Managing credits with the Xero & splose Integration
This article provides a step-by-step guide on how to effectively manage credits when using the Xero and splose integration. The integration allows you to seamlessly manage patient credits (Xero overpayments) and ensure that your financial records remain accurate.
Key Points:
Credits must be created in splose: All credits for patients need to be created within splose as overpayments created in Xero do not create credits in splose.
Overpayments in Xero bank feed: If you notice an overpayment for an invoice in your Xero bank feed, you'll first need to create a credit in splose before reconciling the payment.
Reconciliation in Xero: After creating the credit in splose, you can then reconcile the payment in Xero, matching it with the invoice and the credit.
Void credits: Voiding a credit is not two-way. Voiding a credit in Xero requires you to also void it in splose and vice versa.
Financial advice: Liaise with your accountant to ensure your use of credits is accurate.
Step 1: Create a Credit in Splose
When you receive an overpayment for a patient’s invoice in Xero (often spotted in your bank feed), you must first create a credit for the patient in splose. Follow these steps:
Add a new payment via the patient's payments section
Select the location, payment date & appropriate payment method
Set the amount to the overpayment amount
Ensure the amount allocated to each invoice is 0.00 so that whole amount is set as a credit
Add a note such as "Overpayment of Invoice {number}"
Step 2: Reconcile overpayment in Xero
After you've created the credit in splose, it's time to reconcile the payment in Xero:
Open the Xero bank feed and find the payment you noted was an overpayment
Match the payment in the bank feed to both:
The invoice
The newly created credit in splose (which will now show as an overpayment in Xero)
Step 3: Applying credits to future invoices
Once the overpayment has been reconciled, it can be used towards future invoices for the same patient. You can apply a credit to an invoice in splose or Xero as the use of credits is a two-way sync.
Applying a credit in splose:
Go to the invoice
Select Pay > Pay with credit
Applying a credit in Xero
You can refer to a help article from Xero here.
Step 4: Voiding Credits in Xero and Splose
Please note that the process of voiding a credit is not automatically synced between Xero and splose, the credit must be voided both in Xero and splose individually.
There are different processes, outlined below, for voiding a credit if it was issued as a standalone credit payment and voiding a credit when it originates from a credit note
To void a credit if the credit was issued as a standalone credit payment:
Go to the client’s profile, then the Payments tab.
Find the credit payment.
Use the Actions dropdown to select Void (or "Refund credit" if you wish to refund instead)
Important: Once refund credit is selected the payment cannot be voided as the credits have been used.
To void a credit if the credit originates from a credit note:
Go to the client’s profile, then the Statement tab.
Use the date range to find the credit note.
Go to the Actions drop down, then click Archive.
If the credit note has been partially applied to invoices, you must first void the associated payment(s) before you can void the credit note.
Summary
By following the steps outlined in this guide, you can effectively manage patient credits through the Xero and splose integration. The key takeaway is that credits need to be created in splose, and any overpayments should be handled first in splose before reconciling them in Xero. Remember to ensure that credits are consistently applied to future invoices, and voiding credits should be done manually in both systems.