💡 Top tip: It is important first to understand how allocations work and how payments are explained.
How do I use the 'Payment Allocations' report?
When payments are taken, they will automatically be explained against an invoice, or this can be done manually if preferred.
You can view all your practice's allocations in the 'Payment Allocations' report. Level 2 users and above can view the report.
To access the 'Payment Allocations' report:
In Dentally, click the 'Reports' button in the left-hand toolbar.
In the 'Financial' section and click 'Payment Allocations'.
You will see the 'Payment Allocations' report. From here you can apply filters and export as needed.
📝 Please note: The 'Payment Allocations' report is different from the 'Payment Allocation Totals' report.
Here are some tips for understanding the 'Payment Allocations' report:
The amounts are shown in four columns:
'Patient' - The amount a patient has paid.
'Site' - The amount moved to or from the site.
'Practitioner' - The amount allocated to a practitioner.
'Sundry' - The amount allocated to a sundry (any additional items manually added to an invoice).
When a payment moves from one allocation to another, it will be negative in the original column and positive in the destination column. For example, payment taken from a patient will go from the 'Patient' column (negative in this column) to the 'Site' column (positive in this column).
If a payment is explained (allocated to an invoice) or assigned to a sundry, it will move to the respective column. If a payment is unexplained, it will move back from the 'Practitioner' or 'Sundry' column to the 'Site' column.
📝 Please note: A payment cannot be unallocated. The payment can be unexplained and reexplained, but in this instance 3 allocations would be shown - one with the original transaction, one with it being unexplained, and one with it being explained to the correct person.
If an action is taken (eg a payment is explained) and then reversed (eg that same payment is then unexplained), a new line in the report will be added each time. A patient's payment could therefore have multiple lines in the report.
The report can be adjusted using the following filters:
'From'/'Until': The date range required. The report automatically defaults to a time period of one month. This can be filtered to your chosen time period eg. weekly or daily.
'Allocation Type': Choose from 'Site' (all ingoing and outgoing payments for this site), 'Practitioner' (all allocations to a practitioner from a specific site) or 'Sundries' (allocations to a sundry).
'Sundry': Show payments allocated to particular sundry items.
'Payment Plan': Information taken from the invoice details about the payment plan associated with the payment.
For multi-sites only:
If you select 'Practitioner' in the 'Allocation type' field, additional filters will appear:
'Site': Select the location you wish to view.
'Practitioner': Choose a practitioner from the dropdown to show only their info, or select 'All' to see everything.
'For allocations': Choose from:
'To/from Site' - Where the money was taken at the selected site.
'To/from all sites excluding Site' - Where the money was taken at any other site.
'Where work was completed at Site' - Where the work was performed at the site, regardless of which site the money was taken at. This option is likely to be used most often as it identifies all amounts allocated to the practitioner regardless of where they were taken.
💡 Top tip: For multi-site practices, it is not currently possible to apply 'All' to the 'Site' filter - therefore if you need to gather or export data for all your locations, you will need to do each separately.