Transactions, receipts and refunds
Who can do this: Owners, Office Managers, Billing and Front Desk.
Go to Payments → Transactions and pick the office at the top left. Use ‹ and › to move between months.
The tiles at the top show Total payments, Refunded and Net amount for the month. Below them, payments are grouped:
| Group | What’s in it |
|---|---|
| Not posted to ledger | Payments taken in NixDent that aren’t on the patient’s Open Dental ledger yet |
| Posted to ledger | Payments that are on the ledger |
| Declined & failed | Card attempts that didn’t go through, with the reason. No money was taken |
| Card verifications | A card checked for no charge, for example when saving it for a payment plan that starts later |
| Refunds & voids | Money you’ve sent back |
Membership dues are marked Membership next to the patient’s name. The Method column says where the payment came from, such as Payment request, Payment plan, Virtual terminal or Terminal.
Click a patient’s name to open their patient card.
Post a payment to Open Dental
Section titled “Post a payment to Open Dental”Most payments linked to a patient are sent to Open Dental automatically. Scheduled payment plan installments, payments with no patient linked, and anything that couldn’t be sent wait under Not posted to ledger.
- On the payment, click Actions → Post to Ledger.
- You’ll see Sent to Open Dental. The payment moves to Posted to ledger once Open Dental confirms, usually within a few seconds.
Post to Ledger needs a patient on the payment. If you’ve already entered the payment in Open Dental yourself, use Actions → Manually mark as “Posted to ledger” instead, so it isn’t posted twice.
Send or print a receipt
Section titled “Send or print a receipt”Click Receipt on the payment. From there you can Print / PDF, Email patient or Text patient. The email and text buttons are greyed out when the patient has no email or mobile on file.
Refund or void a payment
Section titled “Refund or void a payment”- On the payment, click Actions → Refund / Void.
- Enter the amount. You can refund part of a payment; the window shows how much is still available.
- Click the button to confirm.
NixDent picks the right kind for you:
- Void: the payment hasn’t settled yet, so it’s cancelled before it reaches the bank.
- Refund: the payment has settled, so the money is sent back.
- Reverse: NixDent couldn’t tell which, so it voids if it can and refunds if not.
After a partial refund, the action changes to Refund more.
When the payment is linked to a patient, the refund is also sent to their Open Dental ledger as a negative payment. The refund itself is listed under Refunds & voids.
Check a payment’s status
Section titled “Check a payment’s status”If a payment looks wrong, for example it timed out while charging, click Actions → Pull status from processor. NixDent asks for the latest status and updates the row if it changed.
Payouts
Section titled “Payouts”Payments → Payouts lists the money settled to your bank account, by payout date, with gross sales, refunds and the net amount deposited.