Each payment entry form in Therabill gives you the option to apply a deposit date upon entering the payment. However, many times, you do not know when you will be depositing the checks/cash into your bank account when you are entering the payment. If you need to apply a deposit date to your payments after they have been entered, you will want to use the batch deposit date entry page.
Batch Deposit Date Entry Page
The batch deposit date entry page will give you a list of payments (grouped by posted date) that have not had a deposit date applied to them. Each payment is conveniently combined by check number, payment method, payment type, and payer name (not by date of service it was applied to). This gives you a nice list of payments that can be matched to physical checks/credit card payments that you deposited. You can then apply a deposit date across a selection of these payments.
Navigating the Batch Deposit Entry Page
- Put your mouse over Payments in the top navigation bar
- In the drop down menu, click on Enter Deposit Dates
Using the Batch Deposit Entry Page
The batch deposit entry page will give you a list of payments that you have entered into Therabill and do not have a deposit date associated with them. The purpose is to select a set of payments (using the checkboxes) and then apply a deposit date (entered at the top right of the screen) across all of them.
There are some filters at the top of the page that allow you to reduce (or expand) the number of payments being displayed. The filters are as follows:
- Post Date Range: The post date is the date you entered in the post/received date on the enter payment form when you entered the payment. Enter a date range and the list of payments will only show payments that have a post date within that range.
- Payment Method: You can narrow down the list of payments by payment method (e.g. Check, Cash, Credit, EFT). If the method is checked in the list, then payments that were entered with that method will be displayed.
The payment list
Payments in the list are first grouped by the post date. This is very convenient for finding payments from a nightly deposit that you might have performed. Each individual payment is combined by check/auth number, payment method, payment type, and payer name (as opposed to each payment applied to a specific date of service). This combining of payments will make it easier to match the payments to checks within your nightly deposit.
For example, if you entered a check payment in the amount of 100.00 with check number 1234 and applied it to two separate dates of service, instead of showing you each payment, you will only see one payment with check number 1234 in the amount of 100.00. This is different than most payment reports within Therabill, which show you how the payment was applied to charges.
Applying a Deposit Date
Each payment listed has a check box next to it. Put a check in the check box for each payment that you would like to apply the deposit date to. Now, enter the deposit date at the top right, where it reads Apply Deposit Date:. Click the Apply button and the deposit date will be applied to all of the selected payments.
Help! The payments disappeared from the list after I applied the deposit date
Yes, this is normal. The list is only showing you payments that do not have a deposit date associated with them. For this reason, once you apply a deposit date, the payment will disappear from the list.