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.
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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:
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.
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:
An AR report will give you a list of all invoices that have an amount owing.
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:
This report will give you a list of all taxes collected, organized by tax type.
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.
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.
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.
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.
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:
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