Configuring Credit Memos
1. To configure a credit memo please go to Billing in the left panel, select "Configuration," and "Settings."
2. Please scroll down until you see "Options" and select "Ledger Billing Maps."
3. Select "Edit" to add your Ledger Account code to use the credit memo feature.
4. After selecting "Edit" a menu will appear where you can add your Ledger Account code.
5. Now that your Ledger Account code has been added. You can now begin recording credit memos at your center.
Recording Credit Memos
1. Tap on the client’s profile who is making a payment in advance. Then tap on the client’s billing tab
3.. Tap on the “+Add Credit Memo” button in the Credit Memos section
4. Select the type of payment, the amount, and add any notes you would like to record. Then tap “Save”
Types of credit memos:
Manual Credit Card: Used if a parent makes an overpayment outside of LineLeader using a manual swipe machine. Note: Payment is not processed through LineLeader
Check: Used for overpayments made by check
Cash: Used for overpayments made by cash
Manual ACH: Used if a parent makes an overpayment outside of LineLeader using a manual ACH transaction. Note: Payment is not processed through LineLeader
Excess/Overpayment from [Payer name]: Used for situations where a third-party payer may pay more than they currently owe, but the balance can be used by the parent. For example, if a subsidy program back pays for a month of care that the parent has already paid for.
Prepaid [Payer name]: Used when a third-party payer makes an overpayment that the parent cannot use, but rather should only be applied to future third-party payer balances.
5. That’s it! The credit will then appear under the credit memo section. Once the credit amount runs out, the memo will disappear. All credits will be applied to the client’s invoice. If there is a remainder to be paid, the client will see the remainder of the balance due!
If you have any questions or need additional help, please contact us at support@lineleader.com