Case Maintenance

This area of the administrative menu allows you to change a case number or tracking code. You can also change trade case types. Additionally you can inactivate or write off a case, void or transfer a preneed case, and inactivate or write off  Addon purchases.

Change Case's Case Number

Simply enter the current case number in the space provided as well as the new case number in the following space and click "Change Case Number". 

Change Case's Tracking Code

This screen will allow you to change a tracking code for a decedent.  If you are using the QR code with cremation tracking you may only change the code if the decedent is not in or after the cremation step.  If you are not using your QR codes for cremation tracking you may change it at any time. 

Please use this feature with caution.  You must remember to change any QR code labels and rerun any reports and or forms that contain the QR code for this decedent.

Change Case's Case Type

You will only see these options if you are setup to perform Trade work. All other case types are changed on the Cases Screen.

• At Need to Trade Service <=> Trade Service to At Need 
  
• At Need to Trade Cremation <=> Trade Cremation to At Need 
• Vet Clinic to Walk In <=> Walk In to Vet Clinic

Enter the case number for the case you would like to change.  If you are changing to a trade case you will be prompted to select your Trade Partner.  If the case type you are changing to is not configured for automatic case numbering you will be prompted to enter the new case number.  You will have the chance to confirm you change before its made.

If you have auto-numbering setup, you may need to adjust the next case number to use for the case type you just changed FROM.

This feature only changes the case type and number.  It does NOT affect any other case information such as purchases, tax rates, tasks, etc.

Inactivate Case   / Undo Inactive Case

Halcyon inactivates rather than deletes cases. This removes the case from your searches and reports, but you have the option to re-activate it using the Undo Inactive Case. 

To inactivate a case, you can either use the search tool or click "Search" to automatically create a list of cases dated within the last 6 months. Select the case from the provided dropdown menu and click to inactivate the case.

Since cases are inactivated rather than deleted, you cannot directly reuse a case number.  If you want to use an existing case's number for a new case, change the case number before inactivating the case.

Void or Transfer a Preneed Case

Voiding or Transferring Preneed Cases: Differentiating between voided or transferred preneed cases allows you to accurately retain all your historical information. If you entered a preneed by mistake, you should inactivate case feature to remove it. If the preneed was actually voided or transferred, you should set the appropriate status so you preneed status reports are accurate.

Write Off Case Account and Undo Write Off Case Account

Use the search feature locate the Case Account to write off. Select the case, enter the date of the write off and click the blue Write Off Case Account button. If you find that the case was written off in error, go to  Admin > Case Maintenance > Undo Write Off Case Account. select the case and click the the blue Undo Write Off Case Account button.

Inactivate AddOn and Undo Inactivate AddOn

Use the search feature to locate the case containing the AddOn you wish to Inactivate and click the Inactivate Addon button. If you find that the AddOn was inactivate in error, go to  Admin > Case Maintenance > Undo Inactivate AddOn. select the case and click the the blue Undo Inactivate Addon button.

Write Off AddOn

Use the search feature to locate the case containing the AddOn you wish to Write off and click the Write Off Addon button. If you find that the AddOn was written off  in error, go to  Admin > Case Maintenance > Undo Write Off Addon. select the case and click the the blue Undo Write Off Addon button.