The Cashing Up Report in CareStack is used to balance and review the revenue performance of a practice.
Topics Covered
Let's explore how to generate the Cashing Up Report.
- Navigate to the System Menu > select Operational Reports.
- Click the + icon on the left or the Generate Report button on the right for the chosen report.
- The Cashing Up Report can be generated based on Transaction Date or Payment Date, and it shows real-time data.
- The Cashing Up Report is available in five views: Summary View, Collection View, Transaction View, Receipt View, and Day by Day Summary View.
- Setting the filter criteria is important for building your report. It allows you to focus exactly on the information you need.
Note: The filters with red asterisk signs are mandatory fields. |
The summary view shows the consolidation of actions and applied and unapplied amounts for the particular location selected.
Let us explore the filters:
| No | Filters | Description |
| 1 | Date Range* |
Choose to focus the report on payments dated within the selected date range (based on your choice of Transaction Date, Payment Date, or Deposit Date). Select a maximum of up to 3 months. *By default, the date range will be for the current day. |
| 2 | Date As* |
Choose to run your report based on the Transaction Date, or Payment Date. *By default, the date will be the transaction date. |
| 3 | Receipt Location* |
Choose to focus the report on receipts added to a specific location. *By default, the user's default location will be selected. |
| 4 | Receipt Clinician | Choose to focus the report based on the receipt clinician you want to see in the report. |
| 5 | User | Choose to focus your report based on the selected user(s) who performed the transaction. |
| 6 | Group Collection By* |
By default, the payment category is selected. The dropdown will have the following options: Payment Category, Payment Type, Location, Payment Method, Payment Source, and None. |
| 7 | Exclude Membership Discount Credits | Choose whether to exclude the Membership Discount Credits from the report. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
Generation/Download Criteria
- Due to data volume, reports with more than 10 Treatment Locations or a date range exceeding 1 Month will not be generated on-screen.
- Reports meeting these criteria will be accessible in the Scheduled Downloads section.
Result - Summary View
Now, let us take a look at the results of the Cashing Up Report (Summary View).
- Collected: The amount collected from receipts that were added in the specified date range.
- Updated: The amount which was updated on the receipts during the specified date range.
- Deleted: The number of receipts that were deleted during the specified date range.
- Payment Amount: The sum of the amount collected from receipts that were added/updated in the selected date range.
- Trans. Charge: The amount of transaction charge that was collected from receipts that were added in the specified date range.
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Transaction Summary: This section shows the overall utilisation of the collected amount. The actions coming in this section will be Collection, Applied Payments, Refunds, Transfer Receipt, Adjust Off, Clinician Adjustment, Overpayment Recovery, NSF, and Unapplied. If any of the paying entities has a value in any of these actions, the actions will be displayed; otherwise, they will be hidden.
- In the Transaction date logic, it will show values based on the transaction date of the action that happened. All the transactions will show the net, i.e., the sum of all created/updated/deleted values.
- In the Payment date logic, it will show values based on the payment date of the receipts.
- Collection Adjustments: The total amount of patient collection adjustments.
- Gross Collection: This will show the gross collection split on each paying entity. If the user deselects any specific paying entity, then that section will be hidden. This section will show the gross collection transaction date for each paying entity and the total.
- Net Collection: Calculated as the sum of money from patient receipts +/- collection adjustments and refunds. Exclusion: Income reduction, special credits and finance charges. Inclusions: Transaction charges, membership credit.
Click on the blue-coloured entries to view more information on the corresponding entry.
Let us explore the filters:
| No | Filters | Description |
| 1 | Date Range* |
Choose to focus the report on payments dated within the selected date range (based on your choice of Transaction Date, Payment Date, or Deposit Date). Select a maximum of up to 3 months. *By default, the date range will be for the current day. |
| 2 | Date As* |
Choose to run your report based on the Transaction Date, Payment Date, or Deposit Date. *By default, the date will be the transaction date. |
| 3 | Receipt Location* | Choose to focus the report on receipts added to a specific location. By default, the user's default location will be selected. |
| 4 | Receipt Clinician | Choose to focus the report based on the receipt clinician you want to see in the report. |
| 5 | Payment Category | Choose to focus your report based on the category of payment, whether it was made by cash, check, credit card, and so on. |
| 6 | Payment Type | Choose to focus your report based on the type of payment accepted, whether it was made via Visa, MasterCard, Cash, Check, and so on. |
| 7 | Payment Method | Choose to focus the report based on the method of payment, whether it was Regular, Advanced, Payment Plan, Patient Portal, or Payment Portal. |
| 8 | Payment Source | Choose to focus the report based on the source of the payment, whether it was Stripe, None, or Not Applicable. |
| 9 | Patient | Choose to focus the report based on the selected patients. |
| 10 | Receipt Action | Choose to focus the report on the selected receipt actions. |
| 11 | User | Choose to focus your report based on the selected user(s) who performed the transaction. |
| 12 | Group Collection By* |
By default, the payment category is selected. The dropdown will have the following options: Payment Category, Receipt Location, Payment Type, Location, Payment Method, Payment Source, and None. |
| 13 | Columns | Choose the columns required in the report. |
| 14 | Hide Patient Name | Check this option if you would like to hide the patient's name from patient payments. By default, it will not be checked. |
| 15 | Show Receipts with Transaction Charges Only | Check this option if you would like to include the receipts with transaction charges. By default, it will be checked. |
| 16 | Show Refunds |
Check this option to show Refunds in the report. |
| 17 | Show Remarks | Check this option if you would like to show the remarks against each receipt (which has a remark). By default, it will be unchecked. |
| 18 | Show updates and deletions from prior receipts separately | Check this option to include updates and deletions from prior receipts as well. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
Generation/Download Criteria
- Due to data volume, reports with more than 10 Treatment Locations or a date range exceeding 1 Month will not be generated on-screen.
- Reports meeting these criteria will be accessible in the Scheduled Downloads section.
Result - Collection View
Now, let us take a look at the results of the Cashing Up Report (Collection View).
- Transaction Date: The date the transaction was completed in the system.
- Receipt Of: The name of the patient for whom the receipt was added.
- Default Location: The default location of the patient.
- Receipt #: The system-assigned number used to identify the payment that has been entered into the system.
- Rcp. Location: The location pertaining to the receipt created.
- Payment Date: The date the payment was made, as mentioned in the receipt.
- Payment Category: The category of payment, whether it was made by cash, check, credit card, and so on.
- Payment Type: The type of payment accepted, whether it was made via Visa, MasterCard, Cash, Check, and so on
- Payment Method: The method of payment accepted, whether it is Regular, Advanced, Payment Plan, Patient Portal, or Payment Portal.
- Payment Source: The source of the payment, whether it was Stripe, None, or Not Applicable.
- Ref No.: The reference number entered by your Practice staff when creating the receipt.
- Created user: The name of the user who created the receipt.
- Deposit Amount: The total amount of the payment.
- Trans. Charge: The transaction charge amount applied to the receipt, if applicable.
- Receipt Clinician: The clinician associated with the receipt.
- Income Reduction Clinician: The Clinician associated with the income reduction applied.
- Spc. Cred. Adj. Code: If the receipt was added with a special credit payment type, the adjustment code is displayed here.
- Action: The action related to the transaction. This column will only occur when the date is selected as the transaction date and shows the transaction action.
Click on the blue-coloured entries to view more information on the corresponding entry.
This view shows the details grouped by each transaction action for patient payments. Each section should show the corresponding action based on the selected filters.
- In the transaction date filter, the transaction entries would show all transactions based on the selected date range.
- In the payment date filter, the transaction entries would show all transactions with payment dates based on the selected date range.
Let us explore the filters:
| No | Filters | Description |
| 1 | Date Range* |
Choose to focus the report on payments dated within the selected date range (based on your choice of Transaction Date, Payment Date, or Deposit Date). Select a maximum of up to 3 months. *By default, the date range will be for the current day. |
| 2 | Date As* |
Choose to run your report based on the Transaction Date, Payment Date, or Deposit Date. *By default, the date will be the transaction date. |
| 3 | Receipt Location* | Choose to focus the report on receipts added to a specific location. By default, the user's default location will be selected. |
4 |
Receipt Clinician | Choose to focus the report based on the receipt clinician you want to see in the report. |
| 5 | Transaction Location | Choose to focus the report on specific transactions that happened at a specific location. |
| 6 | Transaction Action | Choose whether to generate the report based on the transaction action, like Applied Payments, Refunds, Transfer Receipts, Adjust Off, Clinician Adjustments, Overpayment Recovery, or NSF. |
| 7 | User | Choose to focus your report based on the selected user(s) who performed the transaction. |
| 8 | Exclude Membership Discount Credits | Choose whether to exclude the Membership Discount Credits from the report. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
Generation/Download Criteria
Due to data volume, reports with more than 10 Treatment Locations or a date range exceeding 1 Month will not be generated on-screen.
Reports meeting these criteria will be accessible in the Scheduled Downloads section.
Result - Transaction View
Now, let us take a look at the results of the Cashing Up Report (Transaction View).
- Transaction Date: The date the transaction was completed in the system.
- Receipt #: The system-assigned number used to identify the payment that has been entered into the system.
- Rcp. Location: The location pertaining to the receipt created.
- Rcp. Clinician: The clinician pertaining to the receipt created.
- Date Of Service: The date of service of the completed code associated with the receipt.
- Procedure Code: The procedure code name along with its description.
- Tx. Clinician: The short name of the treatment Clinician associated with the listed procedure code or receipt.
- Tx. Location: The short name of the treatment location associated with the listed procedure code or receipt.
- Amount: The amount that was involved in the transaction.
- Applied For: The patient to whom this receipt is applied.
- Patient ID: The system-assigned number used to identify the patient and their records.
- User's Name: The name of the user who completed the transaction in the system.
- Remarks: Any remarks added by the user regarding the transaction.
Click on the blue-coloured entries to view more information on the corresponding entry.
Let's explore the filters:
| No | Filters | Description |
| 1 | Receipt# * | Choose to focus your report based on the entered receipt ID. |
| 2 | Show Transactions* | Choose to focus your report to show the receipt transactions by Entire Transactions or by Transactions between a certain date range. By default, the date range will be for the current day when you select the option Transactions between. |
| 3 | Sort By* | Choose to sort the receipt by Transaction Date or by Amount. By default, the Transaction date will be selected. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
Generation/Download Criteria
Due to data volume, reports with more than 10 Treatment Locations or a date range exceeding 1 Month will not be generated on-screen.
Reports meeting these criteria will be accessible in the Scheduled Downloads section.
Result - Receipt View
Now, let us take a look at the results of the Cashing Up Report (Receipt View).
- Receipt Of: The name of the patient for whom the receipt was added.
- Receipt #: The system-assigned number used to identify the payment that has been entered into the system. Click this hyperlink to be taken to the Receipt view.
- Payment Amount: The total amount paid (including the transaction charge).
- Transaction Charges: The amount of transaction charge that was collected from receipts that were added in the specified date range.
- Applied Transaction Charges: The total amount of applied transaction charges.
- Unapplied Transaction Charges: The total amount of unapplied transaction charges.
- Unapplied: The unapplied credits available on the receipt.
- User Name: The name of the user that created the receipt and entered it in the system.
- Location: The location where the receipt is added.
- Payment Category: The category of payment, whether it was made by cash, check, credit card, and so on.
- Payment Type: The type of payment accepted, whether it was made via Visa, MasterCard, Cash, Check, and so on.
- Payment Date: The date the payment was made.
- Created Date: The date the receipt was made.
- Ref No.: The reference number entered by your Practice staff member accepting the payment.
- Payment Source: The source of the payment.
- Payment Method: The method of payment accepted, whether it is Regular, Advanced, Payment Plan, Patient Portal, or Payment Portal.
- Remarks: Any remarks added, if any.
Click on the blue-coloured entries to view more information on the corresponding entry.
Day by Day Summary View provides practices a daily overview of collections by Payment Category or Payment Type.
Let's explore the filters:
| No | Filters | Description |
| 1 | Date Range (Max 3 Months) |
Choose to focus the report on payments dated within the selected date range (based on your choice of Transaction Date, Payment Date, or Deposit Date). Select a maximum of up to 3 months. *By default, the date range will be for the current day. |
| 2 | Date As |
Choose to run your report based on the Transaction Date, Payment Date, or Deposit Date. *By default, the date will be the transaction date. |
| 3 | Receipt Location | Choose to focus the report on receipts added to a specific location. By default, the user's default location will be selected. |
| 4 | Show By | Choose whether to show by Payment Type or Payment Category. |
| 5 | Payment Category | Choose to focus your report based on the category of payment, whether it was made by cash, check, credit card, and so on. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
Generation/Download Criteria
Due to data volume, reports with more than 10 Treatment Locations or a date range exceeding 1 Month will not be generated on-screen.
Reports meeting these criteria will be accessible in the Scheduled Downloads section.
Click on the blue-coloured entries to view more information on the corresponding entry.
Practices can use this resourceful guide to learn how to generate the Cashing Up Report.