Occasionally you may come across the need to modify the date or method of payment recorded on a transaction. You can edit the payment received dates for both insurer and patient payments, in addition to the date the payment was applied to an invoice.
We highly recommend these Day End Procedures for reducing the need to backdate in the first place.
Here’s how all the different dates affect different reports:
- Invoice date of Purchase - affects Sales reports
- Applied date of Payment to Invoice - affects the Compensation report
- Date of Payment / Received At - affects Transaction reports
Note📝: To make our bookkeeping friends happy and keep you folks as accurate on your financial reporting as possible, only those with Full Access profiles can backdate payments. For more information on the different access levels, check out our guide doc on the different Staff Access Levels.
- Edit a Patient Payment Received and Applied Dates
- Edit an Insurer Payment Received and Applied Dates
- Additional Notes on Applied Dates
Edit a Patient Payment Received Date
To start, you’ll want to head over to the Billing tab within the Patient’s Profile. There are two ways you can access the payment - either from the Purchases tab or the Payments tab.
From the Purchases tab, click on the blue patient invoice link or View.
Next, scroll to the Payment History section and click on the blue payment link.
Click the Edit button to the right of the trashcan icon.
Update the Received At field and click Save to confirm those changes.
Note📍: If the payment was received via Jane Payments, then the Received At data and the amount collected cannot be edited. This is because the patient’s card was actually charged on that date and will match what they see on their bank statement.*
Editing the Applied at Date of a Patient Payment
Within this same area, you’ll want to scroll to the Applied To section and click on the black pencil icon. Next, update the Applied Date field and make sure to hit the blue Save button to confirm those changes.
After you click on the Save button, Jane will ask for a final confirmation and you’ll want to hit the orange Yes, Change the Date button to confirm the change.
Edit an Insurer Payment Received Date
You can access and edit an insurer payment in two ways:
- Through the Patient’s Profile
- Through the main Billing tab, under the Insurer Invoices section
You can access an insurer payment if you head over to the Patient’s Profile and click on the Billing tab. By default, Jane will land on the Purchases tab if you know the date of service of the claim you need to edit.
You’ll want to click on the blue insurer invoice link or on the word View to the far right.
Next, scroll to the bottom of the page and click on the blue payment link within the Payment History section.
Now you’ll click the Edit button to the right of the trashcan icon:
Update the Received At field and click on the blue Save button to confirm those changes.
You can also locate an insurer payment by heading over to the Billing tab in the top blue banner and then selecting the insurer within the left sidebar menu.
Next, click on the Payments tab, then search by the reference number or payment amount. Once you locate the payment, click on the word View to the right of the payment line.
From here, you’ll want to click on the Edit button to the right of the trashcan icon.
Update the Received At payment date and click Save to confirm those changes.
Edit Applied Date for Insurer Payments
Within this same area, you’ll want to scroll to the Applied To section and click on the black pencil icon. Next, update the Applied Date field and make sure to hit the blue Save button to confirm those changes.
After you click on the Save button, Jane will ask for a final confirmation and you’ll want to hit the orange Yes, Change the Date button to confirm the change.
Additional Notes on Applied Dates
Backdating the Received At will change the date that the payment shows up on the Transaction Report. We call this the Payment Date, (when the payment was received).
When a payment is used to pay for something we call this the Applied Date (when it was used or applied to an invoice). This is the date that determines when this payment shows up on the Compensation Report.
Changing the Applied To dates will affect the numbers of your past reporting, so do this with caution. Because of this, editing the Applied Date of a payment can only be done by a Full Access user.
Undocumented changes to past reports can make your bookkeeper want to pull their hair out in confusion on why the values of past reports keep changing. If you go ahead with these changes, tell your bookkeeper if it will affect your past months which have already been reconciled or pay periods for which you’ve already paid your staff.
We know sorting out billing issues can feel overwhelming, so feel free to contact our support team and we’d be happy to help!