In the instance that you need to write off a patient's due now balance, there are a few steps you'll need to take.
You'll start by making sure the balance you want to write off is in the Due Now section of the ledger. For more details on how to do that, please see this article: Moving Money from Due Now to Future Due or Future Due to Due Now.
We'll open up the adjustment box, which is the button with two arrows facing in opposite directions, and in the new pop up window that appears, set the adjustment type to Write Off.
Once you have selected the adjustment type, please enter the negative amount that you wish to write off in the Due Now Adjustment box. This can be either the full amount that's in Due Now, or a partial amount.
After entering the amount to write off in the Due Now Adjustment box, you'll notice that the After Adjustment amounts have changed. In this instance I've written off the entire balance, so in After Adjustment the balance is now $0.00.
At this stage, it is important to provide a comment in the Comment box. It is advisable to include an explanation for the write-off of the Due Now balance, which will serve as a helpful reference for the reason behind this adjustment in the future.
After that, you can hit save, and you will see the adjustment reflected on the ledger! The adjustment line will appear with the amount and your comment, and the Due Now and Total Due at the top of the ledger page should reflect the remaining balance - in this case, zero dollars.
Leaving a Negative Balance for Refund
If you need to leave a negative balance in order to issue a refund, you can repeat the above steps until you enter the amount to write off in the Due Now Adjustment box. Here, we will add the amount of the refund owed, to the amount of the remaining balance to write off. For example, this patient needs to be refunded for the payment they made of $800.
In this case, we we would write off the full $5000 (the remaining balance to write off) plus the $800 (the refund owed), for a total of $5,800.
You'll see that now the After Adjustment box reflects a negative balance $800, or an $800 credit. This sets you up for the next step, adding a Refund adjustment. For more information about adding a refund, please see this article: Posting Refunds in Cloud 9.
If you find that you need to write off an entire contract instead of a Due Now balance, please see this article: Writing off a Contract.
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.
Writing off a Due Now Balance
