Reverse B&M amounts – Start-Up Balances

To credit a legacy (old) B&M Amount, if it was entered as a Start-Up Balance, you can just delete it from the Start-Up Balances in Config>Accounting>AR Start-Up Balances – consult with SH if unsure.

Reverse B&M amounts - Invoiced & Sent to HSP

Overview

For customers incorrectly invoiced, SH doesn’t have a way to reverse only the B&M so you have to add a private Invoice to do it.

Configuration details

In Config>System>Application User in Security settings, make sure the user has access to change rounding amounts. 

Read all of next section on adding categories before you begin. 

If you don't already have it, in Config>Inventory>Categories you will need to add a new category for reversing the tax component to the correct account. You will also use the HSP category - usually set up as number 02. The new category could be 03 if it isn't already in use, or 02T, for example.

Setting up the categories: Check one of your existing hearing aid categories and look at the "HSP Revenue", 2nd from the bottom on the right. 

 Make sure this account is in the first Revenue account in your HSP Category.

For the tax reversal category, look for the account that tax is exported to in Config>Accounting>Export Set Up and make it the Revenue Account in the tax category.

Ensure that both have Tax 2 ticked

Products

If you don't already have them, you will also need 2 products added to the Inventory to do the reversal on a private invoice. Check first to see if you have them.

• Add a product called B&M Credit to the HSP category 02 - Main Menu>Inventory> Product Information - say 02-1
• Add a product called B&M Tax credit to the HSP Tax Reversal category - say 03-1

Create a private invoice and added the two products with a negative quantity to make a total negative invoice matching the original.

• Add 02-1 with quantity -1 for the amount without tax
• Add 03-1 with quantity -1 for the tax component of the B&M fee

- Use today’s date (original claim may be a closed accounting period now] - or check with your bookkeeper.

In the last Totals screen, the cursor will default to and highlight the Rounding amount. Type 0 and press enter, then continue on to save the invoice.

Cross-applying the two documents

From the Main Menu select Receive Payments for this patient, and for the payment method X-APPLY, tick the B&M balance owing on the original claim, and the new Reversal invoice and press enter. The payment should net to $0.

Reversing B&M on an un-batched Claims, Daily Close complete  - Void Claim

If Claims have not been sent or approved in a batch, they can be voided – open the claim and click VOID. Uncheck the sent box if necessary, and make sure that the account balances after it is done.

If you click VOID, per the OHS user guide:

• it creates 2 new documents; one to reverse the original and a new one the same as the original that you can untick the B&M tick box on.
• It writes them off against each other and they disappear from view in the Patient file, but can be accessed by typing their numbers in Sales, Repairs & Orders>OHS Claims

Turn on auto rounding – this is required for exports to Xero. OHS takes care of itself, but a private invoice reversal of an OHS amount doesn’t not respect OHS rounding, hence the need to turn it off for this purpose, then on when you are done.

Validation Rules

In OHS Claims, the reason the tick box is auto-ticked is because of the Validation rules in Config>OHS Items. To summarise: If you use certain OHS items, the rules ensure that it auto-ticks that box, so you will have to be vigilant with Transfer patients who already have a B&M claim. For them, you will have to use an item that doesn’t include B&M (I’m not sure for the OHS rules here) or:

• Set their Maintenance Expiry manually in the OHS Claim field in the Patient Info
• Untick the B&M box on the claim for items where it is auto ticked.

Please check the Validation rules.  SH set them up for you but always advise you to check, not being audiologists ourselves.