How to Apply Unapplied Self Pay

1) First, you need to pull up your Unapplied Report by going into Revenue Manager. Start by clicking Reports at the top of the page, then when it drops down click Financial Reports. More options will drop down and you will click Unapplied Payments-HBHS.

2) Next, a new screen will pop up asking you about the unapplied report you want. There are two things that are important to have. You want to sort by client name, and you want to make sure that only unapplied payments are checked off. When you are finished, click preview to view the report.

3) Once you are here, you are going to want to export the report to a PDF, so that you can save it. You do this by clicking the envelope at the top of the screen. This will bring up another small window that lets you choose what kind of file you want it to be. Select Adobe Acrobat (PDF) and click ok.

4) Next, another small screen will pop up asking if you want to export the full report, or only part of it. Click All in order to send the entire report.

5) You can save this report wherever you like as long as you can access it whenever you need it. Next, you need to go back into Revenue Manager and exit your last report to get back to the main screen. From here you will click the drop down menu to Transactions.

6) Once you click Transactions the screen will change. From here, you need to open the Unapplied Payments screen by clicking the three dots next to the $ UP.

7) The Unapplied Screen should pop up. From here, we need to make sure that Self Pay is selected by clicking the three dots next to Pay Sources.

8) A new screen will pop up telling you what pay sources are selected. If something other than self-pay is selected, you must change it by clicking the three dots in the upper right hand corner.

9) A new screen with two boxes should pop up. The box on the right is the selected pay sources, and the one on the left is a list of all the options. First, you must clear the selected pay sources by clicking on something in that box, then clicking the clear button. This will clear your selected box completely.

10) Once that box is clear, there is a shortcut to finding self-pay in the list on the left. If you click in the left box, then on your keyboard click Ctrl and F at the same time, a search box will pop up where you can search for self pay highlighting self pay in the left box. Once it is highlighted, double click on it and it will bring it over to the right box.

11) Once you have self pay in your selected pay sources box, you can click ok and it will bring you back to the previous screen.

12) Next, you click close to bring you back to the unapplied payment screen.

13) Now that you are back to the unapplied screen, you will need to select a client from your unapplied list the same way that you selected your pay source. Click the three dots next to clients, then repeating steps 8 through 12, except you search by client code. It is easiest to do this by copy and pasting the client code right from the Unapplied Report that you saved.

14) Once you have both self pay and your client selected, you can click add to grid so that all of the selected client’s unapplied payments show up in the bottom grid.

15) From here you select the first payment that you would like to apply. I am going to select the first payment on my unapplied list for my client, Someskhara Pillai, Santhosh, on 6/4 for $33.00. The payment should highlight in blue, and then I click process.

16) Next, a new screen will pop up with services that the client still needs to pay. From your unapplied list, you look at the service date of the payment you are applying to know which service to choose. You can see from the client I chose, that the service date was 5/29 for a charge of $65. In order to actually match them up, you need to tag the service by clicking on the service. Next, on the keyboard click Ctrl and T at the same time. Once it is tagged, the N on the left will highlight green. Also, above the applied number will change to the amount that has been applied, and the remaining number will subtract the amount that has been applied.

17) There are a few different circumstances that can happen when applying. Some of them can even happen at the same time. If the amount of the service charge is exact to the payment, there is nothing more you need to do, except click OK. Another circumstance is if someone paid multiple complete charges with one payment. In this case, you just tag all the services that this payment should be applied to and click OK. The third circumstance is a bit more difficult. The client I have chosen is an example of this. The payment is not large enough to pay the entire service charge at once. This client only paid $33 of the $65 service charge. In this case, you tag it just like any other charge, but after you have applied what you can, you must click OK and completely exit the unapplied screen back to the original transaction screen. Once here, click the circle that says Applied UPs. Next you want to click into the first client ID box, and click the clear button which looks like a magnifying glass.

Once you have clicked the search button, the grid should become empty. Enter the client ID into the client ID box and click search which looks like a magnifying glass with a green arrow. This will bring up all applied transactions for that client.

Find the payment that does not have enough money for the service charge, and put a W in the Flag box. Next, click the check mark so that it knows to save the change. This W in the flag will tell the computer that the service charge should waterfall and not close, so that we can apply more money to it later.

After you have saved the change, you will need to click the reset button to bring all the applied payments back up for next time. This button looks like a magnifying glass with a green arrow that circles the magnifying glass.

You will need to use this same process of putting the W into the Flag if someone has paid a service in multiple payments. In this case, you must put a W in for all of the payments, so that it doesn’t just apply one of them and then close it. Another important thing to know when applying multiple payments to one charge is that after you tag a charge, it has not been processed through yet, so it does know know that the money has been subtracted yet. This means that when you go to apply the next payment, you need to make sure you apply the right amount, and do not apply too much. Also, if the second payment has more money than it needs, it will still apply as much as possible so you need to change the amount in the payment box

The actually applying process is not black and white, so you must use your best judgment using addition to figure out the best way to apply all the payments.