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 (if B&M will be rounded). 

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. 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 02 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 new tax category.

Ensure that both categories have Tax 2 ticked.

Products

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

• 02-01 Add a product called B&M Credit to the HSP category 02 - Main Menu>Inventory> Product Information. If not available try the next number or check the products.
  
• 03-01 Add a product called B&M Tax credit to the HSP Tax Reversal category
  

Credit Invoice

• Add 02-1 with quantity -1 for the amount without tax
  
• Add 03-1 with quantity -1 for the 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 book keeper.

In the last Totals screen, the cursor will default to and highlight the Rounding amount. If applicable, 0 the rounding and press enter, then continue on to save the invoice (ie match the original claim).

Cross-applying the two documents

From the Main Menu select Receive Payments for this patient. Using the payment method X-APPLY, enter to the two invoices.

Reversing B&M on an un-batched Claim, 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 HSP 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>HSP Claims
  

Turn on auto rounding – this is required for exports to Xero. HSP takes care of itself, but a private invoice reversal of an HSP 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 HSP Claims, the reason the tick box is auto-ticked is because of the Validation rules in Config>HSP Items. To summarise: If you use certain HSP 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 HSP 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.