Write-off functionality is for Variance Amounts (Amt Paid is < Amt Due) left when the third party amounts paid are less than the amount billed from third party reconciliation. The following functions support processing write offs:
Reconciliation Write Off Options. These options work in conjunction with new Employee Security Options to allow users to determine levels of write-off functionality for individual employees. Options are:
Small Variance Amounts - Enter a beginning and ending dollar amount to define the range. For example, $0.00 to $5.00. Default = .00. The fields are six characters in length including the decimal.
Large Variance Amounts - Enter a lower and upper dollar amount to define the range. For example, $5.01 to $20.00. Default = .00. The fields are six characters in length including the decimal.
NOTE: All amounts fields must be greater than .00 or Process Write Offs feature will be disabled. When updated, users will need to Log Out and Log In again to enable menu option.
Employee Security Options
Process Write Offs, in General Security Rights/Reconciliation. These options determine what level of write-off amount an employee can process. Options are the same as the Store Control/Store Level Options/Pricing Options. Default = unchecked.
Process Write Offs
1. Access System Utilities, Reconciliation, Process Write Offs. A Select Options screen displays. Click here to view the Select Options. By default, use the Sort Option of Rx Transaction-1st Billing Date. Click Finish. A scan of transactions based on the Select Options displays.
2. The Potential Write Off Report is accessed from the scan. Click Print, Potential Write Off Report. The printed report lists all items in the scan. Sample Report
3. The Post Write Offs function is available from the Process Write Offs scan. Click Post Write Offs and all items in the scan have the Amount is a Write Off flag turned on. Before the flag is turned on, the amounts in the scan are compared to the Employee's Security Settings and the Store Level Options setting. If there are items in the scan that cannot be written off based on these settings, a message displays. After the Post Write Offs function is complete, generate a report of all items that were written off. Sample Report
Transaction Record
Click Recon Info, to the Transaction Record vertical toolbar to display information from the Reconciliation and Transaction files. Information is available from primary, secondary and tertiary payors.
Reports and Data Export
The Reconciliation File is available in Customized Reports and Data Exports.
Void, Compress and Archive
If transactions are voided, the Reconciliation Record remains active and linked to the transaction as the Transaction Record is still in the system. If Prescription Transaction compression or Archive Rx Transaction Records is performed, any transaction that is removed will have the associated Reconciliation Record flagged for deletion.
