Entering a Payment Against a Single Sale

Click to highlight the sale with the outstanding balance.

Click the ‘Enter Payment’ button.

Select the payment type the being used to pay.

Using the number buttons type in the amount the patient is paying.

Click ‘Confirm Amount’.

The amount the patient is paying will be entered into the payment confirmation box.

When entering a deposit, the remaining balance to be paid will be displayed in the field next to the ‘Confirm Amount’ button.

Click ‘Confirm Total’.

The Enter Payment screen will close.

 The deposit payment will have been entered against the sale, but the sale is still red as the whole balance has not been paid.

When the patient returns to pay the balance, click to highlight the sale with the outstanding balance.

Click ‘Enter Payment’.

The amount remaining to pay will be shown.

Select the payment type being used to pay the balance.

Click ‘Confirm Amount’, then ‘Confirm Total’.

The second payment will be recorded against the sale, the balance will be clear, and the sale line will now be white.

Entering a Deposit Against More Than One Sale 

On the Enter Payment screen the button ‘Show Entire Balance, will group together the outstanding balance of multiple sales.

 Now the sales are grouped together, select the payment type, and use the number buttons to enter the amount the patient is leaving as a deposit against all the transactions.

i-Clarity will pay off the sales it can in full starting with the oldest, any remaining money will be paid against the sale it cannot pay off in full.

A worked example of this scenario is when a patient has an eye examination fee added to their account, followed by a dispense and then a sundry item.

On the Enter Payment screen click ‘Show Entire Balance’.

This will group together the outstanding balances.

Select the payment type the patient is using.

Use the number buttons to enter the amount the patient is paying as a deposit.

Click ‘Confirm Amount’, then ‘Confirm Total’.

The eye exam will be paid in full; the sundry item will be paid in full and then the remaining money will be entered as a deposit against the dispense.

Entering a Pre-Payment

You can use this method to enter a payment onto i-Clarity so the patient has a credit on their account that can be used to pay for products in the future.

This can be useful for patients who want to build up a credit on the account to pay for spectacles in the future. Or for practices who prefer to enter the dispense details onto i-Clarity after the patient has left but need to take a deposit and provide a payment receipt whilst the patient is in the practice.

Setting up your system to take pre-payments

Open the maintenance module, and navigate to the ‘Products’ tab.

Complete the following fields with the information shown.

Click ‘Save’

Close the maintenance module and click the ‘Update Products’ button on the main screen.

Return to the maintenance module and navigate to the ‘Misc 2’ tab.

Click on the ‘PLU Code Maintenance’ button.

Click on an empty till button.

Start typing the product ID prepayment, then select the product ID from the drop down.

Click ‘Select Button Colour’.

Select a colour for the button and click ‘OK’.

Then click ‘Save Changes’.

Entering a pre-payment on a patient account

Click ‘Create New’ sale.

Click on the ‘Pre-Payment’ button.

This will enter the details of the prepayment product down the right-hand side of the create new sale screen.

Leave the prepayment sale price as zero.

Click ‘Add to Sale’.

Click ‘Confirm Sale’.

On the Enter Payment screen, select the payment method the patient is using to pay.

Use the number buttons to enter the amount the patient is paying.

Click ‘Confirm Amount’.

When the system prompts you about entering an overpayment, click ‘Yes’.

Click ‘Confirm Total’.

This creates a sale line in the summary that will be highlighted green because the patient is owed money.

Once you have entered a sale you can use the transfer payment feature to move the money from the pre-payment to the new sale.

Tick the box next to the sale you would like to move the money to, and then click to highlight the pre-payment line.

Click the ‘Transfer Payments’ button.

Click ‘Transfer’.

The balance on the dispense has been reduced and the prepayment line now shows zero overpayment.