1 Private Practice Management System Financial Accounts Website Facebook
2 INTRODUCTION This booklet is intended for users who want to use PPMS for all of their accounts. If you only intend to use it for tracking patient payments then the Treatment Fees booklet will probably cover everything you need to know. This booklet explains the functions available using the Financial menu. The accounting functions of the Podiatry system provide a means of recording all sales and purchase invoices. Facilities are also available for cashbook transactions used for the payment of expenses, wages, petty cash and other non-invoiced items. All invoices and cashbook transactions are linked to analysis codes which allows for a full breakdown of costs backed up by a nominal ledger. Various reports have been included such as sales and purchase audit trails. A cashbook audit trail has also been included with the option of calculating the bank balance at the beginning of the report, thus allowing you to cross check computer balances with your bank statements. Other reports include aged debtors/creditors, nominal analysis breakdown and a trial balance. If you use Microsoft Excel, PPMS can download all of your financial data into a spread sheet at your year end (Windows only).
3 ANALYSIS CODES Analysis codes provide a means of separating different types of sales and purchases. They work in a similar way to a manual ledger where one page may be dedicated to one type of purchase such as fuel. Instead of having a page in a book for fuel, you would use the analysis code which represents the purchase of fuel. Whenever you claim back petrol expenses by doing a cashbook payment you would allocate that payment Fuel analysis code. This means that you will have a running total showing how much has been spent each month and the total for this financial year. Nominal Analysis Breakdown The nominal analysis breakdown report can give a complete breakdown of that analysis code showing how much was spent or sold and when. The system comes with over 150 industry standard analysis codes. You can however, define your own if you prefer to use your own codes.
4 Select Common Codes There are over 150 analysis codes included which are a lot to scroll through if you don t use many of them. The screen allows you to select the ones you do want to use on a regular basis. Recalculate Balances All financial transactions (Invoices, Payments etc) create nominal records to represent the double entry accounts. This button will total up these transactions showing how much is represented by each Nominal Analysis code. This would normally be done at the end of the financial year when you prepare your accounts for your accountant but can be run at any time. O/B This button can be used to setup an opening balance for the Analysis code when you first start using the PPMS system.
5 CUSTOMER/PATIENT ACCOUNTS SALES ACCOUNTS To create accounts for patients or customers, select Sales Menu then Customer/Patient Accounts from the Financial menu. It can also be accessed by selecting the Accounts tab on the Home page screen. This opens the customer account screen below. On the right of the screen are boxes giving account balances for: Current Total unpaid invoices for this month. Current -1 Total unpaid for last month. Current -2 Total unpaid for two months ago. Current -3 Total unpaid for three months or longer. Balance (Current + Current -1 + Current -2 + Current -3) - Unall Turnover Total sold excluding VAT.
6 All patients are automatically added as customers. Third parties such as Insurance companies and Care homes can be added using the Add Customer Button. Insurance companies can be identified by enter YES in the Insurance company field and completing your provider number. If you then identify a patient as being covered by this insurance company (on the patient record card) you can then charge treatments directly to this account. This can be done on a per treatment basis or you can bulk invoice everything at the end of the month. Sales Invoices The majority of sale invoices will be done from the Fees tab on the Home page. The Sales Invoice button on the customer account screen provides another method of processing miscellaneous sales invoices or credit notes. The details entered include the customer code, the date of the invoice, the transaction type, your invoice number, your order number and the default VAT rate. The system allows for six VAT rates. 0 Zero rated items. 1 The standard rate of 20.0% Most of the transactions will be invoices. However if you invoice somebody for the wrong amount you could reverse it by entering a CREdit transaction. Alternatively, you could just delete the invoice. When you enter the invoice date you will see that the system calculates the accounting period (1-12) to which the invoice will be allocated.
7 When you have entered the basic header details, tab down to the rectangle on the bottom half of the screen. This part of the screen lets you enter the details or the individual lines of that invoice. There is no limit to how many items can be placed on an invoice and each line can be allocated to a separate analysis code. Begin by entering the Analysis code to which you want the item to be allocated or enter a? to view a list. When you have finished, click on the OK button to process the invoice.
8 Receive/Allocate Payments for Sales Invoices You can receive and allocate payments for sales invoices using the Receive Payment button on the customer account screen. The receipts and allocation of sales invoices is split into two parts. The first part of the process is to enter the customer and payment (receipt) details. When a payment is entered you may want to allocate to the correct invoice. However, if the payment is for just one invoice it is quicker to highlight the invoice first before clicking on the Receive Payment button. That payment will then automatically be allocated to your selected invoice. TAB down and enter the date of payment and the amount. A receipt can also be printed if required. If you leave the Allocate Receipt Y/N field as YES after entering the amount to be paid and you hadn t already selected the invoice which was being paid, the system will move onto the second half of the process and allow you to allocate the payment (and any other non-allocated payments) to the invoice it represents. This is optional and isn t essential if you prefer not to allocate payments to invoices.
9 After clicking on OK the system loads a list of all unallocated receipts (payments) and outstanding invoices. In this example there is only the receipt which has just been entered and the invoice entered earlier on the sales invoice section. To make an allocation, click on the receipt (or credit) on the left side of the box and the invoice on the right hand box. An allocation value at the bottom of the screen will calculate to the smaller of two values, which in this case is 20. Click on the OK button again and the amount will be deducted from both sides. When you have finished allocating the invoices and receipts, click on the Finish button. The system will return to the customer account screen. Payments received but not allocated still reduce the balance on the customer record but increase the amount in the unallocated fields. This
10 balance will be removed when the invoice has been allocated to the appropriate invoice. If you wish to allocate some previously entered receipt or if you have a sales CREdit to allocate to an invoice, then enter the customer code as normal but do not enter a receipt value. Click on the OK button and the system will skip straight to the allocation process. Other Buttons on the Customer Account Screen View Details This displays the breakdown of the selected invoice showing each item, analysis code and its value. View Customers Allows you to quickly select from a list of non-patient customers such as insurance companies, care homes or other contracts you may have. Delete Invoice/Payment If an invoice or payment has been entered incorrectly you can use this button to Delete it. Reprint Invoices The Reprint/ button is used to reprint invoices. It can also be used copies of Fee invoices to patients.
11 Print Ledger The Print Ledger button on the customer account screen prints a report within your selected date range showing all the sales invoices/credits and payments (receipts) relating to that customer. List Customers The List Customers button on the customer account screen produces a list of all your customers, with their customer reference number and address. O/B This button can be used to setup an opening balance for a customer when you first start using the PPMS system.
12 Print Overdue Account Letters To print a letter to customers whose accounts are overdue, select Sales Menu then Print Overdue Account Letters on the Financial menu. In this example a letter will be sent to customers whose account has an outstanding balance for between 31 and 60 days. You could then re-run the selection for outstanding balances between 61 and 90 days to send a different letter to those customers.
13 CHAPTER 1 PURCHASE ACCOUNTS INTRODUCTION This chapter details how to set up and control accounts for suppliers. SUPPLIER ACCOUNTS On the right of the screen are boxes detailing turnover and the amount currently owed to the supplier: Current Current -1 Current -2 Current -3 Balance Turnover Total unpaid Invoices for this month. Total unpaid for last month. Total unpaid for two months ago. Total unpaid for three months or longer. (Current + Curr -1 + Curr -2 + Curr -3) Unall Total purchased excluding VAT. Since most suppliers will supply the same type of goods, the system allows you to allocate a default analysis code to each supplier. This
14 speeds up the entry of invoices because it removes the need to select the appropriate analysis code each time. Suppliers must be entered into the system before purchase invoices can be created. Purchase Invoices The Purchase Invoice button on the supplier account screen allows you to enter purchase invoices sent by the supplier to your practice. The details entered include the Supplier Code, the Date of the invoice, the Transaction Type, Suppliers Invoice Number, your Order Number and the default VAT rate which would normally be 0 or 1. Most of the transactions will be invoices. However if you enter an Invoice for the wrong amount you can correct it with a CREdit transaction. The Credit can then be allocated to cancel out the original invoice. However, a better option is usually to just delete the invoice. When you enter the invoice date you will see that the system calculates the accounting period (1-12) to which the invoice will be allocated. Some systems restrict you to working within one period at a time, followed by a period end to close the month. This system allows you to enter invoices for any period (date) within your financial year. When you have entered the basic details, tab down to the rectangle on the bottom half of the screen.
15 This part of the screen lets you enter the details of the individual lines of that invoice. There is no limit to how many items can be placed on an invoice and each line can be allocated to a separate analysis code and have a different VAT rate. Begin by entering the analysis code to which you want the item to be allocated. If you have already allocated a default analysis code to your supplier, the system will supply this default analysis code for you. Use? for a list of valid codes. When you have finished entering your purchase invoice, click on the OK button to process. Pay/Allocate Purchase Invoices You can pay or allocate purchase invoices using the Pay Invoice button on the supplier account screen. This opens a new screen as below.
16 The payment and allocation of purchase invoices is split into two parts. The first part of the process is to enter the supplier and payment details. When a payment is entered, it must be allocated to the correct invoice. However, if you highlight the invoice first before clicking on the Pay Invoice button, the software will automatically allocate the payment to the correct invoice. TAB down and begin by entering the date of payment and the amount. If you ensure the Allocate Payment Y/N field is YES and you haven t already selected which invoice is being paid, the system will move onto the second half of the process and allow you to allocate the payment (and any other non-allocated payments) to their appropriate invoices. After clicking on OK the system loads a list of all unallocated payments and outstanding invoices. Select the payment and invoice you want to allocate and Click on the OK button again. The amount will be deducted from both sides. When you have allocated the invoices and payments, click on the Finish button. The system returns to the supplier account screen. Print Ledger The Print Ledger button prints a report within your selected date range showing all the purchase invoices/credits and payments relating to that supplier.
17 List suppliers The List Suppliers button on the supplier account screen produces a list of all your suppliers, with their supplier reference number and address. O/B This button can be used to setup an opening balance for a supplier when you first start using the PPMS system.
18 PRINT REMITTANCE ADVICE NOTES This facility will print out remittance advice notes for all payments made to suppliers between two selected dates. This opens the new screen below.
19 CHAPTER 2 FINANCIAL REPORTS INTRODUCTION A large number of reports can be produced by selecting Financial Reports on the Financial menu. SALES LEDGER AND PURCHASE LEDGER The Sales Ledger option on the menu opens the same screen (shown below) as that called up by the Print Ledger button on the customer account screen. Invoices and their balances are printed for a selected customer (or all customers if the customer code is left blank), between the two dates specified.
20 The Purchase Ledger option opens a similar screen, but with a field for the Supplier Code instead of the Customer Code. This is the same screen as that called up by the Print Ledger button on the supplier account screen. SALES AUDIT TRAIL AND PURCHASE AUDIT TRAIL These two reports print all invoices, receipts/payments and credits for your selected date range and have an option to print invoice details or just the invoice amount. Selecting YES will print a breakdown by analysis code of all the items within that invoice total.
21 The invoice details are printed in Italics showing the breakdown of the invoice.
22 AGED DEBTORS AND AGED CREDITORS These summary reports display lists of customers or suppliers showing the breakdown of their outstanding balances. STATEMENTS Statements can either be printed for an individual customer or for all.
23 CASHBOOK AUDIT TRAIL Although printed in a different format, the cashbook audit trail should be an accurate representation of your bank statements as it shows all moneys going in and out of your bank account. Again it works by a date selection with the option of showing details of each transaction. It also has an option whereby the system will calculate what your balance should have been on the day prior to your date selection. In this example the bank balance will be calculated on 31 December This would then be included in the totals of the report showing what the bank balance should have been on 30 April NOMINAL ANALYSIS BREAKDOWN The Nominal Analysis Breakdown report provides a means of breaking down analysis codes and showing how they came to their present value.
24 In this example a report will be produced showing all transactions between 1 Jan 2015 and 31 Dec 2015 with a separate total for each type of Analysis code. As well as selecting a date range you can also specify Analysis codes and transaction type. Transaction types can be selected to specify:- INV CRE PAY REC PMT RCT Invoice Credit note Payment of a purchase invoice Receipt (payment) of a sales invoice Cashbook payment Cashbook receipt Print Nominal Details Enter NO in the Print Nominal Details field if you require only the totals for the required codes.
25 TRIAL BALANCE This report prints out a list of all the nominal analysis codes and their total values to date. Adding up the debit and credit totals should always equal zero. Select Financial Reports then Trial Balance on the Financial menu to open the print selection screen. You have the option to print all nominal analysis codes, or just those with a non-zero balance, as shown below.
26 CHAPTER 3 OTHER FINANCIAL FUNCTIONS INTRODUCTION This chapter describes the following options on the Financial menu: Miscellaneous payments and receipts Accounts parameters Year and month end Utilities. MISCELLANEOUS PAYMENTS/RECEIPTS This facility allows you to receive or pay moneys out of the cashbook (bank) for non-invoiced transactions such as claiming back expenses, paying wages or paying income tax.
27 The system works in a similar way to the sales and purchase invoices. You begin by entering the date followed by the type of transaction you are entering: RCT PMT Cashbook receipt Cashbook payment Continue by entering the default VAT number. You can change the bank account the money is going into if it is a Receipt or out of if the transaction is a payment. After entering the 'header' information the cursor moves into the rectangular box in the centre of the screen. Continue by entering each line of detail including the analysis code, comments, the VAT rate (0=zero-rated, 1=20.0%), the net value and adjust the VAT if necessary for payment transactions. In the example above, payments are being made for rent and wages. When you have finished, click on the OK button and the system will return to the beginning for the next transaction to be entered. If there are no more transactions, click on Cancel to finish.
28 ACCOUNTS PARAMETERS A number of parameters can be set to change the way the accounts system works. VAT Rates Up to 6 VAT rates can be defined with their appropriate values. Display Invoice/Receipt/Payment numbers If this is set to YES, each programme in the accounts system will display an OK message giving the invoice or receipt number allocated to that transaction. Automatically Age Account Balances If this is set to YES, the Current, Current -1, -2 and -3 fields on the customer and supplier account screens will be aged automatically each month. If set to NO, the balances can be recalculated by selecting Financial Utilities on the Financial menu.
29 Statement comments Enter here any comments you wish to appear at the bottom of each statement. Print Invoice When this is set to YES, the default on the print invoice selection box is YES. Setting it to NO will default to not required. Print Receipt When this is set to YES, the default on the print receipt selection box is YES. YEAR END In 8.2 of PPMS we removed the need to run a year end at the end of each financial year. You may be using PPMS to keep a record of all of your accounting data including purchases and miscellaneous payments. If you are, then like most businesses you are unlikely to be in a position to complete your year end until several weeks into your next financial year. When you are ready to finalise your year end, these two options will recalculate the Analysis codes summary, trial balance, aged debtors and aged creditors based on the date of your (past) financial year end. The first option will also transfer all of your financial reports into an excel spread sheet which you can then to your accountant. The second will allow you to run separate reports yourself from the Financial reports menu.
30 Once you have completed this the Financial Utilities menu has an option to recalculate everything again based on today s situation. In other words the Analysis codes summary, trial balance, aged debtors and aged creditors will be recalculated back to what they should be to represent todays financial record.
31 FINANCE UTILITIES The utilities menu allows you to recalculate balances and analysis codes, and check nominal transactions. Recalculate customer and supplier balances These balances are automatically updated as invoices and payments are processed. This routine would not normally be necessary but will recalculate everything again to correct any anomalies. Recalculate supplier balances See above. Recalculate Financial Balances for current year This would normally be run after finalising your year end for your previous financial year. It recalculate all of the financial totals and balances as of todays date. Check nominal transactions Utility to validate the nominal transactions Recreate Invoice Formats If an invoice template has been edited on one computer the changes won t automatically be reflected on other user of PPMS. They need to run this option to recreate the templates on their computer as well..
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