Accounting

Open Dental has a built-in accounting tool that can be used independently by small offices.

In the Manage Module, click Accounting.

The chart of accounts is a list of the accounts used to organize finances and divide expenses, revenue, assets, liabilities, and equity.

Setup: Set up automated deposit entries and automated payment entries. See Accounting Setup.
Lock: Lock all accounting entries on or before a specific date, e.g. when closing out the year. See Accounting Close Year.
Reports: Generate and print end of year reports.


Add, Edit: Add new or edit (and mark inactive) existing account types.
Export: Save the Chart of Accounts details as a text or Excel file. Change the As of Date to export the Balance totals for the date entered.
Close: Close the Accounting window.

As of Date: Change to view balances on a different day and click Refresh.
Today: Click to refresh the list to show current balances.

Include Inactive Accounts: Include or exclude accounts marked as inactive.


Chart of Accounts: A list of existing account types and their balance as of today's date.

To add, edit, or view, Accounting Transactions, double-click an account.

Set up the Chart of Accounts

When set up correctly, certain transactions in Open Dental will automatically create accounting transactions in the Chart of Accounts. You can also set up deposits to automatically create accounting transactions in QuickBooks. See QuickBooks

To add a new account, click Add. To edit an existing account, select the account and click Edit.

Description: Enter the account name.
Type: Select the type of account. There are five types of accounts:

Bank Number: The bank account number to represent this chart of account (typically only for Asset account types).
Inactive: Mark this account inactive to hide it from the Chart of Accounts grid.
Row Color: Set a color to make the row easier to spot in the Chart of Accounts grid. Click on the color box to select a color.
Delete: Removes the account. Accounts with transactions cannot be deleted.

Troubleshooting

See Accounting FAQ

If accounts for automatic payments are set up incorrectly, transactions may be attached to invalid accounts and you may receive an error when trying to view old payments. Follow these steps to identify and fix the transactions.

  1. Update to the latest stable version.
  2. In the Main Menu, click Tools, Database Maintenance.
  3. Click Fix.
  4. A message in the log will indicate how many transaction have an invalid account: "Transactions found attached to an invalid account: X. All invalid transactions have been attached to the account called UNKNOWN. They need to be fixed manually."
  5. In the Manage module, click Accounting. A new account called UNKNOWN will show. Double click on it to view all transactions attached to an invalid account.
  6. For each transaction correct the account.
    1. Double click on the transaction.
    2. Uncheck the Simple box.
    3. In the Splits area, double click on the Unknown account.
    4. Click Change and select the correct account.
    5. Click OK to save the change and close the window.