Keywords: delete contract, contract, write off, future due, due now, balance adjustment, ledger, cancel contract, contract error, write off contract
Summary
This article covers how to delete a contract in Cloud 9, when deletion is possible, and what to do if the contract can no longer be deleted. It walks through the deletion steps and the recommended write off process as an alternative.
Overview
There are times when a contract is created in error or entered twice by mistake and one needs to be removed. Cloud 9 allows contracts to be deleted under specific conditions. If those conditions are not met, there is an alternative path using a write off. This article covers both scenarios.
When Can a Contract Be Deleted?
A contract can only be deleted on the same day it was created and only if the daily close for that day has not yet been performed. In some cases, if no daily close was performed the previous day, you may still be able to delete it early the following morning before the daily close runs.
Note: For more information on checking whether a daily close has been performed, see this article: Daily Close and Daily Close Reports.
How to Delete a Contract
- Navigate to the patient’s ledger and click the handshake icon to open the contract menu.
- Click on the correct contract to highlight it. The line will turn blue when selected.
- Click the red Delete button.
- A confirmation dialogue will appear asking “Are you sure you want to delete the selected contract?” Click the red Delete button to confirm. If you click the orange Cancel button the action will be cancelled and nothing will change.
Once the contract is deleted, the contract screen will be blank and all transactions associated with the contract will be removed from the ledger.
What If the Contract Cannot Be Deleted?
If the daily close for that day has already been performed, attempting to delete the contract will result in an error. In this case the contract can no longer be deleted and will need to be written off instead.
Important: Before writing off the contract, you must first move any balance from Future Due to Due Now using a balance adjustment. This step is required for accurate reporting. Any balance adjustment made on the contract line will record as a Contract Adjustment, even if Write Off is selected as the adjustment type. Moving the balance first ensures it is properly reflected as a write off in your reports. For more information see THIS ARTICLE.
Follow these steps in order:
- Move the balance from Future Due to Due Now. See the Moving Money from Due Now to Future Due and Future Due to Due Now article HERE for instructions and examples.
- Once the balance has been moved, write off the contract using a Write Off Balance Adjustment. See this article: How to Write Off a Contract for detailed instructions.
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.