Cash - Taking Payments
As payments are rarely simple, Optisoft Cash is also able to take multiple payments on one transaction, provide change and create accounts for patients.
Multiple Payment Methods
If a patient wishes to pay for their transaction on more than one payment method, for example cash and a debit card, Optisoft Cash is able to accept this.
In the example below the patient has an outstanding amount of £500, they wish to pay £50 in cash and the remaining £450 on their Debit Card.
In this case we would click on the 
button.
Select Cash by clicking on the Cash button. Optisoft has automatically added the £500 in the Amount box, we need to change this to £50 then click OK.
As there is still an outstanding amount we are returned to the Payment Method dialogue.
We will now click on the Debit Card.
Again, Optisoft has calculated the payment required to clear the outstanding balance.
This is the £450 we wish to pay by Debit Card so we will just click OK here.
This reduces the outstanding balance to zero and we would then go on to complete the transaction.
Providing Change
If the patient pays with cash it is very rare that they provide the exact amount, requiring you to provide them with change.
In our example our patient has bought and item for £12 and paid with a £20 note.
We clicked on Cash and selected Cash as the payment method.
Optisoft enters the required amount to balance the transaction but in this case we want to change this to £20 as that is the amount tendered.
If you have not assigned a patient to this transaction, you will only be able to click the Sale Button. This will automatically work out the amount of change needed in order to balance the account. You will see the calculated change on the final confirmation screen.
If you had assigned a patient to this transaction you will have the choice of clicking on Sale or Account Sale. Clicking Sale will do the same as above, but clicking Account Sale will display the following
If you were to click Yes, the system will provide change as above. Clicking No however, will debit the patients account with the outstanding amount. This will then be held on the patients account and be deducted from the patients next transaction.
If we click on the button, however, Optisoft understands that we wish to provide the difference as change.
In any scenario clicking on the Confirm button will complete the transaction.
Creating Accounts and Deposits
Patients may wish to pay for their items on collection or leave a deposit. Both of these circumstances make use of the Account Sale option within Optisoft.
Account Sale can only be used when a patient name has been selected, as the balance needs to be assigned to a patient’s record.
In our example our patient has purchased items with a value of £250 and they wish to leave a deposit of £50, paying the remaining amount on collection.
We click on the button and choose the deposit method, in this case cash.
Optisoft has automatically calculated the amount required to reduce the balance to zero, so we need to replace this with the deposit amount, £50, and click OK.
As there is an outstanding balance the Payment Method dialogue appears again, we will click Cancel here.
The Account Sale button is available, but the Sale button is not, this indicates that upon completion an account will be created for the patient.
We would click on the Account Sale button to complete the transaction.
If the patient does not want to pay a deposit and will simply pay on collection, then you would simply ignore taking the deposit in the above description.
Paying Off Accounts
Once a patient has acquired an account balance they will, obviously, have to pay it off.
When the patient returns to pay off the balance you will need to find them in the Cash module.
Once you have the patient selected you will see that they will have an amount in the Account Balance field in the bottom right of the screen.
To make a payment onto the account you would simply click the Pay button and choose the correct method.
Optisoft will automatically enter the full outstanding debt for you. Click on OK.
Click on the Sale button to complete the transaction.