Important information regarding updates to Business Insights is at the end of this article. PLEASE review this information and share it with your accounting team if you plan to allow patients to use wallets and eGift cards to pay for taxes and tips.
1. Start by turning on the feature-navigate to your Settings > Manage Clinics > Edit
2. Within your clinic settings you'll see two new options:
Will you allow patients to use their AR Wallet Cash balance to cover tips?
Will you allow patients to use their eGift Card balance to cover tips?
By default, these options are not selected. Once you’ve chosen the ones you want, scroll down and save your changes.
Checkout with Patient Wallet
3. Proceed with your usual checkout process. If the toggle is enabled and the patient has an available balance, you can choose Wallet as their payment method.
4. The patient can add a tip, and as long as the available balance in the wallet is enough to cover the entire invoice, it will cover the total amount once they click Charge. If it doesn't cover the whole balance, they will just owe the difference.
Reminder: If the toggles are turned off, a message will appear stating that tips cannot be paid using the AR Wallet or eGift Card.
Checkout with eGift Card
5. If your patient prefers to pay with an eGift card, you will follow the normal checkout flow and select eGift Card as the method. Once on the payment screen, if they have enough balance to cover the invoice + tip, they can apply their eGift card to the full total.
Reminder: If you have not enabled the toggle under your clinic settings, you will see a familiar notification that tips are not allowed to be paid by eGift card. If this happens mid-transaction, hop over to your clinic settings and toggle it on, then come back and resume checkout.
6. Once paid, the client will see the tender type listed as always- which can now be 100% wallet or eGift card.
Business Insights
7. To keep your net sales accurate when using a liability to pay tips and taxes, the Sales Summary now features two new updates: Tips and Tax Adjustments.
Tax Adjustment: Applied when taxes are paid using the wallet or eGift card to avoid recording tax expenses and double counting the expense as a wallet debit.
Tip Adjustment: Applied when tips are paid using the wallet or eGift card to prevent duplicate recording of tip expenses- one as a tip expense and one as a wallet debit.
If you do not toggle on the. option to use Wallets and eGift Cards to pay Tips and Taxes, you will see see these categories listed.
Why are these tax and tip adjustments necessary?
Here is an example of why it works this way- hint, it's to keep your books accurate so you don't double count expenses:
Your patient pays a $100 + $12 tip and $8 tax = $120 invoice in full with her AR Wallet.
Under Business Insights, we are going to credit your total sales for the day with $120. To get to net sales, we will then DEDUCT that $120 under Wallet Debits since it's not money you actually made today- it's working off a short term liability. So now, you are settled to $0 actual net revenue.
The issue is since we also subtract out your expenses (taxes and tips), we are going to be subtracting from a $0 sale, so it would cause you to go into a negative net sales number as these two expenses would essentially be counted twice. This would not be accurate - the total value of the invoice is $120- that's the money you took in, and the money they spent. If we don't offset the taxes and tips, it would show that you had $120 total gross revenue - $120 wallet deduction - $8 tax expense - $12 tip expense= -$20 net sales.
Therefore, to make your bookkeeper's life a little easier and to keep you from dealing with negative net sales, we are adding back a Tax and Tip adjustment so that the entire BI doesn't need to change to use this new enhancement. The only transactions that will be impacted by this are those where patients are using their Wallet or eGift card to cover their invoice in full, including taxes and tips.
8. Much like in Business Insights, when you download a Sales Export, you will notice similar changes in columns K&L for Tips and M&N for Taxes
When mining your Sales Export, you will want to:
Subtract columns K and M as you always do
You will now want to add back columns L and N to balance out the debit and ensure you aren't double counting the expenses.
As a reminder, these new adjustment columns only apply to invoices where taxes and tips were paid with either a Wallet or eGift card. So these columns will not equal one another (i.e. K and L) unless every invoice that had a Tip on it was paid from a Wallet or eGift Card.
