Overview
Procentive accounting numbers are on a cash basis. This article is one method that can help customers that work on a accrual basis get you very close to accounts receivable.
Reports and Instructions
The first time you run these reports, you will run them for the life of your agency.
- If your agency has data in the system for one to five years, you will want to run these reports one at a time & outside of regular business hours as they will tax your system.
- If your agency has data in the system for more than five years, please send us a ticket & we will run these reports for you.
Run Report 1010 Billed Item Search
- Search Date: Date Invoiced.
- Date Invoiced: from > leave blank > to > enter the last day of the previous month.
- The report will run much faster if only Date of Service, Date Invoiced and Amount are selected for Fields to display.
- Click Display.
- You will want the Total amount from this report.
Run Report 1260 Payment Log
- Date Posted: from > leave blank > to > enter the last day of the previous month.
- Search Date: Date Posted.
- Sort by: Date Posted.
- Staff Who Modified: leave blank & all staff will be included.
- Click Display.
- You will want the total amount paid & the total adjustments from this report.
- Amount paid is the Amount column.
- Adjustments should be considered to be the sum of all columns between and including Adjustment and Takeback Credit.
- You will want the total amount paid & the total adjustments from this report.
Run Report 1280 Unallocated Payments
- Date Original Payment Posted: from > leave blank > to > enter the last day of the previous month.
- Check the box for Only show Unallocated balance greater than 0.
- Payment Type: All.
- Payment Created by: & Staff: leave blank.
- Click Display.
- You will want the Credits Remaining, meaning the payments still not posted as the date the report was run but received through the last day of the previous month.
Run Report 1250 Original Billings
- Invoice Date: Enter the first day of the current month.
- Date of Service: from > leave blank > to > enter the last day of the previous month.
- Staff: > Code: > Program: > Location: do not make a selection.
- Break out by: Program.
- Then by: Client.
- Then by: Date of Service.
- Click Display.
- You will want the Amount to be billed on last day of the previous month.
Run Report 8030 General Productivity Report
- Date of Service: from > leave blank > to > enter the last day of the previous month.
- Main Group: Client.
- Billable: Billable Only.
- Billable Service Line Invoice Status: Not Yet Billed.
- Fields: Click on Date of Service. Scroll to the bottom of the list > hold the Shift key down & click on Diagnoses so that the entire list is highlighted.
- Click Display.
- This report will show you the amount still not billed as of the date the report is run per the 8030 > Charge Column > enter a rate or charge of "Never Bill."
Compile the results in a spreadsheet
- In a separate tab, enter the data from each report.
- You can also save the filters for each report so that you aren't having to set them each time it's run.
- Create a tab for the Totals & enter them as below:
Note: Once you have run these reports for the first time, then going forward you can run them monthly.