Transaction Report
Run the Transaction report to obtain an audit trail of all new patient folders and all
transactions posted to your system. We recommend you finalize the report every working day to have an accurate audit trail. You can run preliminary reports as often as you wish, while continuing to
accumulate transactions. Once you request a final report,
each transaction on that report is permanently assigned to the report number. Transactions posted after you request a final report are assigned to the next sequential report number. We recommend that you save a printed or digital copy of all final reports, although under normal circumstances you can
regenerate any previous report upon request.
Security Issues - The security rights are different when you access the Transaction report from the Daily Activities menu as opposed to the Practice Reports menu. This provides a way for staff that is restricted from accessing other financial data to generate the Transaction
report. To completely restrict access to the Transaction report,
you must assign No Access to
both the Reports> Financial Reports
and Miscellaneous> Print Trans. Report
(Daily Activities) options in your security group rights. Also, if you have Read Only access for the Print Trans. Report (Daily Activities) option, you will not be able to generate a Final Transaction report. See "Set Up Security Access" for details about assigning security rights.
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Open the Report - You can open this feature in multiple ways: Use the method that's most convenient for you.
Daily Activities Option - ViewPoint main menu > Daily Activities > Print Transaction Report.
Practice Reports Option - ViewPoint main menu > Practice Reports > Financial > Transaction.
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Report Settings - Select the options to use for choosing records and generating this report. Choose carefully, as your selections will affect which data is included in the report.
Report type - Choose Preliminary to generate a report of all transactions that are not yet finalized; choose Final to generate the report and finalize transactions for the day; select Old to generate a closed report.
Old Report Date / Report Number - (This is ignored for Preliminary and Final reports, which include all non-finalized receipts.) Select to generate an Old report, then enter either the date to print, or the Transaction report number to use. This is useful for locating a specific transaction that occurred in the past.
Office - Choose to include only the records for a specific office, or include the records for all office locations in your practice.
Doctor - Choose to include only the records for a specific doctor, or include the records for all doctors in your practice.
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Output Options - After selecting the report settings, click Ok to continue to your output choices. See "Manage Record Selection & Output" for details.
Report Sections - This report includes multiple sections, each detailing specific events or transactions that were posted to your ViewPoint system. All sections include the patient name, primary ID code, responsible party name, transaction date, description, and amount. Each section ends with a sum of all transactions in that section.
New Patients - This section lists all of the patient records that were created from scratch, or by promoting a sibling record. The list includes the patient name, primary ID code, responsible party name, primary referrer, and the date the record was created. If multiple responsible parties are linked to the patient, the patient will be listed with each responsible party name separately. The section ends with the total number of records, not necessarily the number of patients, created.
New and Changed Treatment Fees - This section lists the full treatment fee amount of new contracts, as well as treatment fee amounts that were changed via the Contract Editor, excluding changes that were applied via the Adjustment tab.
New Treatment Fees - These transactions include the full treatment fee amount of new contracts. This includes contracts created by allocating part of an existing contract to a new billing party, as well as contracts created for new patients or new treatment phases. Contract proposals are not included in this calculation.
Changed Treatment Fees - These transactions include treatment fee amounts that were changed via the Contract Editor, excluding changes that were applied via the Adjustment tab. This includes changes to billing party allocations that result in $0 actual difference, as well as changes that result in increased or decreased total fees.
Treatment Fee Adjustments - This section lists treatment fee changes that were applied to patient contracts via the Adjustments tab of the Contract Editor.
Miscellaneous Charges - This section lists transactions posted as miscellaneous charges and miscellaneous charge reversals. Descriptions that appear in parentheses indicate the transaction was reversed.
Other Adjustments - This section lists transactions posted as Adjustments. See "Transaction Types Table" for details about creating your list of charge adjustment descriptions.
Receipts - This section lists transactions posted as receipts. The description includes the type of transaction posted: ca = cash; cc = credit card; et = electronic transfer; mo = money order; ot = other.
Special Transactions - Transactions flagged with posting fix include an asterisk ( * ) in the description; Transactions that were reversed include an asterisk ( * ) and appear in parentheses.
Summary - The section ends with totals for each type of transaction, as well as a grand total. Note that the deposit total and transaction total are listed separately. While all receipt transactions are included in the Total column of the summary, reversed transactions and transactions flagged as Posting Fix (both indicated by an asterisk ( * ) in the description), are omitted from the Deposit total.
Report Summary - The Transaction report summary details each section of the report to calculate your new accounts receivables balance.
(a) Previous Account Balance - This number is carried over from the total account balance on the previous Transaction report.
(b) Treatment Fees - This number matches the New and Changed Treatment Fees total on this report.
(c) Treatment Fee Adjustments - This number matches the Treatment Fee Adjustments total on this report.
(d) Adjusted Treatment Fees (b+c) - This number is the sum of the Treatment Fees and Treatment Fee Adjustments amounts.
(e) Misc. Charges - This number matches the Miscellaneous Charges total on this report.
(f) Other Adjustments - This number matches the Other Adjustments total on this report.
(g) Adjusted Mics. Charges (e+f) - This number is the sum of the Miscellaneous Charges and Other Adjustments amounts.
(h) Total Charges (b+e) - This number is the sum of the Treatment Fees and Miscellaneous Charges amounts.
(i) Total Adjustments (c+f) - This number is the sum of the Treatment Fee Adjustments and Other Adjustments amounts.
(j) Adjusted Total Charges (h+i) - This number is the sum of the Total Charges and Total Adjustments amounts.
(k) Total Receipts - This number matches the Receipts > Grand Total > Total on this report.
Total Deposits - This number matches the Receipts > Grand Total > Deposit on this report.
Total Reversals - This number is calculated from all miscellaneous charge and receipt reversals, indicated by descriptions in parentheses, on this report.
(l) Net Account Balance Change (j-k) - This number is the difference between the Adjusted Total Charges and Total Receipts amounts.
(m) Total Account Balance (a+l) - This number is the sum of the Previous Account Balance plus the Net Account Balance Change. Once you finalize this report, this Total Account Balance will become the Previous Account Balance for the next Transaction report.
Report "Locks" Transaction Posting - While you are running a Transaction report, other uses are prevented from posting any type of financial transaction to your ViewPoint system.
Balancing Worksheet vs. Transaction Report - When you run a final Balancing Worksheet or Transaction Report, you finalize the transactions and advance the report number for both reports. If you generate an old report number for both types of reports, you will notice that the Previous Account Balance and Total Account Balance totals are the same, but the other calculations are likely different. Although each report uses the exact same transactions for its calculations, certain transactions are categorized differently, depending on which report you run. Please refer to the descriptions of each report to determine which calculations are most relevant to your practice's financial reporting requirements.
Transaction Report Log - Run a Transaction Report Log to review the dates, times, and operators that finalized transactions and ran your final Transaction reports. You can filter the report by date, office, doctor.See "Transaction Report Log" for details.
