Genie knows the last thing you want to be doing is digging through records to find accounts that need to be chased up. To save you the time and effort of clicking through account after account, Genie has an integrated Aged Debtors Report.
Before you begin
Like any financial report in Genie, it is necessary to run a Check Integrity before running this report. This is to ensure the health of your financial data and the accuracy of your reports. If you find any issues in your Check Integrity, please contact our Support Team who will be happy to help.
To access your Aged Debtors Report, navigate to File > Maintenance & Reports > Practice Analysis.
Aged Debtors by Service Date:
To run a regular Aged Debtors Report based on service date, simply click on the Aged Debtors Report button.
You will be presented with the following settings window:
The 'Cut off' date is used to determine which services are included in the report. Any services after the 'Cut off' date are excluded from the report.
The 'As of' date is used to calculate the age of the debtors listed. For example, if you set the 'Cut off' date at 31/12/2012 and set the 'As of' date at 31/03/2013, any debts which were current at 31/12/2012 are still outstanding at 31/03/2013 would be shown 90+ column.
Any report produced after the 'Cut off' date will reflect payments made between the 'Cut off' date and the date it is printed. For example, assuming:
- A 'Cut-off' date of 31/12/2012 and book debts of $15,000 at this date
- Payments of $13,000 received between 31/12/2012 and 31/03/2013
A report printed on 31/03/2013 would have net book debts of $2,000.
Aged Debtors by Invoice Date:
To run an Aged Debtors Report based on Invoice Date, Alt + click on the Aged Debtors Report button. This will also exclude payments after your selected cut off date.
The 'As of' date will produce a report by invoice date as if it were produced on the date selected. All invoices dated up to and including the 'As of' date are included in the report.
The report ignores payments and credits raised after the 'As of' date. For example, assuming:
- An 'As of' date of 31/12/2012 and book debts of $15,000 at this date
- Payments of $13,000 received between 31/12/2012 and 31/03/2012
A report printed on 31/03/2013 would have net book debts of $15,000 - being the debts outstanding at 31/12/2012.
Account Holder: This shows the name of the Account Holder with the outstanding amount. Please note that the Account Holder may not necessarily be the patient the outstanding fees are for.
Current: Shows the amount that is currently outstanding (less than 30 days)
30/60/90/120 Days: Shows the amount that is outstanding by more than a certain period. In the above example, William Alstone has fees equalling $193 that are 30 days overdue. He also has fees of $300 that are more than 120 days due.
Total: The total fees for the Account Holder that are more than 30 days overdue.
If you would like to sort by a particular field, you can click on the column headers in the Aged Debtors report to sort by that column.
|This will automatic blacklist this Account Holder|
|This will unmark the Account Holder as blacklisted|
|This will open the Account History for the Account Holder|
|This will open the Account Holder Record|
|This will print a list of the outstanding items for the Account Holder|
|This will generate an Excel file of the Aged Debtors Report|
|This will show a graph of the Account Holders and their owed amounts|
|This will print a copy of the Aged Debtors Report|
1. Neither report restores:
- Deleted invoices
- Deleted payments or
- Adjustments to fee amounts
Where these deletions or adjustments occur:
- After the 'Cut off' date (in the case of aged debtor reports by service date) or;
After the 'As of' date (in the case of aged debtor reports by invoice date)
For example, assuming:
A 'Cut off' date of 31/12/2012 and book debts of $15,000 at this date
$500 worth of invoices that were outstanding at 31/12/2012 but subsequently deleted
A report run on 31/03/2013 would have net book debts of $14,500, not $15,000.
2. If a provider's name is changed after the 'Cut off' date neither report will reinstate the original provider name.
If you think somebody else would appreciate reading this article feel free to email them a link.