What’s the Cash Reconciliation Report?
The Cash Reconciliation Report was designed to show a summary of all of the financial activity in and out of the clinic for a particular period. This report is best used alongside the Sales Report, which is a list of all of the invoiced amounts for the same period.
If you are looking for a report to use as an end of day “cash out” report for reconciling your clinic’s POS machine, as well as cash and cheques, you will want to hop over to Jane’s Transaction report for this. 🙂
You can find this report by heading to Reports > Cash Reconciliation
What’s included on the Cash Reconciliation Report?
1. Payments Received
Displays all payments collected during the report date range by payment method. These amount totals will match the totals found on the Transaction Report for the same report period.
2. Credit Used
Displays any existing patient or insurer credit that has been applied to an invoice during the reporting period, or any Gift Cards that have been redeemed during the reporting period.
For example, let’s say a patient has pre-paid $100 for their massage appointment. This pre-payment will stay on the patient’s account as credit until it is applied to an invoice. On the day of the massage appointment, the $100 credit is applied to the patient invoice, and will appear under the Credit Used section of the Cash Reconciliation Report as “Past Payments Applied.”
3. Applied To
The value of the payments that were applied to an invoice at some point during this period will be reflected under this Applied To column.
A bit more on this: Jane considers invoices and payments corresponding to a particular appointment separate entities. When you collect payment for an appointment on a normal basis, Jane will automatically “apply” or connect the invoice and payment together for you.
There are situations where you may want to disconnect (also known as “unapplying”) the payment from the invoice, for example, in the case where you need to issue a refund or make changes to the original invoice. When you have finished making the needed corrections, you will likely want to reapply the payment back onto the invoice. The value of any payments that are applied to an invoice and reapplied to an invoice will both be reflected under this “Applied To” column.
It’s important to note that if a payment was unapplied, then reapplied multiple times, Jane will list the total value of all reapplied amounts. For example, if a payment of $100 was unapplied from an invoice, and then reapplied 3 times, Jane will list a total of $300 in the Applied To decrease column, even if it’s only one payment.
4. Unapplied From
The value of the payments that were unapplied at some point during this period will be reflected under the Unapplied From column.
As we learned in the example above, Jane considers invoices and payments corresponding to a particular appointment separate entities. You may need to “unapply” or disconnect a payment from the original invoice in order to make a change. When a payment is unapplied during the reporting period, the value will appear under the Unapplied From column. If a payment is unapplied multiple times, Jane will list the total value of all unapplied amounts. For example, if the same $100 payment was unapplied 3 times, Jane will list a total of $300 in the increase column.
It is quite normal for clinics to have some unapplied amounts every month.
5. Credit Added
This column displays any credit added to a profile during the reporting period. For example, let’s say that a patient pays for their appointment today and at the same time pre-pays for their appointment next week. The pre-payment will be added to the patient’s profile as credit, and you would see this amount appear under the “Payments with Balance Remaining” section of Credit Added.
Displays total amount of payments that have been refunded during the reporting period.
7. Other (Not included in Totals)
Displays any Credit Memos with a balance remaining. Credit memos are suited for things like trades, where you might be trading $100 worth of Massage services for $100 worth of website development. Or, if you have a special promotion where a client wins a free treatment, you can put the cost of the treatment in as a credit memo to pay for that appointment. So when you use credit memos in Jane, they not being recorded as cash-flow in your transaction reports, and therefore the credit memo with a balance remaining will not included in the totals for this report.
This column compares the summary of all increased amounts to all decreased amounts.
Where can I explore the numbers found on this report?
The Cash Reconciliation report is simply used as a general overview of the financial activity at your clinic.
If you are looking for a detailed breakdown of your clinic’s financial activity, you might find the following reports helpful:
Transaction Report: If you would like to learn more about the “Payments Received” on the Cash Reconciliation report, you can have a look at Jane’s Transaction report. This report will show a summary of transactions by payment method, as well as a detailed table for each payment method with every individual transaction within the selected time frame.
Learn more: Transaction Report
Compensation Report: If you are interested in identifying the invoices with payments applied during the selected date range, you’ll want to view the Compensation Report.
Learn more: Compensation Report
Sales Report If you are interested in identifying whether there are any invoices during the date range that have not yet been paid, you will want to view the Sales report.
Learn more: Sales Report
Credit Report If you are interested in checking whether any payments from the “Unapplied From” column remain unapplied, you might find it helpful to check the Credit report to see if any patients have an outstanding amount on their account.
Cash Reconciliation Report Example Scenario 📚
Deb at the Demo Clinic has just checked out Victoria for her New Patient Appointment.
Victoria has paid by Cash for a total of $100.00 for the visit.
Here’s a snapshot of the Cash Reconciliation Report:
We can see the payment received from Victoria displayed under the Payments Received column. As this payment was applied to the appointment invoice, $100 is also displayed under the Applied To column.
Let’s now imagine that Deb has realized she booked Victoria in for the wrong appointment type - she should have been booked in under a Follow Up Treatment! This would adjust Victoria’s final invoice to $90 instead of $100.
To begin making the correction, Deb unapplies the $100 payment from the invoice.
The $100 is now added to Victoria’s account as credit, while Deb changes the appointment type.
Here’s an updated snapshot of what the cash reconciliation report would look like:
We can see the payment received from Victoria for $100 under the Payments Received column. Under the Applied To column, we can see that the payment of $100 was applied to an invoice. When Deb disconnected the payment from the invoice to correct the appointment booking, the $100 value appears under the Unapplied From column. Finally, as this $100 is now sitting on Victoria’s profile as credit, it also appears under the Credit Added column.
Deb has now corrected the appointment booking, and Victoria’s new total is $90.00. Deb reapplies $90.00 of Victoria’s original payment onto the invoice, leaving $10.00 on her account as credit to be refunded or used at her next visit.
Here’ an updated snapshot of the Cash Reconciliation report:
You will notice that each time the payment was applied, the value is reflected under the “Applied To” column, even though Deb was working with the same payment from Victoria.
We hope that this was helpful! Don’t hesitate to reach out to us at firstname.lastname@example.org if you have any further questions 😊