Refunding an inventory item correctly ensures accurate accounting and maintains the integrity of your financial records. This guide will walk you through the steps to process a refund for an inventory item, including how to update the ledger. Follow these steps to ensure a smooth and accurate refund process.
Important Note
Regardless of the method used below, you must always initiate the refund through your merchant service (if refunding via card). ChiroHD does not process refunds directly when you click the refund button; it simply notes the transaction on the ledger. If you process a refund through one of our integrated merchant services, we will automatically sync that refund to the patient's ledger.
Option 1: The Office is Getting the Inventory Item Back and Issuing a Refund
If the patient returns an inventory item that the office can reuse, follow these steps:
1. Process the Refund:
For card refunds, initiate the refund through the merchant service.
For check or cash refunds, use the refund button in the transaction model in ChiroHD.
2. Adjust the Patient's Ledger:
Navigate to the patient's ledger, click on the edit button, and change the price of the inventory item to $0.
3. Update Inventory:
In your location, go to Settings > Inventory.
Locate the returned inventory item and click Adjust.
Select Adjustment (positive or negative) and enter the quantity to add the item back to your on-hand amount.
**Alternative Step 2:** You can void the inventory item on the ledger. This will also return the quantity to your on-hand amount but will remove the record that the patient purchased the item.
Option 2: The Office Cannot Take the Inventory Item Back but Needs to Issue a Refund
If the office cannot take the inventory item back, follow these steps:
1. Process the Refund:
For card refunds, initiate the refund through the merchant service.
For check or cash refunds, use the refund button in the transaction model in ChiroHD.
2. Adjust the Patient's Ledger:
Navigate to the patient's ledger, click on the edit button, and change the price of the inventory item to $0.
Additional Tip
If you are using the ChiroHD transaction model to enter the refund (because it is not processed through an integrated merchant service), after clicking Refund, you can click into the description field and add notes about what the refund is for.