Below are answers to frequently asked questions about the Accounting feature in the Manage Module.
What do I need to do to get started?
For detailed instructions, see Accounting Setup.
What is Automatic Payment Entries for on the Setup Accounting window?
It is commonly used for cash payments from patients or patient refunds. When you click Add, you will be prompted to select a payment type and add accounts the cash will be deposited into (we recommend using a second asset account such as Cash Box). Also select an income account so the transactions are included when tracking total income.
How are deposits assigned to an account?
When you create a new deposit, the account that will receive the deposit is listed under Deposit into Account on the Edit Deposit Slip window. The default account is the first one listed in for Automatic Deposit Entries. You can also manually create a deposit if the income received is not from a patient.
How do I enter a transaction for a payment (e.g., utility payments, rent)?
We recommend entering a negative payment from an asset account like a checking account. It is easier to remember that a negative number here deducts from your asset account balance. If you instead enter the payment from an expense account, the payment amount should always be positive since it adds to the expense total.
How do I account for a patient refund?
Patient refunds are entered as a negative patient payment. Create a patient refund payment type (see Definitions: Payment Types) and set up Automatic Payment Entries for the refund type. Every time a refund payment is created, an accounting entry will automatically be made into the assigned asset and income account. If no Automatic Payment Entries are created for the payment type, manually create an entry in credit entry in the asset account (e.g., checking account) and split the entry to an income account (e.g., patient income).
When do I need to create a manual deposit entry (DEP)?
When you receive income from a non-patient source (e.g., a vendor refund). Manually create a deposit entry in the asset account, split to an account that makes sense for the payment source.