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How To Use the Accounting Ability

The Accounting Ability displays an overview of the financial transactions within the MacPractice database. It is designed for users that need to review the financial status of their practice.  
Currently the Accounting Ability is only present in a beta build of MacPractice. It will be present in MacPractice Gen 9 (Builds 9.0 and later).

Adding Accounting to the Toolbar
The Accounting Ability will appear as a new icon that you can add to the toolbar. To add the Accounting icon, simply right click on the toolbar, select "Customize Toolbar",  then drag and drop the Accounting Icon onto the toolbar.

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The Accounting Ability is split into four nodes.

General Node
The General node contains the General Ledger and the Journal.

General Ledger
The General Ledger provides a breakdown of all ledger transactions over a defined period of time, organized into types of transactions. These are referred to as Financial Accounts. You can set the date range that the General Ledger pulls transactions from.

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The Date drop down in the upper left allows you to choose set date ranges, such as Today, Week to Date, Month to Date, Quarter to Date, Year to Date, and All Dates. You can also manually set the date range by selecting "Custom" in the drop down and inputting your desired date range into the Start Date and End Date fields. Once your desired dates are entered, click the "Apply" button in the upper right. Results will populate as shown in the above screenshot.
You can always determine which Financial Account you are viewing by observing the opaque header right below the "Transaction Date" column header. You can expand or contract a Financial Account by double clicking on the Account's header (shown in the highlighted section of the screenshot below). You can also mouse over the name of the header, and a "Show/Hide" button will display.

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The drop down in the upper right allows you to jump to any Financial Account contained within the date range. 
Before using this drop down, you'll need to Apply the date range first. Only the transactions that exist in the date range will be displayed.
At the bottom of each Financial Account, there is a total line that adds up the total for the time period and lists it in the Amount column.
By clicking on a transaction, related charges will be highlighted as well.
Double-clicking on a line item will take you to that line item on the appropriate Ledger. 
By design, you cannot sort by the column headers by clicking on them. The order is always set by Account/Transaction type.

  • Patient A/R: Contains all Patient Accounts Receivable transactions.
  • Insurance A/R: Contains all Insurance Accounts Receivable transactions, such as new insurance portions added to a ledger due to new charges/claims filed, applied or unapplied insurance payments, etc.
  • Bank: Contains all Bank transactions, such as patient payments and refunds.
  • Unapplied Payment: Contains all transactions touching on unapplied payments, whether they are payments that were unapplied, or taking unapplied amounts and applying them.
  • Unapplied Negative Adj: Contains all unapplied negative adjustments, or newly made negative adjustments.
  • Positive Adj: Contains all Positive Adjustments.
  • Write Off: Contains all write off interactions, whether a write off was applied or removed.
  • Finance Charge: Contains all interactions with Finance Charges assessed to an account for late payment.
  • Gross Production: Contains all transactions that impact the Gross Production for the date period.
  • Contract Late Fee: Contains any late fee transactions assessed from Contract Billing.
  • Provider Adj: Contains any provider-level adjustments that have been made.
  • Patient Credit: Displays any transactions involving patient credits.

Finally, an Export button is present in the lower right of the General Ledger. This Export button will export the entire contents of the General Ledger into a .csv file, which most third party accounting softwares will use. We've designed this feature to export into a format readily accessible by Quickbooks.

Journal
The Journal lists all financial transactions within the date range, in time order from oldest to newest.

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This view is great for identifying the most recent events for the selected date range.
Setting the date range works the same as in the General Ledger. You can use the date drop down in the upper left to select pre-set dates, or you can use the start and end date fields to customize the date range you wish to review. Clicking Apply generates the results. 
You can also double click any entry here to take you to that transaction in the applicable ledger.
By design, you cannot sort by column headers. It will always be in the order of oldest transaction to newest transaction.

Each line item will show one transaction, as shown in the Transaction column, and then it will list two Accounts in the Account column. These indicate the accounts that are impacted by any Transaction within the Ledger. For example, if a patient payment is posted on an account, and then applied to a charge, the New Patient Payment Transaction will detail a debit on a placeholder Bank Account, indicating that moneys are being taken. The same transaction will then post a credit to the "Unapplied Payment" account. Then, the Apply Patient Payment Transaction will post a debit to the "Unapplied Payment" Account, and then post that amount as a credit to the "Patient A/R" Account.

InsuranceSimilar to a patient's ledger, transactions here are viewed from the point of view of insurance carriers.
ProviderThis will show individual transactions by Provider.

Bank Node
This node contains the Bank Accounts category, which details out all payments associated to a Bank Accounts reference. 

Alongside the Accounting Ability release, we've also added the ability to associate payments with a deposit or Bank account.
Bank Accounts give you another tool to organize and track the income your practice is receiving.
By expanding the Bank Accounts category, you will see all of your listed Bank Accounts.
As in the General Ledger and Journal, you can set a date range to review. When you click apply, the software will generate a list of all payments made to the selected Bank Account for the defined date range. 

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You'll note that some columns will have an asterisk on them. On any row with an amount in a column with the Asterisk present, you can do a "long click". Simply left click and hold, and this will open up an audit history for the clicked transaction.

Insurance Node
The Insurance Node contains the Insurance Companies category. This category contains all Insurance Company References with transactions on file.

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By selecting an Insurance Company and setting a date range, you can see all transactions connected to that insurance. Clicking on a line item will highlight connected items, as shown in the screenshot above. You can also double-click a line to take you to that line item in the relevant ledger.
You can also expand Insurance Companies to see all plans listed underneath an insurance company. You can click on a plan to filter by that plan.
The bottom half of this view displays the A/R for that Insurance Company. This section only accounts for claims with an insurance portion higher than zero.
You'll note that some columns will have an asterisk on them. On any row with an amount in a column with the Asterisk present, you can do a "long click". Simply left click and hold, and this will open up an audit history for the clicked transaction.

Providers Node
The Providers Node contains all providers with transactions tied to them. 

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You can select a Provider in the list and set a date range to display all transactions within the date range connected to the selected Provider. Transactions that are tied to items that fall within the date range may also be displayed.
As with the other Nodes, you simply need to click the Apply button after setting the date range to generate the results.
You can also double-click a line to take you to that line item in the relevant ledger.

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