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.
Two-way credit use: The integration supports a two-way sync of using credits. Any credit applied in Xero will be reflected in splose and vice versa.
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
In case you need to void a credit, please note that this process is not automatically synced between Xero and splose. Here's how to handle voiding credits:
Voiding a credit in Xero:
Navigate to the relevant credit (overpayment) in Xero and void it
Manually void the same credit in splose to ensure consistency across both systems
Voiding a credit in splose:
Navigate to the patient's profile and void the credit in splose.
Manually void the same credit (overpayment) in Xero to keep your records aligned.
Since voiding credits isn't a two-way sync, you need to make sure both systems are updated individually.
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.