This report shows receipts (payments) allocated to invoices (and vice versa).
i.e Both the work has been completed, the payment taken and the items are allocated together.
- This is the report we recommend using to work out your providers pay
- The report can be set to display a date range, showing all allocations during the specified range, summarised by Provider and Payor
- Breaking down by Payor Types allows you to easily make deductions if a certain payor rate differs from another
The resulting report shows:
- Total Current Receipts
- Total Receipts Allocated to Invoices (adjustments, payor invoices and patient invoices)
- Total Unallocated Receipts (advance payments)
- Total Extra Items sold
Running the Allocated Payments report
- Run this report for all Providers at regular intervals (normally weekly or monthly)
- Also run the report for specified Providers only, when needed
This report can be run to include full details for each allocation (i.e Date of the invoice and receipt and how much of each has been allocated together)
- Select Administration - Reports or click on the Workspace icon
- Then select Allocated Payments.
Tip: Change the Filter by Group option to show only Payments reports for this reporting group.
- You will be prompted to enter your desired report criteria.
- Provider(s), leaving this field blank will show all providers, alternatively you can enter one or use the Mutliple button to choose which providers you require.Use the From and To fields are used to select the date range for the report.
- From and To allows you to set the date range for your report.
- You have the choice of several summary options:
- Simple Summary, the report will include a summary of the total allocated for each provider selected, by payor.
- Summarise by Patients Dentist (recommended), the report will include a summary of payments for work done for other Providers patients. This may be useful if a dentist has covered for sickness or to see how many Providers are referring to a hygienist.
- Summarise by Who Got Paid, as the title suggests, this shows the allocations to Providers to whom the payments were made.
- The drop-down menu allows you to select either,
Details Only, useful if you need to see individual patient and payor payment details.
Summary Only, this will provide an overview and save paper (if you're printing the report).
Details and Summary, the best option for viewing all of the above.
- Depending if you pay your Providers for Advance Payments/Deposits will help you choose if you want to Hide Advanced Payments.
- With all your report configuration set, you are now ready to create the report, select from the options Print, Preview, Email and Export (this will be in a .csv format, which can be used in a spreadsheet or word-processing software).The print output depends on the various parameters that you selected.
|Note: Regardless which Summary option you selected, a second summary of one or more pages will always print as the last section - this totals the allocations and advance payments to each provider, by payor.
Example Page 1:
Example Page 2:
Interpreting the Allocated Payments Report
Viewing the detail of Advance payments now allocated in this reporting period
In the Details section of the report, an Advanced Payments Now Allocated section details the advance payments that have been allocated in this reporting period.
Provider and Payor Type shown against Invoices
This is visible in the Details section of the report. It shows where the payment has been allocated. For example:
In the above example, payment was temporarily to an Unknown Payor, but was then allocated to a Private invoice.
Tracking the total figure of Advance Payments now allocated within a reporting period
See the last page of the report, under the Notes section.
Receipt paid to one Provider but allocated to another (Transfer Provider column)
When a receipt shows as being paid to one Provider but allocated to another, it indicates that when the payment was originally taken, it was under the first Provider (RJB in the example above) but then once the treatment was done, it was transferred to the correct Provider (AG in the example above).
|Note: The Transfer Provider column is irrelevant if you bank all receipts into a single bank account.
Using a flat percentage for allocated receipts vs using different percentages
The above difference also applies to Advanced Payments, when these are configured to be displayed:
Advance Payment has been allocated and shows as a negative figure, so that it is not paid to the Provider twice
In a period where an Advance Payment has now been allocated, it will show as a negative figure in the Advance Payments section, and a positive figure in the Total Allocated To section, which results in the figures cancelling each other out for the period. For practices that pay on advanced payments, this ensures that once the money is allocated, it is not paid to the Provider twice.
If Simple Summary is selected in the Report Options window
The detail section of the report has the following detail of current receipts used to pay for invoices or advance payments, broken out by receipt:
The date that the receipt was processed.
This column shows: the receipt number, the patients name, the date of the invoice and the invoice number that the receipt relates to.
It will also show any adjustments that may have been made to receipts or invoices.
Entries in this column show the initials of the provider who created the invoice. This is who the receipt has been processed to, and therefore the payment has been allocated to.
Note: In order to get complete and accurate allocation figures for each specified provider, the report must include everything that is allocated to or from that provider, including receipts and adjustments. Therefore this column may sometimes contain codes of providers who were not included in the selection criteria, if they were the provider who created the invoice or adjustment.
Displays the payor for the treatment.
The total value of the receipt.
Shows any adjustments such as refunds that were made. This does not include receipt adjustments.
This shows the amount the payor has paid.
This shows the amount the patient has paid.
This shows only if any advance payments were made, and the Hide Advance Payments option is not ticked.
After the main body of the report prints, a second section is printed, which shows a summary for the report, broken down by provider into allocations and advances. For each provider, all payor types are listed. For each of these payors it shows any adjustments, payor invoices, patient invoices, and a total, for both the allocated and advance payment sections of the summary.
This part of the report will include the following information:
The total for ALL receipts for the selected period.
Below this are the summary figures for the allocations and advances, by payor, per provider.
This column shows the payor, including Private and Unknown.
Adjustment totals for each provider/payor combination.
This shows the total the payor has paid
This shows the total of all patient contributions that have been paid towards payor-covered treatment.
Any advance payments made to a provider are totaled by payor.
This shows the total amount of all payments and adjustments that have been made to a provider, broken down by payor.
If “Summarise by Patient's Dentist” is selected in the report options window
Both the detail and summary sections are the same as for the Simple Summary option above, except there is a Pats Prov. column that in each of the detail lines shows who the patients provider was.
If “Summarise By Who Got Paid” is selected in the report options window
The detailed section is the same as the Simple Summary option above.
The summary section is the same as the Simple Summary option above, except it has an extra column for Trns Provider and the report is broken down by the provider to whom the payment for treatment was allocated, and shows under this the providers who were actually paid for the treatment. It may include providers who were not included in the selection criteria, if those providers made or received allocations from one of the specified providers.
Even zero-value rows are displayed
The Detailed reporting option will always display Invoice Numbers
So long as a Receipt is unallocated, that Payor will be shown as 'Unknown'
Payor Type 'Open Balance'
Payor Type 'Mixed'
Refund Adjustments are shown under Advanced Payment
This also applies to an advanced payment that is partially refunded due to the treatment not yet being completed.
Transfers between Providers or Payors
Transfers usually occur when there has been an adjustment or an overpayment.
If an advance payment is received to Provider A and the subsequent treatment is done by Provider B, and the invoice and receipt are allocated to each other, the transfer will show in the Transfers between Providers or Payors section:
Patient to Patient receipt transfers where the receiving patient has a credit balance which is unallocated
For Patient to Patient receipt transfers where the receiving patient has a credit balance which is unallocated, the Payor column will show as Unknown. The original receipt from the transferring patient will stay as their original Payor Type.
Patient to Patient receipt transfers when the receipt is fully allocated
For Patient to Patient receipt transfers when the receipt is fully allocated, the Payor column will show the applicable Payor from the invoice to which the payment was allocated.
Patient to Patient receipt transfers when the receipt transfer is to multiple invoices with more that one Payor
For Patient to Patient receipt transfers when the receipt transfer is to multiple invoices with more than one Payor, the Payor column will show as Mixed.
Only write offs that are written off to a different provider from the original invoice Provider will show on the report, in the Transfers Between Providers or Payors section. Write offs to the same Provider as the original invoice do not involve receiving a payment and therefore should not appear.
Write offs will always have the same Payor and Provider as the invoice they are writing off, even if write offs are created for a batch of mixed Payor invoices.
Report Notes - "Unknown" Payors
You may see a line in the Notes section of the report:
The payor will be 'unknown' when the payment is not fully allocated at the time the payment was taken.
The receipt should not change from one report period to the next, so the report always uses the posting date position for the receipt as its starting value.
Consequently, the payor can remain 'unknown' even when the payment is later fully allocated.
Allocated Payments Vs Invoiced Work By Owning Dentist
We do not recommend comparing reports within Exact as each report compiles information in different ways.
The 'invoiced work by owning dentist' report looks at invoices created within a specific time period.
The 'allocated payments' report looks as invoices paid within a specific time period.