The Debtors and Creditors report lists the invoices that are outstanding (owed to the clinic) and any credits that are due to the customer (owed by the clinic). The report shows the financials grouped by the time outstanding and the amount of credit due back to customers (considered a clinic’s liability). The report can be run with or without insurance financial information.
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Invoices in the 'Draft' status are not shown on the Debtors and Creditors report.
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When the report is first created, the content is saved for 10 minutes on the server. If during this time, the report is generated with no changes to the filters, the saved content will be displayed. If you want to generate new content, you need to change at least one filter value and then generate the report again.
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Go to Reports > Financial > Debtors and creditors.
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On the Generate tab, select the filters you want to use.
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Show report for: Select whether you want to generate the report for clients or for insurance companies. If you select Clients, the report shows the clients that owe you money and/or the clients that you owe money. If you select Insurance companies, the report shows the insurance companies that owe you money.
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Show: The Debtors & Creditors option shows both the clients that owe you money and/or the clients that you owe money. This option is available if you selected Clients for the Show report for filter. The Debtors option shows the clients or insurance companies that owe you money. The Creditors option shows the clients that have invoices with a due sum less than 0 and clients with unused prepayments. This option is available if you selected Clients for the Show report for filter.
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Date: Select the date that the report is generated for. In most cases, the report is generated through the end of the last day of the current month, up to and including the minute before midnight (23:59). The listed invoices depend on the Date filter by setting.
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Clinic location: If you have multiple clinic locations, select whether you want to generate a single report for all clinic locations or a report for each clinic location separately.
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Clinic location group: This option is available if you use clinic location groups. If left blank, the report does not filter by group but generates all clinic location groups together. Read more about clinic location groups.
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Exclude unpaid insurance claim compensations: This option is available if you selected Clients for the Show report for filter. If you select this option, the unpaid insurance claim compensations are not included in the client due sums. If you do not select this option, the unpaid insurance claim compensations are included in the client due sums.
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Prepayments: This option is available if you selected Clients for the Show report for filter. If you select this option, the report shows clients with unused prepayments. If you do not select this option, the prepayments information is not included in the report.
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Show old client IDs: If you have recently migrated from another system, you can use this option to show the old IDs from the previous system to help coordinate due sums.
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Day periods: You can select an existing option or create custom day periods. The report shows day period columns based on this setting.
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Date filter by: Select whether you want to filter invoices by invoice date (the date the invoice was finalised) or the invoice due date. Note that the invoice finalisation date is different from the invoice creation date.
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Filter by client tags: This option is available if you selected Clients for the Show report for filter. If you use tags, you can generate the report for specific customers based on tags. For example, if you have customers with custom payment terms, you can generate their report separately adding the related tag here. You can enter multiple tags in the field. See also the following filter.
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Exclude the following tags: This option is available if you selected Clients for the Show report for filter. If you have customers that you do not want to see on your regular report, you can enter their tag in this field to exclude their invoices/prepayment information from the report. For example, when you generate the basic report and want to exclude customers with custom payment terms, you can add their tag here. You can enter multiple tags in the field.
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Client type: This option is available if the Enable client types setting is enabled in the organisation settings. Select whether you want to include Internal, Research, or External clients in the report. The clients are included in the report based on the client type at the time of finalising the invoice. If you do not want to use the filter, select the no selection option (- - - - - -).
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Select Generate report. Depending on the size of your organisation, this may take a few minutes.
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The Total column shows the total amount that the client or insurance company owes to the clinic or the amount the clinic owes to the client. If the report is generated for clients and the prepayments checkbox is selected, prepayments are deducted from the total.
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The day period columns show the amounts due by the time periods depending on the selected Day periods filter. For example, if the clinic uses the 0-30-60-90+ filter, the 0-30 invoices are typically not yet past due, the 31-60 column shows the invoices that are 30+ days past due etc. When the debt is something else than 0, hovering on the column value shows a tooltip with the invoice number, due date, and due sum per invoice. If the debt consists of more than 10 invoices, you can print an Excel export to view the information.
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When the Prepayments filter is selected, the Prepayments column shows the amount of unused prepayments that the client has on their account.
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The totals of each column are shown at the bottom of the report.
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From the Export / Print button menu, you can select an option to save the report data to one of the available formats. You can then further process the data for your needs, for example, in Excel.
If you have a large amount of data, it is recommended that you select Send as email and let the report generate in the background.
See also how to schedule a report to be generated and emailed automatically to you.
You can send a financial summary to your clients. This function uses financial letter templates created in Settings > Print settings > Financial summaries.
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To process a financial summary letter, select Start process in the top right corner above the report. A countdown clock appears, showing the time you have left to select the information you want to include in the letter.
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Select the time period to show clients that have invoices due in that period.
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From the Records per page drop-down list below the client list, select how many records you want to include per page. The page menu shows the number of pages the letter will include with the selected filters.
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From the Process button in the action menu at the bottom of the page, select the financial letter you want to send. If the action menu is not shown, make sure you have selected one of the period options in step 2. The financial letter preview dialogue opens showing a list of clients that the letter will be sent to.
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Note: To process a debt letter, a financial letter template must first be set up. If no template is available, you need to create one before proceeding in Settings > Print settings > Financial summaries.
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In the preview dialogue, select the sending and printing options:
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You can print the financial letter for everyone, send the letter by email to those clients that have an email address saved in and print the letter for the rest, or print the letter for everyone and send an email to those who have an email address.
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You can attach the invoices from the selected time period to the letter.
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You can attach a treatment overview to the email.
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To know what the last financial letter the clients received was, you can select Mark as processed. The letter is saved in the clients' notes and communications list on the Communications tab of the client page.
The preview on the right shows how the financial letter will look.
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Select Process.
When creating the letter, note that the table at the centre of the document shows a list of all invoices due at the time of the report, including those due past the 30 day period.
Settings > Users > Permission groups
To access the report, users need 'read' and 'write' permissions for their permission group for the following settings:
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'Settings page'
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'Print settings'
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'Reports page'
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'Financial reports' (to access all financial reports)
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'Financial Debtors and creditors reports' (to access only this specific report)
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