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.
When a payment reaches your bank
OutSmart Pay sends money to your bank account once a day, on business days. Each card payment waits about seven days before it is included in a bank deposit, so a payment you take on a Tuesday usually reaches your bank around the following Tuesday. Weekends and bank holidays move a bank deposit to the next business day.
Three things about bank deposits can make a payment look missing when it has been paid:
- One bank deposit can hold many payments. Your bank statement shows a single total for each bank deposit, not the separate patient payments inside it.
- The bank deposit date is not the payment date. A bank deposit is dated the day it reached your bank. A bank deposit that arrives on the 13th usually holds payments you took around the 6th.
- Refunds and chargebacks are taken out of bank deposits. A bank deposit can be smaller than the payments inside it, because refunds and chargebacks from the same days are subtracted before it is sent.
Running the report
- From the main menu, go to Reports.
- Choose Financial, then your dispensary, then OutSmart Pay Money Flow.
- 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.
| Mode | Answers | Each row is | Opening a row shows |
|---|---|---|---|
| Deposit date | ”What landed in my bank?” | A deposit | The payments and refunds inside that deposit |
| Payment date | ”Where did the money I took go?” | A payment | The 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.
Troubleshooting
A payment I took is not in my bank account
Run the OutSmart Pay Money Flow report in Payment date mode for the day you took the payment, and open that payment’s row. What you see tells you where the money is:
- The payment shows a bank deposit. The money has been sent to your bank. Find that bank deposit on your bank statement by its date and amount. Its amount includes every other payment in the same bank deposit, so it will not match the single payment.
- The payment shows as not yet deposited. It is still in its waiting period of about seven days, and it will be included in a later bank deposit. If it still shows as not yet deposited two weeks after you took it, contact us through Ask OutSmart so we can look into it.
- The payment is not in the report at all. It was not taken through OutSmart Pay. Invoices paid by cash, cheque, e-transfer, or a card machine from another company are never part of an OutSmart Pay bank deposit, so they do not appear in this report.
A later payment reached my bank before earlier ones
This usually means the earlier payments are inside the bank deposit that arrived later. A bank deposit is dated the day it reached your bank, and it holds payments taken about a week before that date. To see every payment inside it, run the OutSmart Pay Money Flow report in Deposit date mode for the day it reached your bank, and open that bank deposit’s row.
A bank deposit is smaller than the payments I took that day
Refunds and chargebacks from the same days are subtracted from a bank deposit before it is sent. Run the OutSmart Pay Money Flow report in Deposit date mode for the day the bank deposit reached your bank, and open its row. The refunds and chargebacks are listed alongside the payments.
Related Pages
- Sales Reports. Detailed and summary sales, tax, and payment reports.
- Downloading Report Data. Exporting any report to CSV.
- Setting Up Payment Processing with OutSmart Pay. What OutSmart Pay is, and changing your deposit account.
- Reporting Overview. The three families of reports and how they are organised.