B2 – Account Notes

B2 – Account Notes

Estimated reading time: 2 min

Account Notes Setup allows you to customise the notes for each Account Type according to how long the account has been outstanding.

These notes print on the bottom of each Account Statement. In most cases, you will want to make stronger statements about the requirement to pay as the account becomes older.
The program only attaches one set of these notes to each Account Statement: that set being the notes related to the most outstanding part of the account.

Customizing Account Statement Text

There are 2 sections on an account Statement that can be customised to wording suits your clinic. These changes are done on a per Account Type basis, so each of your Account Types can have different text if required.

  • At the top of the Statement, an opening paragraph can be specified. All clients in the Account Type will get this text.
  • A summary paragraph, which is placed differently depending on which style of account you choose can be added, and different wording can be used depending on how old the oldest debt of the client is.
  • To customise your account notes text:

    1. Go to the RxWorks Task Panel.
    2. Select ‘Reports.’
    3. Click ‘B: Accounts, Revenue & Tax Analysis.’
    4. Click ‘Account Notes.’
    5. Select the Account Type you wish to edit the text for.
    6. Edit the Opening Paragraph Text and the Current, 30 days, 60 days, and 90 days Account Notes fields as desired.
    Do not be too hard: While it may be tempting to include very harsh statements on very late accounts, please run any threat of legal action past your solicitor before you make it, as such statements may be actionable under some circumstances in some jurisdictions.
    Do not be too soft: On the other end of the scale, there is no need to be too forgiving. The above example shows a request for a mailed cheque (check) payment on a sixty-day account. You may well consider a mailed payment, particularly a cheque (check), inappropriate under such circumstances.

    Account Notes Window – The Fields

    Account Type

    To Start, select the Account Type you wish to set up notes for.

    Opening Paragraph Text

    This text will appear on every statement.

    Current Account Notes

    Appears on statements for clients who have no outstanding balance.

    30 Days Account Notes

    Appears on statements for clients who have an outstanding balance of no more than 30 days.

    60 Days Account Notes

    Appears on statements for clients who have an outstanding balance of no more than 60 days.

    90 Days Account Notes

    Appears on statements for clients who have an outstanding balance of 61 days or more.

    Do Not Show Notes If Part Payment Made

    If checked, Account Notes will be omitted for clients who have made any payment (i.e. part payment) in the period specified.

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