SoftDent: Running or Printing an Account Aging Report

Document created by chriscornett Employee on Sep 20, 2017
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Question:

 

  • How is an account aging report generated?
  • What information does the Account Aging report display?
  • How can a detailed breakdown of accounts overdue by 30, 60, or 90 days be generated?


Answer:

 

1. Click Reports in the menu bar and select Accounting.

2. Select Account Aging.

3. Select an output option and click OK.

4. Select the provider by ID if needed.

5. Set the desired criteria in the "Applicable Accounts" section of the report setup window.

 

    • In versions 14.0 and higher, it is possible to specify a specific range of days. (0 - 30 days, 31 - 60 days, 61 - 90 days, or greater than 90 days).
    • 14.2.0 and Higher: The "Amount Due" and "Prepay Amount" were added to this report in version 14.2.X and causes the report to print out in the 'Landscape' orientation due to space limitations on the report.

 

6. Set the desired criteria in the "Account Details" section of the report setup window.

7. Set the desired user codes to exclude in the "Account User Codes" section of the report setup window.

8. Click OK to generate the report.

 

Additional Information

 

By default, this report excludes accounts with user codes C, I, or L; inactive accounts; accounts with $0.00 balances; and accounts with credit balances.

 

If you do not select the Show Details Of Individual Accounts checkbox, this part of the report prints balance mismatch information only. If you run this report for a specific provider, the summary does not include budget plan amounts.

 

If you have future transactions posted in your system, the account will show as having a balance mismatch. True balance mismatches display a status box in the Account Transactions window.

 

This report does not include dangling transactions.

 

You should not compare the receivables total from the Account Aging report with the receivables number on the daysheet. The defaults for the Account Aging report exclude a number of accounts, while the daysheet does not exclude any accounts.

 

To reconcile the Account Aging report with other accounting reports, you must not exclude any user codes, and you must include accounts with credit balances when you set up the report.

 

The Outstanding Insurance Breakdown section of the report shows the dollar total and aging of insurance balances. The dollar total equals the insurance balance for accounts included in the report. This is not the same calculation as for outstanding claims, and this total will not match any other report.

 

The Accounts Receivable is also shown as a percentage for each of the aging categories—current, 30-, 60-, 90-, credits, amounts not on budget plans, and amounts transferred to budget plans.

Understanding the Report's Calculations

 

For Practice

 

  • Acct ID and Account Name: Account ID number and name of guarantor one.
  • Balance: Total account balance when run for the practice.
  • Current: Portion of the balance that is current.
  • 30 Days, 60 Days, 90 Days: Portion of the balance that is outstanding 30, 60, or 90 days.
  • Date LP: Date of last payment (codes 1.00-20.89). The LAST PAYMENT field in the Account Information window is updated for personal payments (codes 1.00, 3.00-20.89).
  • Amount LP: Amount of last payment (codes 1.00-20.89).
  • Ins Amnt: The account's insurance balance.
  • Bdgt Pln/CC Plan: Total of account budget plan/credit card payment plan balance.
  • Prepay: (14.2.X And Higher) The prepay column has been added to help identify when a patient has paid more than just their patient portion and is paying on a balance that SD sees is owed  by insurance.

 

When CS SoftDent detects a payment is being posted towards a balance it is holding out to insurance, it will subtract the prepay amount from the total of the outstanding insurance.  

The ICM method plays a big role in how the insurance information is calculated on the AR
report and can change drastically simply by changing what ICM method an office is using.

The prepay column has been added to help identify when a patient has paid more than just their patient portion and is paying on a balance that SD sees is owed  by insurance. When SD detects a payment is being posted towards a balance it is holding out to insurance, it will subtract the prepay amount from the total of the outstanding insurance.

Prior AR Report:  Example if an
account was set up as ICM 1 and a patient came in for a $ 1,000 procedure and made a personal payment of $500, the prior report would show the account balance as $ 500 and the outstanding insurance $ 1,000.  
New AR report: With that same scenario,
account = ICM 1. Patient has a $ 1,000 procedure.  Patient makes a personal payment of $500. The account balance will show $ 500 and the outstanding insurance will $500.

This is designed to help the office get a better understanding of what is outstanding to insurance. If an office is a PPO office this will still be helpful, but the office would need to be posting their write offs on date of service.

For Individual Provider

Acct ID and Account Name:
Account ID number and name of guarantor one.
Balance: Portion of the
account balance due the individual provider.
Current: Portion of balance current with the individual provider.
30 Days, 60 Days, 90 Days: Portion of the balance outstanding 30, 60, or 90 days with the individual provider.
Date LP: Date of last personal payment posted for the individual provider (codes 1.00-20.89). The LAST PAYMENT field in the
Account Information window is updated for personal payments (codes 1.00, 3.00-20.89).
Ins Amnt: Portion of insurance balance for individual provider.

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