The Credit Balance Report is used to find the unapplied credits in the practice. This report can be used to identify all patients with remaining credit amounts and outstanding balances.
This report shows real-time data and is available in two views: Summary and Detail View.
Competitor Reports
- Aging Report (Dentrix)
- Accounts Receivable by RP (Filter out + Balances) (Eaglesoft)
- Aging of A/R report (Open Dental)
Use Cases
- Evaluate all unapplied credits at your practice.
Let's get started!
- Navigate to the System Menu > select Operational Reports under Insights.
- Click the + icon on the left or the Generate Report button on the right for the chosen report.
Explore below to learn more about the desired views, filter criteria, and results.
The Summary view shows the total unapplied credits for each location selected, with the aging of credits in each aging bucket.
Let us explore the filters:
| No | Filters | Description |
| 1 | Day* |
The report will show the aging of credits that have been added until the specified day. This report is dated by the Transaction Date of the receipt. *By default, the date will be for the current day. |
| 2 | Group Credits By* |
Choose whether to Group Credits By ‘Receipt Location’ and ‘Default Location’. When grouped by “default location", all credits from receipts added in different locations would be grouped under the default location and shown. Only one entry would be created corresponding to the patient and the aging of credits would be put in each bucket in that single entry. When grouped by “receipt location”, it would show the unapplied credits added from each receipt location as a separate entry. *By default, the report is grouped by “receipt location”. |
| 3 | Location* |
Select the location(s) to focus the report on the treatment location(s). *By default, the location will be the user’s default location. |
| 4 | Aging Bucket* |
Choose to generate data based on credit that has been aging. You can choose the Aging Bucket as either Till 120 or Till 180. *By default, Till 120 will be selected. |
| 5 |
Ind Pat Outst (Individual Patient Outstanding)* |
Filter the report by the patients that have the individual net balance outstanding, regardless of the entire account’s balance. Specify whether to generate data based on Individual Outstanding amount of "less than" "greater than" "equal to" (and so on) than your specified dollar amount. *By default, greater than or equal to $0 is selected. |
| 6 | Patient Unapplied* |
Filter the report by the patients that have the individual patient unapplied, regardless of the entire account’s unapplied. Specify whether to generate data based on Patient Unapplied with a total amount of "less than" "greater than" "equal to" (and so on) your specified dollar amount. *By default, greater than $0 is selected. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
Generation/Download Criteria
- Due to data volume, reports with more than 5 Treatment Locations will not be generated on-screen.
- Reports meeting these criteria will be accessible in the Scheduled Downloads section.
Result - Summary View
Now, let us take a look at the results of the Credit Balance Report (Summary View).
- Location: The short name of the location.
- Credit Aging 0-30: The amount of unapplied credits that have remained unapplied for 30 days or less.
- Credit Aging 31-60: The amount of unapplied credits that have remained unapplied for at least 31 to 60 days.
- Credit Aging 61-90: The amount of unapplied credits that have remained unapplied for at least 61 to 90 days.
- Credit Aging 91-120: The amount of unapplied credits that have remained unapplied for at least 91 to 120 days.
- Credit Aging 121-150: The amount of unapplied credits that have remained unapplied for at least 121 to 150 days.
- Credit Aging 151-180: The amount of unapplied credits that have remained unapplied for at least 151 to 180 days.
- Credit Aging Over 120: The amount of unapplied credits that have remained unapplied for more than 120 days.
- Credit Aging Over 180: The amount of unapplied credits that have remained unapplied for more than 180 days.
- Total Unapplied Credits: The total amount of unapplied credits remaining in the selected location.
Click on the blue-colored entries to view the Detail view of the corresponding entry.
The detailed view of the report will show the following columns.
| No | Filters | Description |
| 1 | Day* |
The report will show the aging of credits that have been added until the specified day. This report is dated by the Transaction Date of the receipt. *By default, the date will be for the current day. |
| 2 | Group Credits By* |
Choose whether to Group Credits By ‘Receipt Location’ and ‘Default Location’. When grouped by “default location", all credits from receipts added in different locations would be grouped under the default location and shown. Only one entry would be created corresponding to the patient and the aging of credits would be put in each bucket in that single entry. When grouped by “receipt location”, it would show the unapplied credits added from each receipt location as a separate entry. *By default, the report is grouped by “receipt location”. |
| 3 | Location* |
Select a location(s) to focus the report on the treatment location(s). *By default, the location will be the user’s default location. |
| 4 | Aging Bucket* |
Choose to generate data based on credit that has been aging. You can choose the Aging Bucket as either Till 120 or Till 180. *By default, Till 120 will be selected. |
| 5 | Patient Flag | Select the patient flag(s) to focus the report only on patients that have the patient flag associated with the profile. |
| 6 | Patient Type* |
Select a patient type to focus the report only on patients of the selected type. *By default, the Patient Type will be selected as All. |
| 7 | Patient | Select the patient(s) to focus the report only on the balances for a specific patient(s). |
| 8 | Responsible Party | Select a responsible party to focus the report only on the balances for a specific responsible party/parties. |
| 9 |
Ind Pat Outst (Individual Patient Outstanding)* |
Filter the report by the patients that have the individual net balance outstanding, regardless of the entire account’s balance. Specify whether to generate data based on Individual Outstanding amount of "less than" "greater than" "equal to" (and so on) than your specified dollar amount. *By default, greater than or equal to $0 is selected. |
| 10 | Acct Pat Outst* |
Specify whether to generate data based on Account Outstanding amount of "less than" "greater than" "equal to", etc, your specified dollar amount. *By default, the option 'greater than/equal to $0' is selected. |
| 11 | Patient Unapplied* |
Filter the report by the patients that have the individual patient unapplied, regardless of the entire account’s unapplied. Specify whether to generate data based on Patient Unapplied with a total amount of "less than" "greater than" "equal to", etc, your specified dollar amount. *By default, the option 'greater than $0' is selected. |
| 12 | Columns* |
Choose the columns you wish to see in this report. *By default, all the columns will be selected. |
Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.
Generation/Download Criteria
- Due to data volume, reports with more than 5 Treatment Locations will not be generated on-screen.
- Reports meeting these criteria will be accessible in the Scheduled Downloads section.
Result - Detail View
Now, let us take a look at the results of the Credit Balance Report (Detail View).
- Responsible Party: The person responsible for the patient's account.
- Resp Party ID: The system-assigned number used to identify the responsible party and their records. On clicking on the Responsible Party ID, the user is taken to the responsible party's ledger.
- Patient Name: The name of the patient.
- Patient ID: The system-assigned number used to identify this patient and their records. On clicking on the Patient ID, the user is taken to the patient's ledger.
- Patient Type: Indicates whether the patient is categorized as a General Patient or Ortho Patient.
- Location: Shows the location as per the selection made in Group Credits by.
- Indiv Pat OutSt: The amount of the outstanding patient balance due to this patient.
- Credit Aging 0-30: The amount of unapplied credits that have remained unapplied for 30 days or less.
- Credit Aging 31-60: The amount of unapplied credits that have remained unapplied for at least 31 to 60 days
- Credit Aging 61-90: The amount of unapplied credits that have remained unapplied for at least 61 to 90 days
- Credit Aging 91-120: The amount of unapplied credits that have remained unapplied for at least 91 to 120 days.
- Credit Aging 121-150: The amount of unapplied credits that have remained unapplied for at least 121 to 150 days.
- Credit Aging 151-180: The amount of unapplied credits that have remained unapplied for at least 151 to 180 days.
- Credit Aging Over 120: The number of unapplied credits that have remained unapplied for more than 120 days.
- Credit Aging Over 180: The amount of unapplied credits that have remained unapplied for more than 180 days.
- Total Unapplied Credits: The total amount of all unapplied credits for the particular patient under the responsible party.
- Advance Payments: The total unapplied amount from advance payments collected.
- Acct Pat OutSt: The value of the outstanding account balance for all the patients under the responsible party.
- Acct Unapplied Credits: The total amount of all unapplied credits for all the patients under the responsible party.
- Last Paid Date: The date of the most recent patient payment recorded.
- Last Paid Amt: The amount of the most recent patient payment recorded.
If users in your practice cannot use this report, please ensure that the relevant permissions are enabled.
To enable Permissions for the Credit Balance Report:
- Navigate to the System Menu > Practice Settings > Administration > Profiles.
- Click Manage Permissions on the intended profile.
- Select Insights.
- Click the toggle for Generate Credit Balance Report under Operational Reports to enable the permission.
- Click Save.
Practices can use this comprehensive guide to efficiently generate reports, explore various use cases, and apply the necessary filter criteria to generate the desired report. Following this guide will help you create reports quickly, understand the different views available, and customize reports to meet specific needs.
Click here to explore the complete list of permissions and their descriptions.