Money reports

Open Reports and pick a report under Money. Every money figure comes from the patient ledger in the practice's currency, by the entry's date in the practice's own time zone. Nothing is estimated.

A period you have already reported never changes afterwards. A charge, payment or refund counts in the window it was posted in, and reversing it later posts the correction on the day the correction was made — so last month reads as it did when you closed it, and this month carries the correcting movement. The exception is a figure that answers what is owed now: aged debt, and the outstanding column of associate pay, read the live ledger, where an entry and its reversal cancel out.

A practitioner filter narrows charges only — a payment carries no practitioner — so the cash side of a filtered report stays whole.

Day sheet & takings

By ledger entry date, counting what was posted in the window; a reversal made later shows on its own day. Production is the charges raised, Takings the payments received, Refunds what went back, and Net collected the difference. Discounts & write-offs are the credit adjustments given; Debit adjustments the charges added by adjustment. The chart shows production against net takings per day, week or month; the tables split takings by payment method and everything by location.

Aged debt

A point-in-time report — the date filter does not apply. Every account with money owing is listed with its balance aged from each charge's entry date into 0–30, 31–60, 61–90 and over 90 days. A payment settles the oldest charges first, so an account's oldest bands clear before its newest. Unallocated credit is money on account not yet applied to a charge. A reversed charge is no longer owed, so it drops out of the ageing.

Production

Charges raised over time by source — procedures, NHS courses of treatment (UK), memberships, retail, manual, stamp duty (Italy) and imported — and per practitioner and location, with tax shown separately. The chart shows each source that has charges in the window, so its bars add up to the production total. The average charge is production divided by the number of charges. Production counts the charges posted in the window; a charge reversed later comes off on the day of the reversal, and the charge count moves with it.

Goals

With production goals set, Production shows the goal for the window beside the figure:

• With no site filter, Goal is the practice's goal, and the By practitioner table gains each clinician's Goal. A clinician with a goal and nothing charged in the window still has a row.
• Filtered to exactly one site, Goal is that site's goal, and there are no clinician goals.
• Filtered to several sites, there is no goal. Filtered to clinicians, there is no practice goal — the figure is no longer the practice's — and only those clinicians' goals show.

A goal for part of a month is pro-rated by days: ten days of a 31-day month take ten thirty-firsts of its goal. When the window runs past today — This month, for example — Goal to date shows the same goal through today, so you can see whether you're on pace. A practice goal is never the total of the clinicians' goals.

Collections

Cash in and refunds out by payment method and source. The collection rate is net cash divided by the production raised in the same window; a window with no production shows no rate rather than a misleading one. Cash counts on the day it was taken; reversing a payment later takes it back off on the day of the reversal.

Associate pay

Per practitioner: the production they raised in the window (by charge entry date), the cash allocated to their charges in the window (by allocation date) and what is still outstanding on their charges. Production and cash count what was posted in the window, and a later reversal lands on its own day; the outstanding column is today's figure, so a reversed charge drops out of it. These are gross figures. For pay worked out from each clinician's contract, use the statements below.

Associate pay statements

Owners and managers open Payments, then Month end › Associate pay statements, or the Associate pay segment. A statement works out a clinician's pay for a month from their contract. Smileline doesn't pay anyone and posts nothing to the ledger: you pay the clinician as you do today.

Contracts. Under Contracts, set a clinician's terms from a month: Production or Collections, the Percentage, and the Lab fee share (%) taken off their pay. Terms apply at every site from the 1st of the month you choose until a later contract, and earlier months keep theirs. To change terms, save a new contract from a later month. A contract entered by mistake is withdrawn with Retire and a reason; the month then uses the clinician's previous contract.

What a statement pays on. Under Statements, pick the month and open a clinician:

• Production: private treatment the clinician charged in the month, net of VAT, less the discounts and write-offs given against their treatment in the month and the share of refunds that came off the payments for it, in the month of the refund. A charge reversed later comes off in the month of the reversal, less anything a refund already took off, so nothing comes off twice.
• Collections: payments and insurance payments applied to the clinician's private treatment in the month, net of VAT. A part payment counts its share of the VAT: two £60 payments on a £120 treatment holding £20 VAT count £50 each. A refund takes back the refunded payment's share — first from what the payment hadn't yet paid towards any charge, then from each charge it paid, in proportion — in the month of the refund, and never more than the payment brought in for that charge. Reversing a refund gives back, in the month of the reversal, what it took from charges the payment still pays; the rest goes back to what the payment hadn't paid towards any charge.
• Lab fees: cases sent in the month for the clinician's treatment, cancelled cases left out, at the contract's lab fee share.
• Adjustments: lines you add to the month with Add an adjustment (a negative amount takes off). You can remove one until a statement that includes it is approved. If an adjustment, approval or contract isn't confirmed because the connection dropped, its details stay as entered: Retry sends it again exactly as it was and never saves it twice, and Discard drops it.

Pay is the basis times the percentage, less the lab fees times the lab fee share, plus the adjustments, each step rounded to the penny.

These are listed on the statement and never paid on: Other charges (NHS courses, memberships, manual charges and goods on retail codes), Tax unknown (charges whose treatment has no tax rate at their site, posted with no VAT — they count once corrected), Settled by credit (on collections: discounts, write-offs and credit moved from another account) and Moved to another account (on collections: what was still owed on the clinician's treatment when the patient's account closed and its balance moved).

Click a line type to see its lines, a page at a time with Load more: each names its charge, payment, refund, lab case or adjustment, and the patient for people who may see patients. Opening lab fee lines records that you looked at those patients' records.

Not attributed to a clinician, under the month's statements, lists money no statement carries, for you to review: payments against balances moved from a closed account (the moved balance names no clinician), lab fees on cases that name no clinician's treatment, and refunds that name no payment. If one belongs to a clinician, add it to their month as an adjustment.

Approving. Once the month has ended, open the statement, click Approve and confirm. Approving freezes every line and figure exactly as shown, with the contract's terms. If the statement or the contract in force changed while you were looking — or while it was being approved — you're asked to check it again first.

Corrections land in the month you make them, so an approved month normally stays as it was approved. When something does change it — the practice system reverses a charge dated in that month, a lab fee is edited after the case was sent, an adjustment is added, or a contract is retired or added — the statement shows Changed since approval, with the approved and current pay and what moved. Approve it again with a reason to record a new revision. Earlier revisions stay: pick one from the version list to see it as it was approved.

Chair utilisation

Appointment time booked and attended against the time each practitioner's rota makes bookable: working hours minus breaks, blocks and approved absences, day by day in the rota's time zone. Booked utilisation is booked time divided by bookable time; attended utilisation divides the time of appointments marked attended instead. Cancelled and no-show appointments do not count as booked.

Sundries

What you sold that isn't treatment, by ledger entry date like Production:

• Goods by code — charges on codes set up as Retail in the clinical catalogue, whether charged as a treatment or imported as retail, with how many, the amount and the tax within it.
• Manual charges — every manual charge, one row at a time, with its date, description, patient, amount, tax and who posted it. They load a page at a time; click Load more for the next page.

Treatment never counts as a sundry, and a retail item recorded but never charged doesn't count. Manual charges here equals Production's Manual, and the goods charged as treatment are part of Production's Procedures, so the two reports reconcile. A reversed sale comes off on the day of the reversal.

Invoices

Every invoice and credit note issued in the window, by issue date. For each invoice:

• Paid in cash — what payments and insurance payments have paid on it, and Settled by credit — what discounts, write-offs and moved credit have settled. Both are today's figures, so they grow as the invoice is paid. A refund doesn't undo what its payment paid; it shows on Collections.
• Last payment — the date of the most recent payment towards it.
• Still owed — what is left. An invoice whose account has closed shows that amount as Balance moved instead: it moved with the patient to their new account.
• Credited by — the credit note that took it back and its date; Voided — the reason and date for an invoice withdrawn any other way.
• Imported — whether it came from your practice management system.

The tiles add up Invoiced (invoices that stand, and those a credit note took back), Paid in cash, Settled by credit, Still owed and Credited (the credit notes issued). An invoice voided without a credit note is listed but not counted. Each payment to a charge counts once, however many payments it took.

The rows load a page at a time; click Load more for the next page.

Charges with no tax rate

Charges with no tax rate lists the charges in the window whose tax treatment has no rate at their site — a code set to standard rate at a site whose country has no standard rate in Smileline, for example. They were posted with no tax, and an invoice with one is refused. To correct one, fix the code's Tax treatment in the clinical catalogue, then reverse the charge and charge it again. A corrected charge leaves the list.