Front Office Reports

This section provides a summary chart of the key financial reports in Front Office, as well as detailed information about each report.

This section includes:

Front Office Reports Summary Chart
Understanding the Front Office Reports

Front Office Reports Summary Chart

Refer to the following chart to determine which Front Office reports to use when reconciling your practice's financial information. An X on the chart indicates that a data column appears on a particular table. Amounts in the same column on different reports should match. For example, the Customer Credit column appears on both the Daily Transaction Sales Report and the Customer Credit Report. If you generate these two reports for the same time period, the amounts in the Customer Credit column should be the same on both reports.

The Understanding the Front Office Reports section, below, references the Key letters in this chart. Use the letters to help you identify the data you need from each report when reconciling.

Understanding the Front Office Reports

The following tables list all the columns shown on each report, and include explanations of how some of the amounts are calculated. When applicable, the Key letter from the Front Office Reports Summary Chart appears after the column name, to help you identify data needed for reconciliation.

To access these reports in Front Office, click Reporting, select Standard Reports, and then click Sales Reports (Miscellaneous Payment Report) or Accounting Reports (all the other reports).

This section includes:

Customer Credit Report
Front Office Patient Collections Report
Miscellaneous Payment Report
Monthly Business Summary Report
Front Office Patient Mail Check Refunds Report
Front Office Patient AR Reconciliation Report
Production Service Report by Provider
Office Flash Sales Report
Daily Flash Sales by Resource Report
Cost of Sale Analysis by Office Report
Daily Transaction Sales Report
Total Patient AR Aging Report
Discount Analysis Report
Cash Receipt Summary Report
Daily Transaction Payment Report
Sales Tax Report
Item Sales Report

Customer Credit Report

The Customer Credit Report shows customer credits that were added or removed in the system.

Column	Description
Transaction #	The transaction number related to the credit.
Order #	The order number related to the credit.
Patient Name	The patient with the credit.
Employee Name	The employee who recorded the transaction.
Amount [A]	The amount credited. Positive values show customer credits that were added (for example, for returns and remakes). Negative values show credits that were removed or used (for example, to pay for new orders or refund the credits). This amount matches the Customer Credit total on the Front Office Patient AR Reconciliation Report and the Daily Transaction Sales Report.

If you select the Show Customer-Credit Summary check box, the report combines all the patient values for each office.

Front Office Patient Collections Report

The Front Office Patient Collections Report shows the patients and associated amounts sent to collection in Front Office. A grand total is also provided at the end of the report.

The totals reported do not include amounts owed from Claims Management or amounts sent to collection in Claims Management.

Column	Description
Patient Name	The patient who owes money.
Transaction Date	The date the amount owed was sent to collection in Front Office.
Transaction #	The system generated transaction number.
Order #	The order number for the amount owed sent to collection.
Order Date	The order date.
Employee	The employee sending the amount owed to collection.
Amount [C]	The amount owed and sent to collections. This amount matches the Collection total on the Patient AR Reconciliation Report and the Monthly Business Summary Report.

Miscellaneous Payment Report

The Miscellaneous Payment Reportshows the miscellaneous payments entered for offices. The report also provides office and report totals.

Column	Description
Transaction	The transaction ID created by the system.
Transaction Date	The date of the transaction.
Patient Name	The name of the patient making the miscellaneous payment.
Employee Name	The name of the employee entering the miscellaneous payment into the system.
Original Order	The actual order number or a system-generated order number.
Original Office	The actual original office number or a system-generated number.
Reason	The reason selected when entering the payment.
Misc [E]	= All Misc Payment Reasons (except Patient Payment) - Billing Credit Transfer This amount matches the amount in the Misc. column on the Front Office Patient AR Reconciliation Report.

Monthly Business Summary Report

The Monthly Business Summary Report report provides you with the net account receivable total for the offices and date range you select. Select the Show Summary for All Offices check box if you want the report to show the total amount for each office for the selected date range. Leave the check box deselected if you want to show daily amounts for each office for the selected date range.

Daily Closing must be completed for data to appear on this report.

Column	Description
Tax [O]	Total tax calculated. Matches the amount in the Tax column on the Daily Flash Sales by Resource Report, Office Flash Sales Report, Daily Transaction Sales Report, Production Service Report by Provider, and Sales Tax Report.
Pre Paid	Used only by companies with a managed care business.
Per (%)	Percentage between Prepaid and Sales = (Prepaid/Sales) x 100
Net Ins. Recv	The total expected insurance receivable.
Collection [C]	The total sent to collections from Front Office only. Matches Total Amount in AC134 Patient Collections Report
Net AR [G]	= Customer Amount - Payments + Customer Credit + Miscellaneous Payments + Mail Check - Collections Matches the Net AR shown on the Front Office Patient AR Reconciliation Report, Daily Transaction Sales Report, and the Total Receivable shown on the Total Patient Accounts Receivable Aging Report.
Deposits	The actual cash and check bank deposits after daily closing.
Credit Chrg	The total patient payments charged to credit cards.
Gift Cert	The total patient payments made using gift certificates.

Front Office Patient Mail Check Refunds Report

The Front Office Patient Mail Check Refunds Report shows refunds or credit balances sent to patients. The report shows subtotals for offices and provides a grand total for all offices.

Column	Description
Trans Num	The system-generated transaction number.
Order ID	The order number associated with refund or credit, if applicable.
Patient Name	The name of the patient to whom a check was sent.
Employee Name	The name of the employee performing the transaction.
Amount [B]	The amount of the check. Matches the Mail Check column total on the Front Office Patient AR Reconciliation Report.

Front Office Patient AR Reconciliation Report

The Front Office Patient AR Reconciliation Report lists net accounts receivable (AR) for the month. The reports lists all of the transactions from each office you select. If you select Show POS AR Summary when you generate the report, only a summary of all transactions is listed.

Column	Description
Office	The office whose transactions are listed.
Transaction Date	Date of the transaction.
Customer Amount [M]	This amount is (Sales - Net Insurance Receivables) + Tax as shown on the Monthly Business Summary Report. Matches the Customer Amount (Cust Amt) shown on the Daily Transaction Sales Report, Daily Flash Sales by Resource Report, Office Flash Sales Report, and Production Service Report by Provider.
Payments [D]	Customer payments made against receivables. Matches the Payments amount on the Daily Transaction Sales Report, Monthly Business Summary, Cash Receipt Summary, and Daily Transaction Payment Report.
Other Office Payment [F]	Customer payments made at other offices on orders made at the selected office.This column can help you reconcile the office’s net accounts receivable. The total of all offices should add to zero.
Customer Credit [A]	Credit balances owed to customers. This amount matches the Amount on the Customer Credit Report and the Customer Credit total on the Daily Transaction Sales Report.
Misc [E]	= All Misc Payment Reasons (except Patient Payment) - Billing Credit Transfer Matches the Payment total on the Miscellaneous Payment Report.
Mail Check [B]	Refunds made to patients using Mail Check option. Matches the Total amount on the Mail Check Summary Report
Collection [C]	Accounts receivables that were sent to collections. Matches the Collection amount on the Monthly Business Summary and Front Office Patient Collections Report.
NetAR [G]	Matches the Net AR amount shown on the Monthly Business Summary, Daily Transaction Sales Report, and Total Patient Accounts Receivable Aging Report.

Production Service Report by Provider

The Production Service Report by Provider allows you to track the production of services (exams, fittings, and procedure) and filter the production by provider, fee, and procedure code.

Column	Description
Item Name	This column lists the provider and office, along with the CPT code and name for each service.
Qty [J]	The quantity of service provided.
Retail [I]	= Item Retail * Quantity
Discount [L]	The discount applied to the service.
Allowance [K]	The insurance allowance. Matches the Allowance on the Office Flash Sales, Daily Flash Sales by Resource, Cost of Sales Analysis, and Daily Transaction Sales Reports.
Cont. Exp [Q]	The contractual expense (VSP only). = Allowance - Gross Ins Recv(Net Insurance Receivables + Copay)
Copay [R]	The copay charged to the patient.
Tax [O]	Total tax calculated. Matches Tax column from Daily Flash Sales by Resource Report, Office Flash Sales Report, Monthly Business Summary Report, and Daily Transaction Sales Report.
Customer Resp [M]	= Retail - Discount - Allowance + Tax + Copay Matches the Customer Amount (Cust Amt) shown on the Front Office Patient AR Reconciliation Report, Daily Flash Sales by Resource Report, Office Flash Sales Report, and Daily Transaction Sales Report.
Net Ins. Recv [P]	= Allowance - Contractual Expenses - Copay
Net Sales [H]	= Net Insurance Receivables + Customer Amount - Tax

Office Flash Sales Report

The Office Flash Sales Report gives you a quick view of the sales information for your office by item type within the date range you specify.

Column	Description
Product Type	The type of product sold (Contact Lens, Frames, Eyeglass Lens, Misc. Extras, etc.)
Qty [J]	The quantity of the item sold.
Retail [I]	= Item Retail * Quantity
Discount [L]	The discount applied to the product.
Allowance [K]	The insurance allowance.
Cont. Exp [Q]	The contractual expense (VSP only). = Allowance - Gross Ins Recv(Net Insurance Receivables + Copay)
Copay [R]	The copay charged to the patient.
Tax [O]	Total tax calculated. Matches Tax column from Daily Flash Sales by Resource Report, Daily Transaction Sales Report, Monthly Business Summary Report, and Production Service Report by Provider.
Customer Resp [M]	= Retail - Discount - Allowance + Tax + Copay Matches the Customer Amount (Cust Amt or Cust Resp) shown on the Front Office Patient AR Reconciliation Report, Daily Flash Sales by Resource Report, Daily Transaction Sales Report, and Production Service Report by Provider.
Net Ins. Recv [P]	= Allowance - Contractual Expenses - Copay
Net Sales [H]	= Net Insurance Receivables + Customer Amount - Tax

Daily Flash Sales by Resource Report

The Daily Flash Sales by Resource Report gives you a quick view of the sales information for resources by item type within the date range you specify. If you do not select a specific resource, the report lists sales for all resources.

Column	Description
Product Type	The type of product sold (Contact Lens, Frames, Eyeglass Lens, Misc. Extras, etc.)
Qty [J]	The quantity of the item sold.
Retail [I]	= Item Retail * Quantity
Discount [L]	The discount applied to the product.
Allowance [K]	The insurance allowance.
Cont. Exp [Q]	The contractual expense (VSP only). = Allowance - Gross Ins Recv(Net Insurance Receivables + Copay)
Copay [R]	The copay charged to the patient.
Tax [O]	Total tax calculated. Matches Tax column from Office Flash Sales Report, Daily Transaction Sales Report, Monthly Business Summary Report, and Production Service Report by Provider.
Customer Resp [M]	= Retail - Discount - Allowance + Tax + Copay Matches the Customer Amount (Cust Amt or Cust Resp) shown on the Front Office Patient AR Reconciliation Report, Office Flash Sales Report, Daily Transaction Sales Report, and Production Service Report by Provider.
Net Ins. Recv [P]	= Allowance - Contractual Expenses - Copay
Net Sales [H]	= Net Insurance Receivables + Customer Amount - Tax

Cost of Sale Analysis by Office Report

The Cost of Sale Analysis by Office Report lists cost and retail values for items sold during a specific date range or a selected month. You select the Item Type to print, and the report calculates your sales margins.

Column	Description
Item #	The item number.
Item Name	This column lists the provider and office, along with the CPT code and name for each service.
Cost	The cost of the item.
Retail [I]	Retail cost of the item.
Qty [J]	The quantity of item sold.
Total Cost	= Cost * Quantity
Total Retail	= Retail * Quantity
Allowance [K]	The insurance allowance. Matches the Allowance on the Production Service Report by Provider, Office Flash Sales, Daily Flash Sales by Resource, and Daily Transaction Sales Reports.
Total Disc [L]	The discount applied to the service.
Net Sales [H]	= Net Insurance Receivables + Customer Amount - Tax
Margin $	Sales margin dollar amount.
Margin %	Sales margin percentage.

Daily Transaction Sales Report

The Daily Transaction Sales Report lists the patient transactions for a selected date. The transaction types include sales, payments, and returns.

Column	Description
Trans #	The system-generated transaction number.
Order #	The order number associated with refund or credit, if applicable.
Emp	The name of the employee performing the transaction.
Trans Type	The type of transaction performed (Sales, Payment, Void, Refund, Remake, MiscPay, etc.)
Patient Name	The name of the patient for the transaction.
Product Type	The type of product sold (Contact Lens, Frames, Eyeglass Lens, Misc. Extras, etc.)
Retail Price [I]	= Item Retail * Quantity
Disc [L]	The discount applied to the product.
Allowance [K]	The insurance allowance. Matches the Allowance on the Production Service Report by Provider, Office Flash Sales, Daily Flash Sales by Resource, and Cost of Sales Analysis Reports.
Copay [R]	The copay charged to the patient.
Customer Amount [M]	This amount is (Sales - 3rd Party) + Tax as shown on the Monthly Business Summary Report. Matches the Customer Amount (Cust Amt or Cust Resp) shown on the Front Office Patient AR Reconciliation Report, Daily Flash Sales by Resource Report, Office Flash Sales Report, and Production Service Report by Provider.
Net Ins. Recv [P]	= Allowance - Contractual Expenses - Copay
Net Sale [H]	= Net Insurance Receivables + Customer Amount - Tax
Tax [O]	Total tax calculated. Matches Tax column from Daily Flash Sales by Resource Report, Office Flash Sales Report, Monthly Business Summary Report, and Production Service Report by Provider.
Customer Credit [A]	Credit balances owed to customers. This amount matches the Amount on the Customer Credit Report and the Customer Credit total on the Daily Transaction Sales Report.

Total Patient AR Aging Report

The Total Patient AR Aging Report provides a detailed list of patients who have a balance.

Column	Description
Last Name	The last name of the patient who owes money.
First Name	The last name of the patient who owes money.
Title	Title of the patient.
Primary #	The patient's primary phone number.
Ext.	The extension for the patient's primary phone number.
Secondary #	The patient's secondary phone number.
Ext.	The extension for the patient's secondary phone number.
Order Date	The order date.
Order #	The order number.
Order Amt	The total amount of the order.
Last Payment	Date of last payment made toward the order.
Current Balance	The amount the patient currently owes for this order.
Paid %	The percentage of the Order Amt that the patient has paid.

Discount Analysis Report

The Discount Analysis Report displays the details of discounts and coupons used in Eyefinity Practice Management, including discounts applied through pricing options in which the discounts are automatically applied, package discounts, and insurance discounts.

Column	Description
Order Date	The order date.
Order Num	The order number for the amount owed sent to collection.
Patient	The patient who owes money.
Retail [I]	Retail cost of the item.
Discount [L]	The amount of the applied discount.
Percentage	The discount percentage.

Cash Receipt Summary Report

The Cash Receipt Summary Report lists daily receipt totals for the date range or month you specify.

Column	Description
Insurance Checks/EFT	= Total number of checks entered for the company. Insurance payments are NOT reconciled at the office level.
Insurance Visa/MC	= Total number of Visa and Mastercard payments entered by the company. Insurance payments are NOT reconciled at the office level.
Other	= EFTs + all credit cards other than Amex, Discov, MC, and Visa
Total Bank Deposit	= Cash + Checks + Insurance Checks/EFT
Total Credit Card	= AMEX + Discover + Mastercard + Visa + ATM/Debit + Insurance Visa/MC
Total Patient Receipts	= Cash + Checks + Amex + Discover + Mastercard + Visa + ATM /Debit + Care Credit + Gift Certificate/GiftCard + Other
Total Ins. Receipts	= Total Insurance Checks/EFTs + Total Insurance Visa/MC
Total Receipts	= Total Bank Deposits + Total Credit Card + Total Care Credit + Total Gift Certificate/Gift Card

Daily Transaction Payment Report

The Daily Transaction Payment Report lists payments by payment type for a selected date.

Column	Description
Payment #	The payment number.
Order #	The order number.
Employee	The name of the employee entering the payment into the system.
Patient Name	The name of the patient making the payment.

Sales Tax Report

The Sales Tax Report prints the total tax invoiced for each tax authority for the selected time period.

Tax Invoiced [O]

Total tax invoiced.

Matches Tax column from Daily Flash Sales by Resource Report, Office Flash Sales Report, Daily Transaction Sales Report, and Production Service Report by Provider.

Item Sales Report

The Item Sales Report lists the sales for items in your office within the date range you specify. You can report on all item statuses or a specific status. You must specify the item type to display.

Column	Description
Item	The name of the item sold.
Quantity [J]	The quantity of item sold.
Item Status	The status of the item in the system (Active/Inactive).
Net Sales [H]	= Net Insurance Receivables + Customer Amount - Tax