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OutSmart Guide

OutSmart Pay Money Flow Report

The Money Flow report answers two questions about OutSmart Pay that are hard to work out any other way:

  • What was in this deposit? A single amount lands in your bank account. This report breaks it into the individual patient payments that made it up.
  • Whose payment was this? Each payment shows the patient, the invoice, and the practitioner.

It also shows money you have taken that has not been paid out to you yet.

Running the report

  1. From the main menu, go to Reports.
  2. Choose Financial, then your dispensary, then OutSmart Pay Money Flow.
  3. Pick a date range and run it.

You can run it if you are the dispensary owner, or if you have full financial report access. For an office dispensary the report covers the office you are currently signed in to.

The two modes

A control at the top of the report decides what your date range means. This is the setting to get right, because the same dates give you two different reports.

ModeAnswersEach row isOpening a row shows
Deposit date”What landed in my bank?”A depositThe payments and refunds inside that deposit
Payment date”Where did the money I took go?”A paymentThe deposit it landed in, and everything else in that deposit

Deposit date is the default and is what you want when reconciling against your bank statement.

Payment date is what you want when tracing one payment. It shows you the rest of that deposit as well, which matters more than it sounds: a $400 payment that shares a deposit with an $800 chargeback puts nothing in your bank, and seeing the payment on its own would tell you the opposite.

What each row shows

Deposits show the bank account they went to, the reference, the status, and the amount. If the payments inside a deposit do not add up to the deposit total, the report flags it.

Payments and refunds show the invoice number, the patient, the practitioner, how the payment was taken (Clinician Portal, Online Payment, or Online Booking), and the card brand and last four digits. Clicking the invoice number opens your invoice.

Chargebacks are listed as chargebacks, with the reason the cardholder gave, and are totalled separately from refunds. If a response is still owed, the row says so. A chargeback you later win is deducted back off.

Not yet deposited is money taken that has not been paid out. It has its own section in deposit mode, and shows against individual payments in payment mode.

At the top, summary cards show what was deposited, what is not yet deposited, and refunds, with chargebacks added when there are any. Each card states the period it covers.

Choosing a period

The period picker offers Today, Last 7 days, Last 30 days, This month, Last month, the last twelve months by name, or custom dates.

A custom range is limited to 31 days. Longer periods are not offered rather than being cut short, because a financial report that quietly leaves rows out is worse than no report: it shows a total that looks complete and is not.

If a range covers too much activity, the report tells you instead of returning part of it. Choose a shorter period and run it again.

Exporting

Click CSV to export. The export is one flat table matching what is on screen. See Downloading Report Data.

When a payment shows no patient

Most rows resolve to a patient and an invoice. A few may not:

  • A payment marked with a question mark matched an invoice but not a patient.
  • A payment with neither still shows its amount, date and reference, so the money is accounted for even when the link to the invoice is missing.
  • Fees and adjustments taken by the card processor are not patient payments and never carry an invoice. These are expected and are not counted as unmatched.

The number of unmatched patient payments is shown above the table, so you can see at a glance whether there is anything to look into.