Aging of Accounts Receivable (A/R) Report

The Aging of A/R report lists guarantors who owe the office money. It is based on the guarantor's billing type, primary provider and clinic. Aging is automatically recalculated when the report is generated.

Notes:

  1. In the Main Menu, click Reports, Standard.
  2. In the Monthly section, click Aging of A/R.
  3. As of Date: Enter the as of date for the report. Defaults to the date of the most recent aging calculation (usually today). If changed to a historical date, totals reflect all transactions up to the date entered except for estimated write-offs.
  4. Age of Account: Select which patients to include based on aging balance.
    • Any Balance: Include patients with any balance due.
    • Over 30 Days: Include all patients with balances that are over 30 days due.
    • Over 60 Days: Include all patients with balances that are over 60 days due.
    • Over 90 Days: Include all patients with balances that are over 90 days due.
  5. Group By: Select how to group calculation amounts.
    • Family (default): Group by family, listed by guarantor.
    • Individual: Group by individual patient.
  6. Exclude Patients With: These options exclude selected patients in the report results. Check to enable; uncheck to disable.
    • Inactive status: Do not include patients who are marked Inactive on the Edit Patient Information window.
    • Archived status: Do not include patients who are marked Archived on the Edit Patient Information window.
    • Bad addresses (no zip code): Do not include patients who have no zip code entered on the Edit Patient Information window.
  7. Include Patients With: Include patients that meet the selected criteria.
    • No selection: Only include patients with positive balances.
    • Insurance estimates and no balance: Patient's with no estimated patient portion but have an insurance estimate.
  8. Only Patients With: Select only patients who match selected criteria.
    • Negative balances: Only show patients who have a negative balance (credit).
    • Insurance estimates and no balance: Only show patients with no patient portion but have an insurance estimate.
  9. Age Write-off Estimates: Check to subtract write-off estimate amounts from aging category totals. Write-off estimates are aged by procedure date.
  10. Age negative adjustments: Check to apply negative adjustments to family balances of each aging category by adjustment date. Default this option to be checked or unchecked in Account Module Preferences, Age negative adjustments by adjustment date.
  11. Show last payment date (landscape): Include date of last payment for patients. This will print the report in landscape.
  12. Billing Types: Highlight the billing types to include or click All to include all billing types.
  13. Providers: Highlight the primary providers to include or click All to include all primary providers. Provider selection is only an option if the logged-on user has the Production and Income, View All Providers permission.
  14. Clinics: If using Clinics, highlight the clinics to include or click All to include all clinics. Only clinics the logged-on user has access to are options.

    Note: When the report is grouped by family, clinic is determined by the guarantor's assigned clinic. When grouped by Individual, clinic is determined by the patient's assigned clinic.

  15. Generate Query (optional): Click to generate the raw query text of the Aging report.
  16. Click OK to generate the report. The Aging of A/R report uses the Complex Report System.

    Note: The Future dated transactions are allowed text only appears if one or more of the following Account preferences are allowed: Allow future dated payments, Allow future payments, All future dated transactions. Aging may look inaccurate if any of these preferences are allowed.

Below is a description of each column in the report. The columns will vary depending on the report criteria.

Examples

After a Conversion: To generate an Aging of A/R report so you can compare the total account balance in your old software with the beginning total account balance in Open Dental.

Collections: To make the list smaller for collections purposes filter the report by Age of Account (e.g. over 90).

To print an accounts receivable report (families with positive balances), select the following options:

To print a total practice account balance (all accounts regardless of balance), select the following options:

To match the totals of the Aging of A/R Report and Receivables Breakdown Report: See Receivables Breakdown Report.

Questions and Answers

Question: I am comparing my Aging of A/R total from two dates. I expect the differences to be equal to the Production and Income amounts for the period, but it differs. Why?

Answer: If Line Item Payment Plans is not turned on, payment plans are not part of individual account balances and therefore not part of the practice balance, which is the A/R. Every time you create a payment plan you are making a loan and reducing your A/R. Likewise, payments attached to a payment plan do not change your A/R, but do affect production and income.

AR1 - AR2 =

(ProdT2 - ProdT1) - (IncomeT2 - IncomeT1) + (PayPlanPaymentsT2 - PayPlanPaymentsT1) - Change of TP completed amounts of all payment plans.

Question: I am using clinics. When I run reports, the Aging of A/R report shows payment assigned to one clinic, but the Production and Income (P & I) report shows the same payment assigned to a different clinic. Why?

Answer: Each report determines the clinic differently. The Aging of A/R report determines clinic based on the guarantor's assigned clinic (the person technically 'owns' the debt). The P & I report determines clinic based on the clinic assigned to the procedure (place of service).