Adjust a client balance

Adjust a client account balance right from the Financial Activity tab when you need to:

• Manually add a finance charge to an overdue balance.
• Apply a forgotten discount, forgive a finance charge, or add other credit to the total client account balance after the client visit.
• Process a returned check.
• For new Neo conversion customers: Carry over outstanding balances from your previous software.

Permissions: System Admin or Branch Manager

Note: If you do not have the System Admin or Branch Manager permissions, you will not see the Adjust Balance button on the Financial Activity tab.

• See FAQs: Balance Adjustments for answers to common questions.
• See Manage balance adjustment reasons to learn how to create additional balance adjustment reasons.
• See Configure monthly finance charges to learn how to enable automatic monthly finance charges.
• See Apply a discount to a consultation product line to learn how to add a discount to a single patient invoice.
• See Calculate and add finance charges to learn how to manually calculate your finance charge amounts based on outstanding balances.

Balance adjustments are included on the following reports:

Report Group	Report Name
Client	Accounts Receivable Aged Accounts Receivable Balance Adjustments Individual Client Payments and Invoices
Tax	Sales Tax Summary - Cash Basis
Sales	Payments collected at other branches Total Practice Revenue grouped by branch

Adjust a client balance

1. Click on the Clients tab.
2. In the search fields, enter the client’s first or last name. You can click the plus sign to add more filters.
3. Click Go.
4. Click the client in the list.
5. Click the Financial Activity
6. Select All Client Activity from the dropdown to view the client’s entire financial transaction history.
7. Click Adjust Balance. 
8. Enter the balance adjustment information.
   • *Reason – the reason for the adjustment. Example: Returned Check, Balance Adjustment, Finance Charge.
   • *Adjustment Amount – the amount of the adjustment to apply the client balance.
     Tip: Enter credits as a negative number.
     Note: The New Balance will automatically be calculated by Neo.
   • Notes – additional information you want to record for this adjustment.
   Note: An asterisk (*) denotes a required field.
9. Click Save.
   Tip: Hover your mouse over the Balance Adjustment activity to view the reason and user who entered the adjustment. 

Apply a credit balance adjustment to pay invoices

You can use an unallocated credit balance adjustment to pay one or more invoices.

1. Click on the Clients tab.
2. In the search fields, enter the client’s first or last name. You can click the plus sign to add more filters.
3. Click Go.
4. Click the client in the list.
5. On the client record, click Collect Payment.
   
6. Select the credit and one or more invoices it should apply to.
7. Click Pay or Refund.
   Tip: You will see the Refund button when the credit amount is greater than the invoice. To leave the remaining credit on the account, edit the Refund Amount.

After you apply a credit balance as a payment, a payment transaction will be created under the Financial Activity tab.

• Any Invoice IDs the credit was allocated to will appear under the payment.
• The Balance Adjustment ID will appear under the payment for each invoice the credit was applied to. Example: Balance Adjustment #84840 was allocated to two invoices: