Public Release Notes - Manage 11.15.0

• Improved financial accuracy by recording transactions on the actual movement date of funds.
• Simplified reconciliation with bank statements, insurance reimbursements, and other external financial records.
• Configurable controls that allow organizations to define how far back transactions can be dated.
• Role-based access for finance personnel who require unrestricted backdating capabilities.
• Enhanced auditability through audit logging of configuration changes and unrestricted backdating activities.

 

HOW IT WORKS

Permissions to Access Backdating Settings

The following permissions control access to backdating functionality:

1. ViewFinanceSettings: Allows users to view the Allow backdating a payment setting and the configured maximum number of backdating days in Environment settings > Finance settings.
2. EditFinanceSettings: Allows users to enable or disable backdated payments and configure the maximum number of days in the past that transactions can be backdated.
   

Configuring Backdating Settings

Backdating can be enabled in Environment Settings > Finance Settings, where users with the appropriate permissions can also define the maximum backdating period.

• Backdating is disabled by default.
• When enabled, the default limit is 30 days.
• The maximum allowed value is 120 days.

 

Creating Backdated Transactions

When backdating is enabled, users can create payments using a transaction date within the configured period.

The earliest available date is determined by:

• The configured backdating limit
• The creation date of the related sales document. 

The later of these two dates is used as the earliest allowed transaction date. Dates outside the allowed range cannot be selected and are rejected by the system.

If a payment is backdated, any journal entries previously exported for the date on which the payment was originally created need to be re-exported to ensure accounting records remain accurate.

 

 

Advanced Backdating Permission

The AllowUnlimitedBackdatePayment permission allows authorized users to create payments using any past date for historical corrections and reconciliation activities.

Users without this permission remain subject to the configured backdating policy.

This permission overrides:

• The backdating enable/disable setting.
• The configured backdating limit.
• Sales document creation date restrictions.

The following permissions control access to overpayment functionality:

1. ViewFinanceSettings: Allows users to view the overpayment configuration.
2. EditFinanceSettings: Allows users to enable or disable the overpayment configuration.

You can enable the "Allow overpayment" setting under Environment Settings > Finance Settings > Sale Related > Payment Configuration.

When overpayments are enabled:

• Payments can exceed the outstanding balance.
• Patient payers can overpay on both payments and deposits.
• Third-party payers can overpay on payments.
• Multiple overpayments can be recorded, even when the outstanding balance is zero or negative.
• Payment actions remain available regardless of the current outstanding balance.

Overpayment Notifications

When a payment exceeds the outstanding balance, Manage displays an informational overpayment message to clearly indicate that a credit has been created.

 

Credit and Balance Management

Any amount paid above the outstanding balance is automatically converted into a credit.

• Outstanding balances may become negative to reflect available credits.
• Negative balances are displayed consistently across financial views, including patient sale lists, financial summaries, sales screens, and sales documents.
• Credit balances can be refunded according to clinic processes.
• Multi-payer sales support overpayment workflows.

Appointment Reports generated from templates configured as Editable (under Environment Settings > Patient Letters) can be reopened and edited directly in Manage.

Users can update:

• Report content
• Formatting
• Document name
• Category
• Document type
• Status
• Tags
• Sensitivity settings
• Description

Multiple specialists can edit the same report, and changes are recorded in Patient History.

Appointment Reports, Patient Letters, and Screening Results generated from templates configured as Non-Editable open in a dedicated view-only mode. Appointment Report and Patient Letter templates can be configured under Environment Settings > Patient Letters, while Screening Report templates can be configured under Environment Settings > Screening Settings.

When a non-editable document is opened:

• Document content is displayed in read-only mode.
• An information banner indicates that the content cannot be edited.
• Multiple specialists can review the same document.

The following document information can still be updated:

• Document name
• Category
• Document type
• Status
• Tags
• Sensitivity settings
• Description

A new "In Review" status is available for Patient Documents, allowing clinicians and specialists to indicate when a document is under review while remaining active and available for updates.

When a document is marked as "Completed":

• The document becomes finalized and automatically locked.
• Content and document information can no longer be modified.
• The View option is no longer available.
• The document can only be downloaded as a PDF or deleted.

These restrictions apply to both editable and non-editable documents. Once a document is marked as Completed, it can no longer be opened for viewing or editing.

When a location time zone is not configured, the company time zone is used as a fallback. The default company time zone can be configured in Company settings > Default settings > Localization settings.

[AU] Appointment Reason Color Shows as Gray Instead of Selected Color

Environment settings > Scheduler settings > Appointment reasons

1. Previously, users were not informed that certain colors selected for an Appointment Reason — such as yellow, as an example of a light or low-contrast color—could be displayed as gray on the Scheduler due to the system's color-adjustment logic. This issue has been resolved by adding a warning message to notify users when a selected color may not display correctly, allowing them to choose an alternative if required.

[AU] Unable to Save Changes to Payment Methods

Environment settings > Finance settings > Accounting > Payment methods

1. Previously, attempting to save changes to Payment methods could result in the "Failed to perform the request" error message, preventing the changes from being saved. This issue has been fixed, and updates to payment methods can now be saved successfully.

[AU] "Allocation Not Assigned" Error When Converting a Sale to an Invoice

Environment settings > Finance settings > Sale related > Commissions
Patients > Patient sale

1. Previously, when Commissions were enabled but commission details had not been entered for a sale, attempting to convert that sale to an invoice displayed an unclear "Allocation not assigned" error. This has been addressed, and the error message has been clarified to help users identify that commission details need to be entered before the invoice can be created.

[AU] Bpay Configuration Page Failing to Load for Some Users

Environment settings > Finance settings > Bpay configuration

1. Previously, some users saw a blank screen when opening the Bpay configuration page under Environment Settings > Sale related, due to certain network connections (such as VPNs) blocking the connection method used for live updates. This has been resolved by ensuring the application continues to load the Bpay configuration page even when the live update connection cannot be established, preventing the blank screen from appearing.