee, a charge posted to the wrong patient, or the use of an incorrect payment type. Please note that a reversal used on a payment only removes the payment amount from the ledger; it does not refund the payment to the card. For more details see this article: Reversals and How to Use Them.
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Void/Return - The Void/Return adjustment refunds the payment and removes it from the ledger.. It applies only to third-party integrated payment processor card charges (e.g., Open Edge, FIS, Cloud 9 Pay). If done before settlement, it voids the transaction in Cloud 9 and the payment processor, returning funds to the original card, and removes the payment from the ledger. Once settled, Void/Return is unavailable; attempting it will produce an error, prompting a manual refund through your payment processor portal, though the payment will still be removed from the ledger. For a step-by-step guide please see this article: Void Return/Corrections and How to Use Them.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.