Transaction Adjustments

Topic

Transactions

For

Front Office Team

Read Time

~3 minutes

What is a transaction adjustment?

A transaction adjustment allows your office to document a payment or correction that happened outside the Smile Advantage dashboard.

Adjustments are useful when:

• A patient pays in-office by card (outside the dashboard)
• A patient brings cash or a check
• A third-party payment is collected
• A correction is needed for an overpayment or underpayment
• You simply need the membership ledger to reflect what actually happened in office

Adjustments help keep the patient’s membership history accurate and complete.

Adjustments do not process payments or refunds

A transaction adjustment, whether positive or negative, does not:

• Charge a patient
• Collect a payment
• Send a refund to the patient’s card

A negative adjustment simply adds an accounting note to reflect what already happened outside the dashboard. If your office issues a refund in person (via your terminal or by writing a check), adding a negative adjustment lets you document that refund so the Smile Advantage record matches your PMS and real-world payment activity. But adjustments themselves never move money.

How to add an adjustment

1. Open the member’s profile. Scroll to the Transactions section and click Add Adjustment.

   

2. Enter the adjustment details. In the Adjustment window:

   • Enter the Amount
   • Check Negative if you are subtracting from the balance
   • Add a Note explaining the reason, for example: “Patient paid with check in office”, “Correcting duplicate charge from terminal”, or “Refund issued in office, documenting adjustment”

   

3. Save the adjustment. Click Add Adjustment. The adjustment will now appear in the patient’s transaction list, along with the note you added.

Posting adjustments to your PMS

If your office uses PMS posting, you will see a Post to Ledger button next to the adjustment.

• Clicking this sends the adjustment to your PMS
• You will see a “Queued” message until it is confirmed
• Once processed, it will update to “Complete”

When to use adjustments

Adjustments are designed for documenting payments or corrections, including:

• Cash, check, or in-office credit card payments
• Third-party financing
• Account balancing
• Recording a refund that was already issued in-office

They keep the membership financial history organized and accurate without changing the actual billing method.