> ## Documentation Index
> Fetch the complete documentation index at: https://docs.athelas.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Record Payments

> Record a prior or external payment on a patient's account using credits plus a matching charge.

### At a Glance

Sometimes you need to record an external payment to balance an encounter without charging the patient again — for example, if your organization recently moved to Athelas from another billing company.

The approach is:

* **Create available credits** in the exact amount previously paid.
* **Create a miscellaneous charge** in that amount.
* **Apply the credits** to that charge to balance it out.

### Full Walkthrough

1. Open the patient's profile and switch to the **Credits** tab, then click **Edit Credits**.
2. Enter the exact amount previously paid and a note explaining why you're creating the credits. Check **Available Credits** so they can be used now and aren't tied to a date of service. The credits appear on the **Credits** tab.
3. Switch to the **Charges** tab and click **+ Miscellaneous Charge**.
4. Fill in the patient's facility and provider. For the **Line Item**, use (or create) a custom payment type for recording external payments.

<Note>
  To create a reusable line item, go to [PR Settings](/insights_front_desk/patient_responsibility/pr_settings) → **General** → **Custom Payment Types**, click **+**, name it (e.g., "Record of payment taken externally"), set the Type to **Standard**, leave the default amount at 0, and **Create**. See [How to Set Up Miscellaneous Line Item Charges](/insights_front_desk/patient_responsibility/how_to_set_up_miscellaneous_line_item_charges).
</Note>

5. Select the line item and enter the credit amount in **Pay Amount**. Check **Apply Credits** — **Pay with Patient Credits** selects automatically. Add a note if you like.
6. Click **Confirm**, then confirm again.

<Warning>
  We advise **not** sending the patient a receipt in this case — it could look like they were charged again.
</Warning>

### FAQ

<Accordion title="Why record the payment as credits plus a charge instead of just a charge?">
  The matching credit and charge balance each other, so the external payment is reflected on the account without creating a new balance due or double-charging the patient.
</Accordion>