What causes a multi-month daysheet and how can it be avoided?
A multi-month daysheet occurs when the daysheet has transactions that are dated in a month other than the current month. This can happen for several reasons. Below are some examples.
1. On the last day of the month the daysheet is closed and afterward a transaction is posted. That transaction will now be included in the daysheet for the first day of the next month causing a multi-month daysheet. To avoid this, make sure that no transactions are posted after the final daysheet of the month is posted.
2. When OrthoTrac is configured for multiple due dates contracts will also have due dates throughout the month. If the last day(s) of the month are on a weekend or other day when the office is closed, and the roll is not run for those days until the first day of the next month, the roll will include contract charges for those last days of the month causing a multi-month daysheet. To avoid this, either roll through the end of the month on the last working day of the month, or configure the system to run the roll automatically each night.
NOTE: Using due dates of 29, 30, and 31 when entering contracts can cause multi-month daysheets in months with less than 31 days (February, April, June, September, November). This is because a due date of 29, 30 or 31 will not be rolled in a calendar month that has fewer days and that due date is be picked up in the first roll run the following month. For this reason it is suggested to only enter contracts with due dates up to the 28th to prevent conflicts between system date and due date.
3. Auto payments that are scheduled for the last days of the month can cause a multi-month daysheet if the auto payments scheduled for the last day(s) of the month are on a weekend or other day when the office is closed. When the payments are posted on (or after) the first of the month a multi-month daysheet results. To avoid this, the auto payments through the end of the month should be posted on the last working day of the month or use the Use today’s date when posting all transactions option in the Post Auto-Payments window.
4. On the last day of the month the daysheet is closed and afterward a procedure is posted. The procedure is part of the next daysheet even if there is no charge associated with the procedure. If the daysheet is not closed again before the end of the month, the first daysheet of the new month will be a multi-month daysheet.
NOTE: The daily backup, House Calls transactions, and scheduling patients for an appointment will NOT cause a multi- month daysheet.
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