Sometimes you may need to move a balance between Due Now and Future Due. This can occur when there is a credit in Due Now and a positive balance in Future Due, resulting in a $0 Total Due, and you want to reconcile the amounts. It may also be necessary when a balance has moved into Due Now but the patient needs additional time to pay, or when an Insurance EOB indicates the charge dates hit the Due Now too soon and should be moved back into the Contract or Future Due.
Please note - Planet DDS does not make adjustments on behalf of offices. Our team is happy to guide users through the adjustment process step by step, but all adjustments must be completed by the office directly.
Before you begin, you will want to be comfortable with accounting in Cloud 9 and making adjustments. More information about different adjustment types in Cloud 9 can be found at this link. Let's start with a scenario of a credit in the due now that should be applied to part of the balance in Future Due.
Example 1:
Step 1- Navigate to the relevant tab of the ledger, (the tab with the credit balance) and click the 'Adjustment' button in the upper right.
Step 2- In the drop down for 'Adjustment Type' select 'Balance Adjustment.'
Step 3- Check the 'Contract' field has the correct contract selected. If it is grayed out, there are likely two or more contracts. Click the magnifying glass and select the most recent or correct contract. If a contract is not selected, the 'Contract Adjustment' line will be gray and locked.
Step 4- To move the credit from Due Now to Future Due, we will want to offset the credit. In the below example, for the 'Due Now Adjustment' line, you will enter positive $1000.00. This will zero the credit balance of the ($1,000.00) to bring the Due Now to zero. For the 'Future Due Adjustment' line, we want to add the credit, so we will enter a -$1000.00 or ($1,000.00) to subtract that amount from the future due.
Step 5- Use the 'After adjustment' window in the balance adjustment dialogue box to check that the Due Now and the Future Due amounts are calculating correctly. In this example, this adjustment applies the credit to the contract or Future Due balance, leaving Due Now at a zero balance. The 'After Adjustment' Window should reflect the Future Due matching the Total Due, like this:
The above adjustment is correct to apply the credit balance in Due Now to Future Due, so it can be saved after you leave a note in the Comment box.
Example 2:
In this scenario, we want to move the money out of the 'Due Now' and back in the 'Future Due' or contract. This is 're-aging' the amount, or taking it out of your receivables to be charged out at a later date. This can happen if a charge hit the ledger too soon, or you want to give a Responsible Party more time to pay a balance.
Step 1- Navigate to the relevant tab of the ledger, (the tab with the credit balance) and click the 'Adjustment' button in the upper right.
Step 2- In the drop down for 'Adjustment Type' select 'Balance Adjustment.'
Step 3- Check the 'Contract' field has the correct contract selected. If it is grayed out, there are likely two or more contracts. Click the magnifying glass and select the most recent or correct contract. If a contract is not selected, the 'Contract Adjustment' line will be gray and locked.
Step 4- In this scenario, we are going to offset the balance in the opposite direction from example 1. We want to remove the $500.00 balance from the Due Now and add it back into Future Due. So in the 'Future Due Adjustment' line, we will put positive $500.00, to increase the balance in the contract. In the 'Due Now Adjustment' line, we will remove an equal amount and put -$500.00 or($500.00) which will return the Due Now to zero.
Step 5- Check the after adjustment window to make sure that your adjustment will reflect the correct balance after the adjustment. For this example in the screenshot below in the 'Before Adjustment' Window, the ledger currently has a balance of $1,000.00 in Due Now and $3,600.00 in Future Due, with $500.00 of Due Now needing to be moved back into the contract. The adjustment would appear as follows:
Are you getting an error when trying to post a Contract Adjustment?
Cloud 9 Release 12.10 unveiled three new rules for adjustments to avoid duplicates or errors in the contract.
The changes are:
- Posting a contract adjustment is now locked when the contract editor is open by a single
user (Insurance and RP). - Posting a Balance/Refund adjustment is locked when the contract editor is open by
three different users (Insurance and RP). -
Posting a Transfer adjustment is locked when the contract editor is open by three
different users (Insurance and RP).If you receive an error, make sure whoever is mentioned in the error closes out of the contract, then try again. If it still will not work, see the directions here: Contract Adjustment Error
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.