If your clinic sells and accepts gift certificates, be aware that how you log them into AVImark may have an adverse affect on your AVImark reports and QuickBooks reports. There are several key factors to keep in mind before you decide how you want to record the sale and use of gift certificates.
1. Anytime you enter a code with an amount into history and post it to accounting, it
affects AVImark reports including the A/R.
2. Anything that affects those reports will also affect QuickBooks if you're exporting to
QuickBooks.
3. Anytime you do an account adjustment, it will impact both AVImark and QuickBooks
reports.
AVImark doesn't have a standard way to handle the sale and use of gift certificates but there is a recommended way so that it doesn't have an adverse affect on AVImark and QuickBooks reports. Following the procedures below means you don't deposit the money when you sell the certificates; you would deposit the money when the certificates are used. If you have a drawer, box or bank bag where you keep the certificates you could store the money there until the certificate is cashed in if you wish.
1. Set up a user defined payment type named Gift Certificate and select the C code for
Cash.
2. Create a treatment code named Gift Certificate and assign the Q action code so that it
doesn't post to accounting. Create an additional data field on the code with the name
Date Used (for example) and the Type of Date.
3. Create a client named Gift Certificates. Give this client a Z action code to prevent it
from ever being purged. Enter every gift certificate sold into the history on this client for
the appropriate amount. We recommend also entering the recipient name and account
number in the history description to make it easy to find.
4. When a client wants to use a gift certificate, go to the Gift Certificate client and use the
medical history description field to find the recipient, click the More Stuff attachment and
record the date in the ‘Date Used' field.
5. Enter the purchased treatments/items into the recipient's history, post them to
accounting and select the gift certificate amount as the payment type. If the certificate
amount is less than the total charges, you can enter another payment type for the
amount they're paying. If the certificate amount is greater than the recipient's balance,
they'll have a credit on their account.
6. Take the correct amount of money for the gift certificate from storage and put it in the
cash drawer to be deposited
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