Sales Reports

There are a wide range of sales reports in OutSmart, each with multiple configuration options that will allow you to generate any kind of sales reporting you need.  Here is a break down of the report types, and an example of what kinds of reports each type can generate.  To learn more about reports in general, and how to access them, see this article.

Sales, Detailed Report

A Detailed Sales report is focused on the item-level transactions.  It will report on every item that is sold, who it was sold to, who sold the item, costs, profits, etc.

Detailed Sales Report filtering options.

The filter options for this report allow you generate a wide variety of detailed sales reports that can help you better understand your sales.  Here are the filter options for this report type, and what they are used for:

1. Start Date: Only show invoices or refunds dated for this date, or later.
2. End Date: Only show invoices or refunds dated for this date, or earlier.
3. Filter by Type: You can choose to display only refunds, or only invoices, or both.
4. Filter by Client: You can select a specific patient to get all sales related only to them.  Note, if you intend to create a report for tax purposes for this client, we recommend using the Patient Year End report.
5. Filter by Staff: You can choose to limit the report to only the practitioner(s) you select in this list.  This is helpful when running practitioner-specific sales reports.
6. Filter by Item: This filter is useful if you want to see the sames for a specific item or group of items.
7. Filter by Category: This filter is useful to run reports on sales by item category.
8. Filter by Manufacturer: This filter can provide insight into the sales for a specific manufacturer’s items.
9. Filter by Tax Class: This filter will allow you to generate a sales report based on items for which a specific tax or group of taxes were applied.
10. Filter by Invoice Status: This will allow you to choose to report on active or deleted invoices and refunds.
11. Group By: This is an incredibly useful filter, which will cause the report to group results based on the grouping selected here.  You can even do multi-level grouping.  Selecting the checkbox for ‘Only Show Totals’ will cause the report to sum the totals for each grouping and show the totals only, not the individual transactions.
12. Columns and Column Order: This list of columns can be adjusted by dragging and dropping to change the column order, or by clicking the ‘x’ to remove a column.  You can also see additional columns that could be added to the report by clicking the white space next to the last column.  This will bring up a list of all the other columns that could be added.

Sample: Practitioner sales by category

The practitioner sales by category report is the most common report that clinics with multiple practitioners will run.  It will show you total sales for each practitioner over a period of time.  Using the ‘group by’ filter, you can also group the sales by category.

• Set ‘Filter By Staff’ to the practitioner you are running a report on.
• Set the ‘Start Date’ and ‘End Date’ to the the reporting period.
• Set the ‘Group By’ filter to Category, and optionally you can check off ‘only show totals’ if you are interested in the totals by category only, as opposed to the individual items sold in that category.

Retrieving a practitioner sales by category report.

Sales, Summary Report

A Sales Summary report is looking at the overall invoice.  It reports on an invoice by invoice basis, and does not look at specific items in the invoice.

Sales Summary report filtering options.

Here are the filter options for Sales Summary Reports:

1. Start Date: Only show invoices or refunds dated for this date, or later.
2. End Date: Only show invoices or refunds dated for this date, or earlier.
3. Filter by Staff: You can choose to limit the report to only the practitioner(s) you select in this list.  This is helpful when running practitioner-specific sales reports.
4. Filter by Transaction Type: You can choose to display only refunds, or only invoices, or both.
5. Filter by Invoice Status: This will allow you to choose to report on active or deleted invoices and refunds.
6. Filter by Client: You can select a specific patient to get all sales related only to them.  Note, if you intend to create a report for tax purposes for this client, we recommend using the Patient Year End report.  Also note that a Sales Summary report will not show what the patient purchased – it is not an item-level report.  It sill simply show that a purchase was made, and how much was purchased and paid.
7. Filter by Amount Owing: This filter will allow you to list reports based on whether the invoice is fully paid, underpaid, or overpaid.
8. Group By: This is an incredibly useful filter, which will cause the report to group results based on the grouping selected here.  You can even do multi-level grouping.    Selecting the checkbox for ‘Only Show Totals’ will cause the report to sum the totals for each grouping and show the totals only, not the individual transactions.
9. Columns and Column Order: This list of columns can be adjusted by dragging and dropping to change the column order, or by clicking the ‘x’ to remove a column.  You can also see additional columns that could be added to the report by clicking the white space next to the last column.  This will bring up a list of all the other columns that could be added.

Sample: Accounts Receivable (AR) Report

An AR report will give you a list of all invoices that have an amount owing.

1. Set ‘Filter by amount owing’ to Unpaid.
2. Optional: Set ‘Group By’ to client, and check ‘Only Show Totals’ to get the totals owing by patient, rather than by invoice.

Generating an accounts receivable report.

Tax Detailed

A Detailed Tax report looks at the item-level transactions, and taxes that were applied to them.  It will report on every different kind of tax applied to every time, even if they are all within the same invoice.

Detailed Tax report filtering options.

Here are the filter options for Detailed Tax Reports:

1. Start Date: Only show invoices or refunds dated for this date, or later.
2. End Date: Only show invoices or refunds dated for this date, or earlier.
3. Filter by Transaction Type: You can choose to display only refunds, or only invoices, or both.
4. Filter by Client: You can select a specific patient to get all sales related only to them.  Note, if you intend to create a report for tax purposes for this client, we recommend using the Patient Year End report.  Also note that a Tax Detailed report is an item-level report.  It will show the amount of tax, and what kind of tax, was paid for every item the patient has purchased.
5. Filter by Staff: You can choose to limit the report to only the practitioner(s) you select in this list.  This is helpful when running practitioner-specific sales reports.
6. Filter by Transaction Status: This will allow you to choose to report on active or deleted invoices and refunds.
7. Group By: This is an incredibly useful filter, which will cause the report to group results based on the grouping selected here.  You can even do multi-level grouping.    Selecting the checkbox for ‘Only Show Totals’ will cause the report to sum the totals for each grouping and show the totals only, not the individual transactions.
8. Columns and Column Order: This list of columns can be adjusted by dragging and dropping to change the column order, or by clicking the ‘x’ to remove a column.  You can also see additional columns that could be added to the report by clicking the white space next to the last column.  This will bring up a list of all the other columns that could be added.

Sample: Tax Collected Report

This report will give you a list of all taxes collected, organized by tax type.

1. Set ‘Group By’ to Tax, and check off ‘Only Show Totals’.
2. Optionally, you can set ‘Filter By Staff’ if you want to get a report of taxes collected via sales from a specific practitioner.
3. Optionally, you can set the ‘Group By’ to ‘Staff’ AND ‘Tax’ to get a single report for all practitioners.

Retrieving a tax collected report for a single practitioner.

Payment Detailed

A Detailed Payment report will look at every payment applied to an invoice.  It does not look at the item-level transactions, and so will not be able to report which payment method was used for which item.  Instead, it will report on which payment methods were used for which invoice.  This report is not commonly used to determine sales.  It is most commonly used to match up against your cash drawer, debit, and credit card receipts for the day.  Invoices that have no payments on them will not show up in this report.

We have been requested to provide a payment report that matches up payment methods to specific items, but this kind or report cannot actually be done if you accept more than one payment method per sale.  For example, if you sell supplement A for $50, and service B for $60 for a total bill of $110.  And then let’s say the patient pays $30 in cash, and $80 by credit card.  While payment method was used for which item?  It’s impossible to tell.  For this reason, we do not provide a report of payment methods matched to specific items or item categories.  This is identical to how major accounting services function.  Payments are separate from the invoices, and do not correlate to items or categories.

If your concern is to determine how much to pay your practitioners based what payment method was used for the sale, this is the report you need. If you need some assistance with setting up your reports for specific types of calculation, please contact our technical support department.  We have bookkeepers on staff who can assist you in developing the right kind of report.

Detailed Payment report filtering options.

Here are the filter options for Detailed Tax Reports:

1. Payment Start Date: Only show invoices or refunds where the payment date is dated for this date, or later.
2. Payment End Date: Only show invoices or refunds where the payment date is dated for this date, or earlier.
3. Filter by Transaction Type: You can choose to display only refunds, or only invoices, or both.
4. Filter by Client: You can select a specific patient to get all sales related only to them.  Note, if you intend to create a report for tax purposes for this client, we recommend using the Patient Year End report.  Also note that a Payment report only reports on payments.  It is not an item-level report, and is not general used to calculate sales.
5. Transaction Start Date: Only show invoices or refunds where the invoice or refund date is dated for this date, or later.
6. Transaction End Date: Only show invoices or refunds where the invoice or refund date is dated for this date, or earlier.
7. Filter by Staff: You can choose to limit the report to only the practitioner(s) you select in this list.  This is helpful when running practitioner-specific reports.
8. Filter by Payment Method: This filter allows you to restrict results based on the method of payment, like case, credit card, debit, etc.
9. Filter by Payment Method Type: This allows you to filter between insurance payments and client payments.
10. Filter by Payment Status: You can choose to display results based on the transaction status, for example ‘complete’, ‘failed’, ‘pending’, ‘processing’, etc.
11. Filter by Transaction Status: This will allow you to choose to report on active or deleted invoices and refunds.
12. Group By: This is an incredibly useful filter, which will cause the report to group results based on the grouping selected here.  You can even do multi-level grouping.   Selecting the checkbox for ‘Only Show Totals’ will cause the report to sum the totals for each grouping and show the totals only, not the individual transactions.
13. Columns and Column Order: This list of columns can be adjusted by dragging and dropping to change the column order, or by clicking the ‘x’ to remove a column.  You can also see additional columns that could be added to the report by clicking the white space next to the last column.  This will bring up a list of all the other columns that could be added.

Sample: End of Day Payments Report

This report will allow you to match the payment collected via your credit card terminal, debit terminal, cash drawer, etc at the end of the day with the entries made in OutSmart.  It’s a useful report to run every day to ensure that the day’s accounting and invoicing was done correctly.

1. Check ‘Today’ for the ‘Payment Start Date’.
2. Check ‘Today’ for the ‘Payment End Date’.
3. Set ‘Group By’ to ‘Payment Method’, and check off ‘Only Show Totals’.
4. Optionally, you can set ‘Group By’ to both ‘Staff’ AND ‘Payment Method’ if you want to break it down by staff member.

Now you can match this up with your slips from the payment terminals as well as the cash in your cash drawer.  If it  turns out there is a discrepancy, then calculate the amount of the discrepancy and re-run the above report, but remove the check from ‘Only Show Totals’.  This will allow you to see in detail all the payments that were recorded in OutSmart for the day.  You can then go through this to find the source of the error.

Retrieving an end of day payments report broken down by member of staff.

Patient Year End

The Patient Year End report is intended as summary of a specific patient’s purchases over the year.  This report is nearly identical to the Detailed Sales report, with one exception.  When you print out the report, it will display a more official year end report with indications that it can be used for tax purposes and is an official tax receipt.  All filter settings for the Patient Year End report are the same as for the Details Sales Report.

Patient Year End report filtering options are the same as those for Details Sales reports.

Sample: Individual Patient Year End Report

To produce a Year End Report that your patient can use to submit to insurance or their employers for reimbursement, here are the best settings:

1. Set ‘Filter By Client’ to the specific patient.
2. Set ‘Start Date’ to the start of the year.
3. Set ‘End Date’ to the end of the year.
4. Set ‘Group By’ to ‘Date’ if you want to organize the report by date, or you can set the ‘Group By’ to ‘ID’ if you want to organize the report on an invoice by invoice basis.

Running an individual patient year end report.