Where to find the Reports page

Go to Location Management > Reports Tab

Accounting: Invoices and Receipts Over a Period Report

This report provides detailed information about all the invoices issued: before and after discounts, provider involvement %, expenses, GST, commissions and all the payments received over the selected period of time (including deposits) and refunds for each provider.

Considerations

1. GST is setup (see Setup GST section) (link coming soon) 
2. Provider Commission is setup (if applicable)
3. Cost to Provider for Expenses is setup if applicable
   
4. Prior Period Lock (link coming soon) considered

Run the Report

1. Go to Location Management > Reports tab
2. Open Accounting: Invoices and Receipts over a period report
3. Report Parameters
1. Date: Select the period to report on
   
2. Provider: Select the Provider or <All> 
   
3. Sort By: Select the sort order of the report as Date/Invoice ID/Receipt ID/Name
   
4. Accrual Based: Tick to base report on when transactions occur, not when payments are received 
   
5. Show Discount Only: Tick to only show discounts on the report
   
6. Show Totals Only: Tick to remove details from the report
   
7. Group Date Totals: Tick to group totals by date when two or more days are included in the report
   
8. Provider Page Break: Tick to view/print each Providers report on a separate page
   
9. Commissions: Tick to calculate commissions
   
10. Show inactive providers as well: Tick to include Providers made inactive
    
11. Specify Locations
    
1. For Providers/Accounts: Select a location or All Locations
2. For Payments/Refunds: Select a location or All Locations
   
12. More...:
    
13. Show data...Main Provider only: Only select this option to base the report on the Main Provider of the patient instead of the Treatment Provider
    
    
14. Click OK
    

Report Details 

Dated: The date of the invoice and/or receipt

Name: The name of the patient the invoice and/or receipt refers to

Inv/Rec ID: The unique number assigned to each invoice and/or receipt generated 

In/Out: Only shown against a patient's name when a deposit has been put against one provider and another provider completes the treatment / uses the deposit

Invoice Details

Total: The total amount invoiced shown as a $ figure

% involved: If two providers worked on the one invoice the % involved will be split, otherwise it will show 100%. E.g. Provider 1 % involved = 44%, Provider 2 has % involved = 56%

$ Discnt: The total amount discounted shown as a $ figure

$ involved: The total amount invoice for after discount and if split by % involved

Expense: The total of the expense (e.g. Lab) for this invoice/patient on that date

Receipt Details

Total: The total amount paid on this invoice on that date

% involved: If two providers worked on the one invoice the % involved will be split, otherwise it will show 100%. E.g. Provider 1 % involved = 44%, Provider 2 has % involved = 56%

$ involved:  The total amount paid for that providers % involved

Credit/Deposits: A positive amount in this field refers to an amount paid, but not allocated to treatment. A negative amount in this field refers to a deposit amount allocated to treatment or refunded to patient. If allocated to treatment it will show as a receipt against the invoice.

Discounts (inc. GST): Total amount of discounts given in the period for all providers in the report

Promotions (inc. GST): Total amount of promotional discounts given in the period for all providers in the report

Expenses (inc. GST): Total amount of expenses paid in the period for all providers in the report

Total before discount: Total amount received before discounts given

Invoice Totals

Invoices (ex. GST): Total invoices for the period excluding any GST

GST: Total GST involved in invoices for the period

Invoices (inc. GST): Total invoices including GST for the period

Receipts Totals

Receipts (ex. GST): Total receipts for the period excluding any GST

GST: Total GST involved in receipts received for the period

Receipts (inc. GST): Total receipts including GST for the period

Credits/Deposits: Total amount of deposits for the period

Receipts - Expenses (inc. GST) Nett Total: Total receipts minus any expenses based on cost to provider

Commission Calculations On Invoices (ex. GST)

Commission: Total commission for this provider based on invoices created excluding GST. Calculated as: Invoices x Commission Percentage.

Expenses: Total expenses for this provider based on the Provider Cost for Expenses.

Comm - Expenses: Total commission minus expenses based on invoices created excluding GST. Invoices x Commission Percentage – Portion of Expenses provider is responsible    for.

Commission Calculations On Receipts (ex. GST)

Commission: Total commission for this provider based on payments received excluding GST. Calculated as: Receipts x Commission Percentage.

Expenses: Total expenses for this provider based on the Provider Cost for Expenses.

Comm - Expenses: Total commission minus expenses based on payments received excluding GST. Calculated as: Receipts x Commission Percentage – Portion of Expenses  provider is responsible for. 

Campaign Response Rate Report

This report will show both direct and indirect responses to a D4W Marketing Campaign; i.e. is Patients who had the advertised treatment performed after receiving campaign material as well as patients who have contacted the Practice after receiving the campaign material but have elected to have an alternative treatment.

Click here for more information on D4W Marketing. 

1. Go to Location Management > Reports tab
   
2. Open Campaign Response Rate Report
   
1. Show previous # campaigns: Add how many campaigns to report on
   
2. Set: Select the campaign set
   
3. Type: Select the campaign type
   
4. Campaign length: Add the days to report on 
   
5. Response rate Determined by
   
1. Appointment Booked: Whether the patient booked an appointment during the length of a campaign.
   
2. Appointment Attended: Whether the patient attended an appointment during the length of a campaign (user must have Set official ARRIVED appointment Status set).
   
3. Treatment performed: Whether treatment was performed on the patient during the length of a campaign
   
   

 Setup & Manage Appointment Status Features in D4W

Report details 

Commission Details on Invoices Raised

This report shows commission details of Providers when their income is based on a commission calculated from invoices generated under their names.

Run the Report

1. Go to Location Management > Reports tab
2. Open Commission details on Invoices raised report
1. Location: Select the location or All Locations to base the report on
2. Date: Select the date range to base the report on
3. Provider: Select the Provider or <All> to include in the report
4. Show inactive providers as well: Tick to include inactive provider(s)
5. Include Discounts: Tick to include discount details in the report
6. Discounts of all periods: When Include Discounts is ticked, tick this box to include discounts of all periods
7.  Select from the drop list for information to include in the report:
1. Item's details: Show items details included in the invoices
2. Invoice's details: Show invoice totals only
3. Provider summary: Show total for each selected Provider only. When this option is selected, check boxes below will be unavailable
8. Provider Page Break: When multiple providers are included in the report, tick to show one provider per page
9. Group by providers: When All Locations is selected, tick to group report by provider, instead of by location
10. Click OK
    
    

Report Details

Show Item's details

Show Invoice's details

Show Provider summary

Commission Details on Receipts

This report shows commission details of Providers when their income is based on a commission calculated from receipts generated under their names.

Run the Report

1. Go to Location Management > Reports tab
2. Open Commission details on Receipts report
1. Location: Select the location or All Locations to base the report on
2. Date: Select the date range to base the report on
3. Provider: Select the Provider or <All> to include in the report
4. Show inactive providers as well: Tick to include inactive provider(s)
5.  Select from the drop list for information to include in the report:
1. Item's details: Show items details included in the receipts
2. Receipt's details: Show receipt total only
3. Provider summary: Show total for each selected Provider only. When this option is selected, check boxes below will be unavailable
6. Provider Page Break: When multiple providers are included in the report, tick to show one provider per page
7. Group by providers: When All Locations is selected, tick to group report by provider, instead of by location
8. Click OK 
   
   

Report Details

Show Item's details

Show Receipt's details

Show Provider summary

Deposit Allocation Report

This report generates a list of all deposits that have been allocated to an outstanding invoice with details of the percentage and amount involved for each provider.

Run the Report

1. Go to Location Management > Reports tab
2. Open Deposit Allocation Report
1. Date: Select the date range to base this report on
2. Location: Select the location to base this report on, if applicable
3. Provider: Select the provider(s) to include in the report
4. Show inactive providers as well: Tick to include inactive Providers
5. Exclude allocations if original payment in this period: Tick to exclude deposits that have been created and allocated in the same reporting period
6. Group by Provider: Tick to group allocations by same Provider
7. Click OK
   
   

Report Details

Date Allocated: The date the deposit was allocated to an invoice

Patient Name/Card: The patient's name and card number the deposit was from. Third-party name will be shown next to the patient's name if the deposit was from a third-party

Total Amount Allocated: The amount of a deposit that has been allocated to an invoice

Invoiced ID: The invoice ID that the deposit has been allocated to

Prv Code: The code of the provider whom the deposit has been allocated to

% Involved: The percentage of the deposit allocated to the invoice

Amount Involved: The amount of the deposit allocated to the invoice

Discount Categories Report

The Discount Categories Report shows all discounts that have been entered into patients' invoices/receipts over a period of time, separated by the category of discount. 

Run the Report

1. Go to Location Management > Reports tab
2. Open Discount Categories Report
1. Date: Select the period to base this report on
2. Location: Select the location or <All> to base this report on, if applicable
3. Providers: Select the Provider(s) to include in the report
4. Show inactive providers: Tick to include inactive Providers
5. Show Details: Tick to see details in place of totals
6. Discount Categories: Select the categories to include
7. Show inactive categories: Tick to include inactive Categories 
   
   

Report Details 

The report is separated by Providers, then by Discount Category.

Summary View

Show Details View

Efficiency of Referral Sources (Financial Results)

This report generates a list of the financial results for a selected period of time based on referral details.

A referral source must be linked to the patient for the report to generate the correct statistics.

Run the Report

1. Go to Location Management > Reports tab
2. Open Efficiency of Referral Sources (Financial Results) report
   
   
1. Date: Select the period to base this report on
2. Location: Select the location or <All> to base this report on, if applicable
3. Providers: Select the Provider(s) to include in the report
4. Show inactive providers as well: Tick to include inactive Providers
5. Click OK
   

Report Details

Financial information is shown on the report as a $ amount and a % of the share in income for the practice.

Amounts will only be shown on this report when payment has been received. No outstanding invoice amounts will be calculated.

Employee Details Report

The Employee Details report generates a list of active and inactive employee details. It gathers information from the Providers, Staff and Security tabs.

Run the Report

1. Go to Location Management > Reports tab
2. Open Employee Details report
1. Employee Type: Select the type of employee to run the report for
2. Location: Select the Location to run the report for, it will be set to ‘Any Location’ by default
3. Sort By: Sort the report by the employee Code, Surname or Username
4. Include Inactive: Inactive employees in the report, unchecked by default
5. Include Denied: All employees who are ‘denied’ access in Security, unchecked by default   
        
   

Report Details

Key Performance Indicators Report (Non BIM)

This is NOT a Business Intelligent Module Report. 

1. Go to Location Management > Reports tab
2. Open Key Performance Indicators Report
1. Financial Year: Select Current, Previous or Custom Financial Year to base the report on
2. Show totals only: Tick to show total amount only for the selected financial year
3. Providers: Select the Provider(s) to base this report on
4. Show Inactive providers as well: Tick to include inactive providers
5. Click OK 
   
   

Detailed View

Show Totals View

Procedures Done by Providers Report

This report will provide information on the amount of times an item was performed, the financial gain associated with these items and the time spent performing these items. 

Ensure the Procedures Classifications are setup for this report prior. 

1. Go to Location Management > Reports tab
2. Open Procedures Done by Providers report
1. Location: Select the location to base this report on
2. Date: Select the date range to base this report on
3. Show financial data only: Tick to exclude non-financial details
4. Print providers without items performed: Tick to include providers even if they didn't perform treatment
5. Print inactive providers as well: Tick to include inactive providers
6. Groups: Select the group(s) to base this report on
7. Orientation: Choose the page layout
8. Page: Select the number of pages to view the report on
9. Click OK 
   
   

Note that this report does not take discounts into consideration, and items do not need to be included in an invoice to be calculated. When the item is present in the Treatment tab, it is considered completed.

Production Statistics Report

Set Provider Production Goals

The Production Statistics report will still generate without goals entered, though it is recommended to do it for a more beneficial report. 

1. Go to Location Management > Providers tab
2. Operations menu > Set Monthly Production Goals
1. Now Viewing Provider: Select the Provider
2. Product Goal: Enter the goal for each month
3. Time Norm Per Day: Enter the usual clinical hours
4. Year -: Click to view previous periods
5. Year +: Click to plan upcoming periods
6. Click OK         
          

1. Go to Location Management > Reports tab
2. Open Production Statistics report
1. Financial Year: Select the year to base the report on
2. Location: Select the location or <Any Location > if applicable
3. Providers: Select the Provider(s) to base the report on
4. Show inactive providers as well: Tick to include inactive Providers
5. Show Totals Only: Tick to hide the details of the report
6. Click OK  
   
   

Reporting on Discount Promotions

1. Accounting: Invoices and Receipts Over a Period
2. Promotions List
3. Promotions Report on Patients

Accounting: Invoices and Receipts Over a Period

1. Go to Location Management > Reports tab
2. Open Accounting: Invoices and Receipts Over a Period
1. Select the Report Parameters > Click OK
2. Promotional discounts will be identified with a Pr in the Discnt column       
   
   

Promotions List

This report will help practices, especially the Marketing Dept to have an overview of their promotions.

It will show all promotions status, start/finish date of the promotion and how many promotions have been used for the period selected in the report parameters.

1. Go to Location Management > Reports tab
2. Open Promotions List
1. Select the Report Parameters > Click OK 
          
   

Promotions Report on Patients

This report will show the details of a promotion when it has been applied to an invoice for the period selected in the report parameters. 

1. Go to Location Management > Reports tab
2. Open Promotions Report on Patients
1. Select the Report Parameters > Click OK         
          
   

Promotions List Report

It will show all promotions status, start/finish date of the promotion and how many promotions have been used for the period selected in the report parameters

1. Go to Location Management > Reports tab
2. Open Promotions List 
1. Date: Select the period to base this report on
2. Location: Select the Location or <All Locations> from the droplist if applicable
3. Promotion Type: Select Package Promotions, Item Promotions or <All> for all types
4. Standard View: Standard list of Promotions.
5. Detailed View: Detailed list of Promotions including items and Fees.
6. Place a tick in Show Inactive Promotions to include inactive Promotions
7. Click OK   
   
   

No. of Invoices with the Promotion: Number of invoices the Promotion has been used

Detailed View

Promotion Type: Type of the Promotion (Package/Items)

Promotion Name: Name of the Promotion

No Gap option: Yes/No

Active: Yes/No 

Date From: Start date of the Promotion

Date To: End date of the Promotion

Item: Item numbers used in the Promotion

Description: Description of items used in the Promotion

$: The item is discounted by a set amount

%: The item is discounted by a percentage

Fixed Fee: The item is set with a Fixed Fee

Promotions Report on Patients

1. Go to Location Management > Reports tab
2. Open Promotions Report on Patients
1. Date: Select the period to base this report on
2. Location: Select the Location or <All Locations> from the drop list if applicable
3. Promotion Type: Select Package Promotions, Item Promotions or <All> for all types
4. Sort by: Select Promotion or Patient
5. Standard View: Standard list of Promotions used on patients
6. Detailed View: Detailed list of Promotions used on patients including patient details
7. Totals Only: A total of all promotions used on patients
8. Group by Provider: Break down the report by Provider
9. Click OK    
       

Detailed View

Promotion Name: Name of the Promotion

Totals Only

No. of Patients: Number of Patients for all Promotions

Staff Attendance Times Report

The Staff Attendance Report gathers data entered by staff using the Staff Clock On Clock Off feature.

Run the Report

1. Go to Location Management > Reports tab
2. Double click the Staff Attendance Times report
1. Period: Select the period to base this report on
2. Staff: Select the staff member(s) to report on
3. Show inactive staff as well: Tick to include those made inactive
4. Print each staff on separate page: Tick to view/print each persons' details on a separate page
5. Click OK 
      

The report will show each time the staff member has clocked on and off with a total number of hours per date. If a staff member has clocked on and off multiple times in a day the report will show the date multiple times.  The total number of hours worked for the period is shown at the end of the report.

The times within the report are editable but only to those selected in security to be able to modify staff attendance times. To edit the times click on the time you wish to modify, click edit, enter the username and password and then type over the existing time.

Receipts on Hold from Banking Report

1. Go to Location Management > Reports tab
2. Open Receipts on "Hold" from Banking
1. Location: Select the location to base this report on
2. Date: Select the period to base this report on
3. Bank Acc: Select the relevant bank account
4. Providers: Select the provider(s) to base this report on
5. Show Inactive Providers as well: Tick to include inactive providers
6. Show Hidden Bank Accounts as well: Tick to include past bank accounts
7. Click OK   
    
   

Total Receipts Report

Option A: 

1. Go to Location Management > Reports tab
2. Open Total Receipts report

Option B:

1. Go to Location Management > Bank Slips tab
2. Reports menu > Total Receipts
1. Location: Select the location or <All> to base this report on, if applicable
2. Date: Select the period to base this report on
3. Show totals only: Tick to view total amount only - patient details will not be shown in the report
4. More: Click to show all payment methods accepted by the practice. User can then select payment method(s) to be included in the report
   
   

Total Receipts with Providers Report

Option A:

1. Go to Location Management > Reports tab
2. Open Total Receipts with providers report

Option B:

1. Go to Location Management > Bank Slips tab
2. Reports menu > Total Receipts with providers
1. Location: Select the location or <All> to base this report on, if applicable
2. Date: Select the period to base this report on
3. Provider: Select the Provider(s) to include in the report
4. More: Click to show all payment methods accepted by the practice. User can then select payment method(s) to be included in the report.
5. Show inactive providers as well: Tick to include inactive Providers
6. Show totals only: Tick to view total amount only - patient details will not be shown in the report
7. Show providers from any Location: When a specific location is selected in Location field, tick the box to include providers from all locations
    

Export Total Receipts with Providers Report

1. In the report preview window, click Export
   
   
2. Select a location to save the file (e.g. Desktop)
3. Select Excel 2007 from the Save as Type drop list
4. Enter a filename
5. Click Save    
                                                                                                   

Unallocated Deposits Report

1. Go to Location Management > Reports tab
2. Open Unallocated Deposits Report
1. Date: Select the period to base this report on
2. Location: Select the location or <All> to base this report on, if applicable
3. Provider: Select the Provider(s) to include in the report
4. Show inactive providers as well: Tick to include inactive Providers
5. Exclude Reversed Deposits: Tick to exclude reversed deposits in Prior Period Lock period 
   
6. Report on Current Outstanding Deposits: Tick to include deposits only if the Deposit was made in the selected period
   
7.  Click OK
   
   

Prior Period Lock Explained (link coming soon)

Report Details

Dated: The date of the payment

Name: The name and card number of the patient

Inv/Rec ID: The invoice/receipt ID of the payment *If a deposit was given to a patient from a Third Party or Guardian then applied against an account, their name will be shown                             following the patients' name

Not allocated Deposit - Total: The amount not allocated

Unprinted Invoices Report

This report shows a list of patients where treatment has been performed and entered into the Treatment tab but is yet to be invoiced.

Run the Report

1. Go to Location Management > Reports tab
2. Open Unprinted Invoices report
1. Location: Select the location or <All> to base this report on, if applicable
2. Provider: Select the Provider(s) to include in the report
3. Show inactive providers as well: Tick to include inactive Providers
4. Click OK 
   
   

Report Details

Name: Patient's name

Prv: Treatment provider's code

Date Last Seen: Last seen date of the patient

Item: The item performed and entered in Treatment tab but not invoiced

Amount: The amount/fee of the item

Card No: Patient's card number

Home Phone: Patient's home phone

Work Phone: Patient's work phone

Activate & Submit the ADA DeIDC Survey via D4W

De-Identified Data Capture (DeIDC) is the system which allows the direct uploading of statistical information from member’s Dental4Windows^sql (D4W) systems to the Australian Dental Association (ADA), eliminating the need for members to respond to the annual fees survey using paper forms manually.

1. The paper survey can be inconvenient for members and time consuming for the ADA to process.
2. It requires you to fill out a very detailed questionnaire manually, and then the ADA must data-enter it.

The security and privacy arrangements for DeIDC are identical to those for the paper survey. Names and personally identifying information are immediately stripped from the data on receipt.

1. We collect names only for the purposes of ‘ticking-off’ members who have responded, and these are discarded and not imported into any database.
2. The information we do collect is used only for aggregated statistical processing – ADA Article

Location Setup

A postcode must be entered for each location of the database. 

1. Go to Location Setup > Location tab
2. Select the relevant Location if applicable
3. Enter the Post Code 
             

Provider Setup

All providers involved in the ADA survey must be recognised as an ADA Member in D4W.

1. Go to Location Management > Providers tab
2. Place a tick in the ADA member box
3. Repeat for all providers to be included in the survey        
   
   

Submit the Survey

1. Go to Location Management > Reports tab
2. Open Upload ADA DeIDC data file
1. Submit New sub-tab
   
2. Location: Select the location to base the survey on if applicable
3. Location Type: Select the type of practice 
4. Customer Ref #: Enter your Centaur Software Customer ID
5. Providers: Select the Providers to include in the survey. Those marked as an ADA Member in the Providers tab will automatically select.
6. Click Submit       
                                    
1. Click OK to consent or Cancel to exit    
          

View Submitted Survey

1. Go to Location Management > Reports tab
2. Open Upload ADA DeIDC data file
1. View Submitted sub-tab
1. Date: The date of the survey
2. Receipt No: The receipt of the survey submission
2. Status
3. Successful: The survey was successfully submitted
4. Error: See error reasons below
1. Error Code 100: Timeout error, suggest to retry submission
2. Error Code 200, 300 and 310: Contact Centaur 
   

Code: The alphabetic or numeric value setup on each employee’s card under the Code field of the Providers or Staff tab

GST Report

This report shows GST information on invoiced item numbers for a selected period of time.

Run the Report

1. Go to Location Management > Reports tab
2. Open GST report
1. Date: Select the period to base this report on
2. Location: Select the location or Any Location to base this report on, if applicable
3. Show item details: Tick to include details of the items that incurred GST
4. Accrual based: Tick to only show invoiced items that incurred GST 
5. Show ABN Only: Tick to only show information for items that incurred GST
6. Show totals only: Tick to show total GST amount only for each provider that belongs to the selected business entity
7. Business Entity: Select the Business Entity/ABN to base the report on
8. Click OK
   
   

Report Details

Show item details ticked

Show item details not ticked

Export Invoices and GST/VAT Report

This report allows information to be exported to an external CSV file and can be opened in Excel breaking down the Invoice amount, discount, and VAT amount.

1. Go to Location Management > Reports tab
2. Open Export Invoices and GST/VAT
3. Report Parameters
1. Date: Select the period to report on 
2. Show Invoices: Select which invoices to include in the report
3. File: Enter file name or search in Browser...
4. Click OK
   
   

Reports Details

ID: Invoice ID

Created Date: Invoice created date

Title: Patient’s Title

First name: Patient’s First name

Surname: Patient’s Last name

Card No: Patient’s Card number 

Invoice Total: Total amount of the Invoice

Invoice discount: Discount applied on the Invoice

Net Amount: Amount after the discount

VAT: Value Added Tax amount

PPA: Prior Period Adjustment

Work of Department Done by Providers (details)

This report is only applicable to clients using the Departments feature. It tracks the workload done by the departments that have been setup.

See Add Departments within a Practice section 

Run the Report

1. Go to Location Management > Reports tab
2. Open Work of Department Done by Providers (details) report
1. Department: Select the department or All departments
2. Date: Select the date range to base this report on
3. Payment Sources: Select from Patients, Insurance and Other
4. Staff Type: Select Provider or Assistant
5. Specialists: Select who to include in the report
6. Click OK 
                                                

Report Details

The report is slightly different based on the selection in the report parameters.

All Departments

Individual Department

Work of Department Done by Providers Report

This report is only applicable to clients who are using the Departments feature. It tracks the workload done by the departments that have been setup.

See Add Departments within a Practice section 

Run the Report

1. Go to Location Management > Reports tab
2. Open Work of Department Done by Providers report
1. Department: Select the department or All departments
2. Date: Select the date range to base this report on
3. Category of Specialist: Select Provider or Assistant
4. Specialists: Select who to include in the report
5. Click OK 
     
   

Report Details

The report is slightly different based on the selection in the report parameters.

All Departments

Individual Department

Patient Related Reports in D4W

Clinical Reports in D4W

Fees, Item & Expense Reports in D4W

Health Fund & Insurance Reports in D4W