18.5.3.1. Linking Unmatched Deposits

*THE BIG WHAT
In certain cases, a payment may be received without an appointment being scheduled. Unmatched deposits occur when there is an issue with the staff’s appointment scheduling process. Staff charge a deposit from the client, but exit the scheduling screen without clicking on the “make appointment” button. Consequently, the payment gets processed and recorded, but there is no appointment to associate it with.
This unintentional action must be fixed. This tool will allow you to link the unassigned payment to a scheduled appointment.

Unmatched Deposits

An unmatched deposit is a payment that is recorded in Clinic HQ but not linked to an appointment. These are easily noticed on the Reconciliation report by the red tag “Unmatched Deposit.”

Reconciliation flags unassigned payments.

!Unmatched deposits should be rare. Clinic HQ has fail-safes in place to prevent a deposit from being charged/recorded if an appointment was not made. If an appointment is scheduled internally and the e-payment deposit is applied but the appointment scheduling is canceled, the deposit will be voided in MX Merchant.

Assigning the Payment to an Appointment

Go to the deposit management screen in Clients > Deposits.
Here, use the filter dropdown menu to sort the list and display the Unmatched Deposits.

Unassigned deposits are accesible in Clients > Deposits

Click the Action button and choose “Link to appointment.”
From the search pop-up, enter the client’s name to locate existing appointments where the deposit can be applied.
Use the blue “Link” button to assign the deposit to that appointment.

Search for appointments by the client's name to link the payment to.

!NOTE- this action is irreversible. Please be sure you link to the correct client/animal appointment.

If the payment is intended for multiple appointments, you must associate the full payment with one of the appointments. If this creates an overpayment on that animal appointment, the excess amount should be converted into a client credit that can be applied toward the other animals.