Entering Transaction Details

All transactions that effect a Value item, such as payments, insurance adjustments, write-offs, and interest charges, are tracked in the Value Transactions window. Amounts entered in the Transaction Details will cause the Total Adjustments, Total Payments, and Due fields in a Value item to be recalculated. A list of transactions from the Value Transaction window will display in the read-only Transactions Details section of a Value item.

The Transaction Details section will be read-only and the Add button disabled when the Provider field is blank for a Value item.

• Adding a Transaction
• Modifying a Transaction
• Deleting Transactions
• Saving Transactions

Adding a Transaction

To add a new transaction,

1. If on the Value List View and two or more transactions already exist for a value item, clicking on the transactions icon will open the Value Transactions window. Use the Click to add row to open a new row for data entry.
2. If on the detail view of a Value item, click the Add icon next to the Transaction Details section heading or double-click a transaction item in the Transactions Details list to open the Value Transactions window. If this is the first transaction to be entered for the selected Value item, the Transaction Details window will open with a new row inserted. Otherwise, use the Click to add row to open a new row for data entry.

2. Enter the date of the transaction in the Date field or click on the calendar icon to select a date from the calendar pop-up.
3. Select the category of the Payor from the Paid By dropdown, which is populated from the Paid By Mini Directory. Paid By information is used to summarize where payments are coming from and is used in reports and settlement memos.
4. Select the category of the Payee from the Paid To dropdown, which is populated from the Paid To Mini Directory. Paid To information is used to summarize where payments are going and is used in reports and settlement memos.
5. Enter the dollar amount of the transaction in the Amount money field. Click the calculator icon to calculate the total amount, if needed.  Positive credits and negative debits will display red using your computer’s regional negative currency format.
6. The C/D column is automatically populated with the C/D setting defined in the Paid By Mini Directory when the Paid By option is selected. However, if no Paid By is selected or you wish to override that selection, click the C/D dropdown and select whether the transaction is a Credit or Debit.
7. The Type column is automatically populated with the default option Payment. Click the Type dropdown to select Adjustment, if appropriate. If no Paid By is selected, changing the Type column to Adjustment will cause the C/D column to change to Credit and changing the Type to Payment will cause the C/D column to change to Debit.
8. Enter any additional information in the Reference text field, such as the check number or other method of payment. When using the QuickBooks SDK interface with Needles, the Reference field is automatically populated with check number or void information when a check is printed or voided from QuickBooks.
9. To add additional payments or adjustments, use the Click to add row to open a new row for data entry.
10. Click the OK button to save your transactions and close the Value Transactions window. Clicking Cancel will close the window without saving the new transactions.

The Total Adjustments, Total Payments, and Due fields of the Value item will be recalculated based on the amount and type of the saved transactions.

Modifying a Transaction

To modify an existing transaction,

1. If on the Value List View and two or more transactions already exist for a value item, clicking on the transactions icon will open the Value Transactions window.
2. Double-click a Value item on the List View to open the detail view and click the Add icon next to the Transaction Details section heading or double-click a transaction item in the Transactions Details list to open the Value Transactions window.

3. Make the appropriate change(s).
4. Click the OK button to save your changes and close the Value Transactions window. Clicking Cancel will close the window without saving the changes.

Certain fields will update automatically based on the modifications made:

• The C/D column will be set to the C/D default setting designated for a Paid By Mini Directory entry when the selection in the Paid By column is changed.
• The C/D column will be set to Credit and the Amount column updated accordingly if the Paid By field is blank and the Type field is changed to Adjustment.
• The C/D column will be set to Debit and the Amount column updated accordingly if the Paid By field is blank and the Type field is changed to Payment.
• Total Adjustments will be recalculated when the amount of an Adjustment transaction item is modified.
• Total Payments will be recalculated when the amount of a Payment transaction item is modified.
• Total Due will be recalculated.

Deleting Transactions

To delete transaction items,

1. Click to select one or more rows to be deleted in the Value Transactions window .

Use CTRL + CLICK to select multiple rows.

2. Click the Delete icon located above the upper right corner of the grid in the Value Transactions window. The following deletion warning message will display to confirm the deletion.

4. Click the Yes button to remove the selected transactions, OR click the No button to cancel the delete process.
5. Click the OK button to save changes and close the Value Transaction window. Clicking Cancel will close the window without saving the changes.
6. Click on the Save button on the Case ribbon to save changes to the Value item.

The Total Adjustments, Total Payments, and Due fields of the Value item will be recalculated removing the deleted item(s) from the total amounts.

Saving Transactions

After changes have been entered in the Transaction Details window, click the OK button to keep all changes. Then, click the enabled Save button on the Case ribbon to save all changes to the Value item. However, if changes have been made and you attempt to select another Case Folder tab, close the Case Folder tab window or close Needles, you will be prompted with a save changes warning message.

You may decide to abort the recent changes by using this method.