Understanding Individual Transaction Postings

Refer to the following tables for information about OfficeMate account debits and credits when setting up the General Ledger Interface:

• Receipt of Goods from Purchase Order or Inventory Adjustment (Receipt)
• Return of Goods (to Vendor)
• Inventory Adjustment
• Inventory Transfer from One Location to Another (Not Yet Received)
• Inventory Receipt of Transfer
• Sales of Products to Customer (Fee Slip)
• Sales Return/Refund Transaction
• Patient Payment Transaction (Applied to a Fee Slip)
• Application of Prior Patient Deposit to a Fee Slip
• Insurance Claim
• Insurance Deposit
• Application of Insurance Deposit to Claims
• Insurance Denial (Transfer of Charges to Patient)
• Insurance Write-Off
• User Defined Fee Slip Adjustment
• Finance Charge
• End of Day Cash Drawer Reconciliation

Receipt of Goods from Purchase Order or Inventory Adjustment (Receipt)

Account (Source)	Debit	Credit
Inventory (financial group)	(Quantity) × (Cost Received)
Purchases (financial group)		(Quantity) × (Cost Received)

Return of Goods (to Vendor)

Account (Source)	Debit	Credit
Purchases (financial group)	(Quantity) × (Cost Used when Returned)
Inventory (financial group)		(Quantity) × (Cost of Inventory from Item’s Valuation)
Inventory Adjustments (financial group)	Variance between returned cost and valuation cost.

Inventory Adjustment

Account (Source)	Debit	Credit
Inventory (financial group)	(Quantity Adjusted) × (Cost of Items Adjusted)
Inventory Adjustments (financial group or adjustment reason)		(Quantity Adjusted) × (Cost of Items Adjusted)

Inventory Transfer from One Location to Another (Not Yet Received)

Account (Source)	Debit	Credit
Inventory in Transit (financial group) for destination site	(Quantity) × (Cost of Items Transferred)
Inventory (financial group) for source site		(Quantity) × (Cost of Items Transferred)

Inventory Receipt of Transfer

Account (Source)	Debit	Credit
Inventory (financial group) for destination site	(Quantity) × (Cost of Items Transferred)
Inventory in Transit (financial group) for destination site		(Quantity) × (Cost of Items Transferred)

Sales of Products to Customer (Fee Slip)

Account (Source)	Debit	Credit
Patient Accounts Receivable (system accounts)	Price of Merchandise Sold
Sales (financial group)		Price of Merchandise Sold
Inventory COGS (financial group)	Cost of Merchandise Sold
Inventory (financial group)		Cost of Merchandise Sold

Sales Return/Refund Transaction

	Debit	Credit
Sales Refunds (system accounts)	Price of Merchandise Returned less the Nonrefundable Amount
Restocking Charges (system accounts)	Nonrefundable Amount
Patient Accounts Receivable (system accounts)		Price of Merchandise Returned
Inventory COGS (financial group)		Cost of Merchandise Returned
Inventory (financial group)	Cost of Merchandise Returned

Patient Payment Transaction (Applied to a Fee Slip)

Account (Source)	Debit	Credit
Cash, Check, Credit Card, Other (system accounts)	Payment Amount
Patient Accounts Receivable (system accounts)		Payment Amount

Patient Deposit (Not Applied to a Fee Slip)

Account (Source)	Debit	Credit
Cash, Check, Credit Card, Other (system accounts)	Payment Amount
Unapplied Patient Deposits (system accounts)		Payment Amount

Application of Prior Patient Deposit to a Fee Slip

Account (Source)	Debit	Credit
Unapplied Patient Deposits (system accounts)	Payment Amount
Patient Accounts Receivable (system accounts)		Payment Amount

Insurance Claim

Account (Source)	Debit	Credit
Insurance Accounts Receivable (system accounts or insurance override)	Claim Amount
Patient Accounts Receivable (system accounts)		Claim Amount

Insurance Deposit

Account (Source)	Debit	Credit
Cash, Checks, Credit Cards (system accounts for payment method)	Insurance Deposit Amount
Insurance Deposits (system accounts or insurance override)		Insurance Deposit Amount

Application of Insurance Deposit to Claims

Account (Source)	Debit	Credit
Insurance Deposits (system accounts or insurance override)	Amount Applied to Claims
Insurance Accounts Receivable (system accounts or insurance override)		Amount Applied to Claims (not to exceed amount claimed)
Insurance Overpayments (system accounts or insurance override)		Insurance Payment Amount (in excess of amount claimed.)

Insurance Denial (Transfer of Charges to Patient)

Account (Source)	Debit	Credit
Patient Accounts Receivable (system accounts)	Insurance Denial Amount
Insurance Accounts Receivable (system accounts or insurance override)		Insurance Denial Amount

Insurance Write-Off

Account (Source)	Debit	Credit
Insurance Write-Offs (system accounts or insurance override)	Write-off Amount
Insurance Accounts Receivable (system accounts or insurance override)		Write-off Amount

User Defined Fee Slip Adjustment

Account (Source)	Debit	Credit
Transaction Account (transaction type)	Adjustment Amount
Patient Accounts Receivable (location of fee slip being paid)		Adjustment Amount

Finance Charge

Account (Source)	Debit	Credit
Patient Accounts Receivable (system account)	Finance Charge Amount Assessed
Finance Charges (system account)		Finance Charge Amount Assessed

End of Day Cash Drawer Reconciliation

Account (Source)	Debit	Credit
Reconciliation Reason Account (transaction accounts)	Variance Amount
Cash, Check, Credit Card, Debit Card, Other (system accounts)		Variance Amount