What Is a Transaction Adjustment?
Transaction Adjustment allows your office to document a payment or correction that happened outside the Smile Advantage dashboard.
Adjustments are useful when:
A patient pays in-office by card (outside the dashboard)
A patient brings cash or a check
A third-party payment is collected
A correction is needed for an overpayment or underpayment
You simply need the membership ledger to reflect what actually happened in office
Adjustments help keep the patient’s membership history accurate and complete.
Important: Adjustments Do Not Process Payments or Refunds
A transaction adjustment—positive or negative—does not:
Charge a patient
Collect a payment
Send a refund to the patient’s card
A negative adjustment simply adds an accounting note to reflect what already happened outside the dashboard.
If your office issues a refund in person (via your terminal or by writing a check), adding a negative adjustment lets you document that refund so that the Smile Advantage record matches your PMS and real-world payment activity.
But adjustments themselves never move money.
How to Add an Adjustment
Step 1: Open the Member’s Profile
Scroll to the Transactions section.
Click Add Adjustment.
Step 2: Enter the Adjustment Details
In the Adjustment window:
Enter the Amount
Check Negative if you are subtracting from the balance
Add a Note explaining the reason
Example: “Patient paid with check in office”
Example: “Correcting duplicate charge from terminal”
Example: “Refund issued in office – documenting adjustment”
Step 3: Save the Adjustment
Click Add Adjustment.
The adjustment will now appear in the patient’s transaction list, along with the note you added.
Posting Adjustments to Your PMS
If your office uses PMS posting, you will see a Post to Ledger button next to the adjustment.
Clicking this sends the adjustment to your PMS
You’ll see a “Queued” message until it’s confirmed
Once processed, it will update to “Complete”
When to Use Adjustments
Adjustments are designed for documenting payments or corrections, including:
Cash, check, or in-office credit card payments
Third-party financing
Account balancing
Recording a refund that was already issued in-office
They keep the membership financial history organized and accurate without changing the actual billing method.
Need Help?
If you have any questions about adjustments or PMS ledger posting, reach out to [email protected] — we’re happy to help.