Problem: accounts to be paid

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  • Updated 5 years ago
I have some accounts that are outstanding. Monies were paid to us from an outside source, for more than one patient, but in the form of a deduction on their invoice, for quite a number of account over a few months. So we never actually physically received the money from them to pay the account. So I don't want to pay it as a direct credit because I don't have the money. And It has been sitting in my 90+days for some time and my boss is not quite sure how to pay it off. It is almost a credit received, but no monies have changed hands, please help
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Jo Micallef

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  • frustrated

Posted 5 years ago

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Timothy, Business Care Manager

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Hi Jo. We are having a little trouble understanding your request as this doesn't sound like a typical situation. I'm not sure if money has been paid or hasn't been paid?

Generally when you receive money for an invoice item you should pay off that item specifically against that patient file. That is if you receive $200 for 4 x consult @ $50 and the total outstanding is $600 you would specifically allocate the money to each of the 4 x $50 invoices. The balance would then be $400 and the 4 invoiced items will be marked as paid.

If for some reason you're not sure what item they are paying for, or wish to hold the funds against their account, you can make an unallocated payment on the file and apply the payments to the invoiced items when you have more information.

You might need to open a support case for further assistance at
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Hi Jo.  If you are doing the financials on another software such as MYOB and Reckon (and not just Frontdesk)  then I would do the following.  Receipt against the patient in Frontdesk using direct deposit (not cash, eftpos etc) as whether you physically received the cash or not (i.e. they applied payment against monies owed to them from you) it is still income earnt.   Enter this as income on your accounting software into a 'clearing account' not your bank account.  Do a general journal transaction - debit the expense account applicable to the monies you owed them and credit the clearing account.  For example if you owed them for accounting fees $100 then it would be debit accounting fees $100 and credit the clearing account $100.  This way you have cleared the debt in Frontdesk, recorded it as income (ATO happy) and you have also recorded the expense for your financials.