🛠️ Checkout corrections and refunds

Choose the right action

Open the correct bill in Checkout. Check the patient, visit and the specific record before changing it.

What happened?	Action
Dispensing or its stock record needs correction	Revert dispensing.
A saved payment's amount, account, time or note is wrong	Edit payment if permitted.
A saved payment record must be reversed	Revert payment with a reason.
Only the bill status needs changing	Mark as unpaid or Mark as paid, after checking existing transactions.
Money was returned	Record the appropriate Refund.
A refund record was entered by mistake	Revert refund with a reason.

📸 All transactions shown here are fictional training records. These actions do not demonstrate an external bank, card or payment-provider transfer.

1. Revert dispensing

1. Check the medication rows on the correct bill.
2. Select Revert dispensing.
3. Read the confirmation: all medication lines return to pending and any deducted inventory is restored.
4. Select Confirm to apply the correction, or Cancel to keep the existing dispensing record.

Step 1 — Read the stock-restoration confirmation. Click the image to enlarge it on this page.

Step 1 — Read the stock-restoration confirmation.

5. Confirm Confirm dispensing is available again. Check the intended batch and available quantity before recording dispensing again.

Step 2 — Review the batch after dispensing is reverted. Click the image to enlarge it on this page.

Step 2 — Review the batch after dispensing is reverted.

In this example, the selected batch showed 1,000 units again after the reversal. We then confirmed the same fictional one-unit dispensing again for the remaining demonstration. Reverting dispensing is separate from reversing a payment.

2. Edit a saved payment

1. Find the correct Payment row under Transactions.
2. Check its amount, account, time and note. Select that row's pencil icon, Edit.
3. In Edit payment, change only the incorrect fields.
4. Review Amount, Receiving Account, Paid at and Notes.
5. Select Save Changes, or Cancel to leave the record unchanged.

Step 3 — Review the specific payment before saving changes. Click the image to enlarge it on this page.

Step 3 — Review the specific payment before saving changes.

This example edits only the note on the $1,000.00 Cash record. It does not collect another $1,000.00.

Check the history

Place the pointer on the row's History icon. Read the creation and edit events, including who changed the record and the before/after values.

Step 4 — Review creation and edit events. Click the image to enlarge it on this page.

Step 4 — Review creation and edit events.

3. Revert an incorrect payment record

1. Find the exact payment row. Select its Revert payment arrow.
2. In Revert this payment?, enter Reason for reverting.
3. Check Mark the bill as unpaid. It is a separate choice in this confirmation.
4. Select Revert payment to confirm, or Cancel to leave the record unchanged.

Step 5 — Enter a reason and check the bill-status choice. Click the image to enlarge it on this page.

Step 5 — Enter a reason and check the bill-status choice.

5. Confirm the original row remains with Reverted. Review the new Total Paid and bill status.

Step 6 — The reversed payment remains in the list. Click the image to enlarge it on this page.

Step 6 — The reversed payment remains in the list.

The example reverses the $1,000.00 Cash record. The valid $1,632.00 FPS record remains. Total Paid becomes $1,632.00 and the bill becomes Unpaid.

If a corrected payment needs recording, enter it through the normal payment flow after checking the real collection. In this demonstration, a corrected $1,000.00 Cash record returns the valid total to $2,632.00. The reversed record stays in the history.

Step 7 — A corrected payment is a separate valid record. Click the image to enlarge it on this page.

Step 7 — A corrected payment is a separate valid record.

4. Change only the bill status

Mark as unpaid

1. Review the valid payments first.
2. Select Mark as unpaid.
3. Read Mark this bill as unpaid?. It states that payment records and total paid remain unchanged.
4. Select Confirm, or Cancel to keep the status.

Step 8 — A status change keeps payment records unchanged. Click the image to enlarge it on this page.

Step 8 — A status change keeps payment records unchanged.

The example now shows Unpaid while Total Paid remains $2,632.00. No payment was reversed by this action.

Step 9 — Unpaid and Total Paid must be checked separately. Click the image to enlarge it on this page.

Step 9 — Unpaid and Total Paid must be checked separately.

Mark as paid

If valid payments already cover the bill, the page can offer Mark as paid. Check the amounts before using it. In this demonstration, selecting it returned the status to Paid and kept the transaction-row count at three: two valid payments and one reversed payment.

Step 10 — Mark as paid does not add another payment in this example. Click the image to enlarge it on this page.

Step 10 — Mark as paid does not add another payment in this example.

Do not enter the whole amount again merely to change a status.

5. Record a refund

1. Confirm what was actually returned and which bill or item it belongs to.
2. For an item refund, select Refund on the intended charge row. The bill also has a separate Refund action.
3. In Create refund, read the item and maximum refundable amount.
4. Check Refund amount, Receiving Account, Refunded at and Notes.
5. Select Refund only when the entry is correct. Cancel leaves the form.

Step 11 — Check the refund item and amount. Click the image to enlarge it on this page.

Step 11 — Check the refund item and amount.

6. Check the separate Refund row and Total Refunded. Review the refund status separately from Total Paid.

Step 12 — Review the separate refund row and total. Click the image to enlarge it on this page.

Step 12 — Review the separate refund row and total.

This example records a simulated $50.00 refund against General Practice Consultation. It shows Partially refunded. Total Paid remains $2,632.00; Total Refunded is $50.00. It is not a new payment and does not correct a mistaken payment row.

Package refunds have additional package effects. Do not use a service-refund example as instructions for closing or refunding a package.

6. Revert a mistaken refund record

1. Find the exact Refund row under Transactions.
2. Select its Revert refund arrow.
3. In Revert this refund?, enter Reason for reverting.
4. Select Revert refund, or Cancel to leave it unchanged.

Step 13 — Record the reason for reversing the refund. Click the image to enlarge it on this page.

Step 13 — Record the reason for reversing the refund.

5. Confirm the refund row remains with Reverted and review Total Refunded again.

Step 14 — A reversed refund stays visible for review. Click the image to enlarge it on this page.

Step 14 — A reversed refund stays visible for review.

In this example, Total Refunded returns to $0.00. A record reversal does not demonstrate a real transfer of money back from a patient.

Before you leave

Review the correct patient, valid and reversed transactions, Total Paid, Total Refunded, bill status and dispensing status. Read the history when the result is unclear.

❓ FAQ

Should I use Refund to correct a mistyped payment?

Use the action that matches the event. Edit payment corrects permitted fields. Revert payment reverses an incorrect payment record. Refund records money being returned.

Can I delete the old payment after correcting it?

The demonstrated reversal keeps the old row and its history. Use the Reverted marker to distinguish it from valid transactions.

Does Mark as unpaid return money or restore stock?

No. The confirmation says payment records and total paid stay unchanged. Stock correction uses Revert dispensing separately.

Does Revert refund make an external bank transfer?

This guide demonstrates an internal record reversal. It does not perform an external transfer. Handle real money through the clinic's authorised process and record what actually happened.

Why is an edit or reversal button missing?

Your permissions, the record's state or an allowed time window can restrict the action. Ask the authorised manager to check that specific action and record. Do not create a duplicate transaction to bypass the restriction.

Does Revert Deduction work like Refund?

No. Revert Deduction restores a package deduction's units and value. It is separate from payment and refund transactions. See Patient packages.

Next

Return to Checkout, review patient packages, or review reports.