Debtors List Report

The Debtors List is a list of patients with outstanding balances. This list should be created at regular intervals (normally once per month) and will print one line per patient grouping the debt based on how old it is.

SEE ALSO: Debtors List Report video (requires portal access)

To Print the Debtors List Report

Select Administration > Reports.
Locate and double-click the Debtors List to open the Print Debtors List window:

(Note the options to Print, Preview, Email or Export to .CSV)
The Sort Patients By option allows the report to sort on a number of criteria:
Specify whether to include or exclude inactive patients by checking or un-checking the Include Inactive checkbox.
Use the Select Patients field to select, edit or create a new query to define the patients, making it possible to print Statements for selected groups of patients as defined in the query:

See also these resources for related Queries information:

Video series for Contact Lists and Queries (multiple videos)

Mini-masterclass - Contact Lists
Selecting a provider will print a Debtors List showing only the amount owed by the patient to the selected provider.
Select a Provider by clicking in the field and using the selector button.

To print a Debtors List for the entire practice leave the Provider(s) field empty.

Select multiple Providers by means of the Multiple button .
The As At date will default to the current date, which is recommended for the report to run most effectively.
The Days for Aging is how long before the patient is overdue for payment, and defaults to 30 days. This means any balance owing for less than 30 days will not be considered overdue.
Change the number of days in accordance with your practice policy.
IMPORTANT: See the report example below for an explanation of Current, 30, 60, and 90 days. The reporting rules change depending whether you set a value that is an exact multiple of 30, or that is not an exact multiple of 30.
It is possible to specify a Minimum Balance amount that will exclude patients that have a balance less that that amount; e.g. entering a minimum balance of $10 will exclude patients who owe less than $10. Generally you would specify a minimum balance as the amount you would not consider to be worth chasing up, due to the costs of phone calls and/or postage and of administrative time.
NOTE: For this report to function effectively, a 'Minimum Balance' figure must be specified.

In the checkboxes at the bottom of the window:

	Only Overdue Balances	If checked this will produce a patient balance summary showing only those patients with overdue accounts; i.e. anyone with a credit balance will not appear on the report.
	Include Payors	Includes amounts outstanding by Payor as well as patients.

Click Print to send the report to the printer, Preview to preview on screen and then print from the Preview screen, Email to email a copy of the report to an email recipient, Export to create a file readable in Excel, or Cancel to return to the previous screen.

Example:

Last Statement	This will show the date when a statement was last sent to the patient.
Stop Credit	If there is a * in this column it indicates that a ‘stop credit alert’ has been put against the patients record to indicate that they are a bad debt risk.
Total	This shows the total amount of money outstanding.
Current, 30, 60, 90	If you set the Days For Aging with a value that is an exact multiple of 30, the following rules apply: The divisions are based on the number of days in the last 1, 2 and 3 month periods. So "30 days" could be 28, 29, 30 or 31 days depending on the month and year. Current is anything more recent than one month prior to today. 30+ days starts from one day after 2 months ago, up-to one month ago. 60+ days starts from one day after 3 months ago, up-to two months ago. 90+ days is anything prior to (and including) 3 months ago. Where "2 months ago" (etc) is calculated by just taking the current date and subtracting 2 from the month. For example, on 24th September 2013: Current is anything greater than (but excluding) 24th August 2013. 30+ days is anything greater than 24th July 2013 up-to and including 24th August 2013. 60+ days is anything greater than 24th June 2013 up-to and including 24th July 2013. 90+ days is anything older than or equal to 24th June 2013.
	If you set the Days For Aging with a value that is a not an exact multiple of 30, the following rules apply: The number of days that you've set determines the boundaries of each division. For example, if you set the "Days For Aging" to 40 days and ran the report today 24/9/2013, the divisions would be: Current is anything more recent than 40 days prior to today (i.e. after 15/8/2013) 30+ days starts from one day after 80 days ago (i.e. after 6/7/2013) 60+ days starts from one day after 120 days ago (i.e. after 27/5/2013) 90+ days is anything prior to (and including) 120 days ago.

SEE ALSO: Debtors List Report video (requires portal access)