Creating Owe Balances

An Owe Balance is created when there is not enough drug on hand to fill a prescription. Use the dropdowns below to learn how to create Owe Balances at different Workflow steps.

Upon filling a prescription, the Owe Balance window appears if there is not enough drug on hand. By default, the Owe Balance quantity populates according to the Owe Balance Days Supply preference but the quantity can be edited as needed. For more information, see Owe Balance Days Supply Preference.

The Owe Balance window does not appear for prescriptions within a batch if they are processed from the Batch Profile window.

Upon filling a prescription, the Owe Balance window appears if there is not enough drug on hand. By default, the quantity to package for the initial fill is assumed to be a 7 days supply but the quantity can be edited as needed. The following exceptions apply:

  • For pack sizes that cannot be broken, the quantity to package defaults to the minimum dispensing quantity.

  • If the on hand amount is less than the quantity required to fulfill a 7 days supply, the quantity to package is set to 0.

  • For mixtures, the quantity to package defaults to the amount of drug on hand.

  • The Owe Balance window does not appear for prescriptions within a batch if they are processed from the Batch Profile window.

To create an Owe Balance in Data Entry:

  1. Fill the prescription. The Owe Balance window should appear if there is not enough drug on hand to fill the prescription.

    You can also manually create an Owe Balance by selecting Rx > Owe Balance before filling the prescription. This option can be used if you want to create an Owe Balance for an unmonitored drug.

  2. In the Owe Balance Details section, enter the amount you want to owe the patient in the Owe Qty field.

  3. Press TAB on the keyboard.

  4. Select Update Owe. The prescription moves to the next Workflow step. The Pkg Now quantity is updated based on the Owe Qty entered.

This is only applicable to stores with Packaging enabled.

In the Packaging queue, you can create or edit an Owe Balance in the same window that is used to edit the label settings.

To create or edit an Owe Balance in Packaging:

  1. Select the expander icon beside the attachments button. The Owe Balance window opens.

  2. In the Owe Balance Details section, enter the amount you want to owe the patient in the Owe Qty field.

  3. Press TAB on the keyboard.

  4. Select Update Owe. The Pkg Now is updated based on the Owe Qty entered.

  5. Continue to package the prescription as per usual.

You must reject the prescription back to Packaging to edit an Owe Balance.

If Packaging is not enabled, Owe Balances can be created or edited in Technical Validation or Clinical Review using the Rx menu. If Packaging is enabled, you must reject the prescription back into Packaging to edit an Owe Balance if needed.

To create an Owe Balance in Technical Validation/Clinical Review:

  1. Select Rx > Owe Balance. The Owe Balance window appears.

  2. In the Owe Balance Details section, enter the amount you want to owe the patient in the Owe Qty field.

  3. Press TAB on the keyboard.

  4. Select Update Owe. The Qty Packaged is updated based on the Owe Qty entered.

For stores using Digital Workflow, please note that Owe Balances do NOT flow through the Workflow queues (i.e., Data Entry, Packaging, Technical Validation, Clinical Review). Use the Owe Balance hard copy to document the verification of the Owe Balance. The Owe Balance hard copy along with the vial label, privacy label, and narcotic pickup receipt, if applicable, will print according to the Owe Label Print preference.

Viewing Owe Balances

Once an Owe Balance is created or updated, it is displayed in the following locations:

The Owe Balance quantity appears in red below the prescription quantity.

Owe Balance edit rows are added each time the Owe Balance is updated and the Qty Owed at the top displays the current Owe Balance.

This is only applicable stores with Digital Workflow.

The Qty Owed appears in red in the Prescription section.

If Digital Owe Balance is ON, the Owe Balance is placed in the Parked Rx tile with an owe indicator once the initial fill moves to Waiting For Pick Up/Delivery. The Owe Balance can be processed later from this tile. Owe Balances for unmonitored drugs do not appear in the Parked Rx tile.

The Owe Balance is placed in the Parked Rx tile with an owe indicator once the initial fill moves to Waiting For Pick Up/Delivery. The Owe Balance can be processed later from this tile.

This is only applicable to POS integrated stores.

When Digital Owe Balance is ON, the Owe Balance appears in the Pick Up/Delivery tile with an Owe Balance indicator once it is reconciled.

When Digital Owe Balance is OFF, the Owe Balance does not appear in the Pick Up/Delivery tile.

Once an Owe Balance has been processed, it appears in the Pick Up/Delivery tile with an owe indicator.