Accounting exports in AlayaCare allow you to generate reports with invoice and transaction data over a specific date range and download the files in a format that makes it easy to analyze the data and import it into your agency's accounting software.
Roles and permissions
The following ACL is required to access and manage accounting exports:
- Accounting> Manage accounting exports
The following ACL is required to download accounting exports:
- Accounting > View invoices
Accounting exports offered by AlayaCare
AlayaCare offers the following core reports:
- Aged receivables (AR) report
- Invoice report
- General ledger and subledger
- Statements (summary and detailed)
- Electronic billing service line report
- Electronic billing subledger
- Unbilled visits report
- Subledger - LHIN
- Direct debit AUS
Note that some of these core reports are specific to agencies using AlayaCare's electronic billing module. Other custom export types may also be available to you depending on your agency's settings.
Aged receivables (AR) report
The AR report is designed to help you keep track of your accounts receivables. It shows the outstanding balances for clients and funders over a set period of time and groups the overdue payments according to how many days have passed since the invoice posting date. Each line in the report represents the total unpaid balance for a client and funder broken down by 30-day intervals to show the distribution of unpaid amounts based on the number of days since the original invoice was sent/confirmed.
The AR report can be used in conjunction with the invoice report or electronic billing service line report (for electronic billing payors) to match the outstanding balances for each client and funder/payor to the corresponding invoices.
This report is currently designed for use with funder types of client individual, funder individual, and funder batched. It is available in CSV format.
Aging information for unpaid balances for client and funders is also available on PDF statements.
You can learn more about the AR report here.
The invoice report shows the current balance of a set of invoices based over a set date range. Each row of the report represents an invoice that has been marked as sent/confirmed in the system. The invoice report is recommended for use with all funder types except electronic billing payors.
You can use this report in conjunction with AlayaCare's aged receivables report to determine which invoices with outstanding balances make up the amounts owed for each client and funder shown on the AR report.
The invoice report is available in CSV format.
For details about generating an invoice report and the information included in the export, click here.
General ledger and subledger
You can export a subledger report or a general ledger and subledger report to view a record of the debit and credit entries for all GL account transactions entered in AlayaCare.
The subledger contains a record of all transactions entered in AlayaCare. Each line in the report represents a debit or credit entry for a transaction. Every transaction will consist of at least two entries — a debit and a credit, one for accounts receivable and one for a revenue account. Depending on how you have configured your GL accounts, or if you are using cost centres, a transaction may be broken down over more than two lines.
The general ledger provides a record of the total debit and credit entries for each GL account by the month of the entry's posting date. Each line in the general ledger represents the total debits or credits per GL account. There will be two lines in the report for every GL account.
The general ledger and subledger are available in PDF, CSV, and TEXT format. You can learn more about these reports here.
Statements (summary and detailed)
The statement-summary and statement-detailed reports are PDF exports that allow you to view all transactions for a client and funder as well as the account's opening and closing balance for the selected date range and an aging report for any unpaid invoiced amounts.
The detailed statement includes further information about the billable items on the invoices (for example, unit, quantity, bill rate, etc.) You can generate these statements for all clients and their funders or for select clients and funders. Note that this export is only supported for funder types client individual and funder individual.
The statement-summary and statement-detailed exports are only available as PDFs. To view the statement information for a single client and funder in CSV format instead, select the statement by client-funder accounting export.
You can learn more about statements here.
Electronic billing service line report
The electronic billing service line report can be used as an alternative to the invoice report for electronic billing payors. As in the invoice report, each line in the report represents a single sent/confirmed invoice and a single sales transaction, which is equal to a single service line on a sent claim. This report also contains additional electronic billing-specific information, such as debit or credit bank adjustments for each service line.
The electronic billing service line report is available in CSV format.
Electronic billing subledger
The electronic billing subledger report should be used for viewing the debit and credit entries for all transaction types involving electronic billing payors. Each line in the report represents a debit or credit entry for a transaction. Every transaction will consist of at least two entries — a debit and a credit, one for accounts receivable and one for a revenue account. Depending on how you have configured your GL accounts, or if you are using cost centres, a transaction may be broken down over more than two lines.
Note that despite its name, this report will pull in transactions for all funder types, not just electronic billing payors. It is available in CSV, PDF, and TEXT format.
Unbilled visits report
This accounting export is specific to agencies using electronic billing. It allows you to view a list of all approved visits funded by electronic billing payors that have not yet been included on a claim. Each line in the report represents a single visit.
This report is available in CSV format.
You can learn more about this report here.
835 payment report
This accounting export is specific to agencies using electronic billing. It allows you to track how the payment from an 835 file has been mapped to individual claims and service lines in AlayaCare. Each line in the report represents a payment that has been mapped to a service line or a claim if the matching service line could not be determined (in other words, there will be one line per service line ID or per claim ID if the payment could not be mapped at the service line level). You can use this report to help you identify any unmapped payments and correct any errors that may have prevented the payment from being mapped.
This report is available in CSV format.
You can learn more about this report here.
Subledger - LHIN
This subledger report can be used for viewing the debit and credit entries for all transaction types when billing items to the LHIN. It will only be available to Ontario agencies that have the LHIN integration feature flag enabled. Each line in the report represents a debit or credit entry for a transaction. Every transaction will consist of at least two entries — a debit and a credit, one for accounts receivable and one for a revenue account. Depending on how you have configured your GL accounts, or if you are using cost centres, a transaction may be broken down over more than two lines.
This subledger report will also contain additional information about billable items from the invoices as well as LHIN specific billing information. It is available in CSV, PDF, and TEXT format.
Direct debit AUS
For Australian organizations with the direct debit AUS feature enabled to generate payments in bulk for client individual-type funders, you will have access to the direct debit AUS accounting export. This export type allows you to create a custom export in Australian Bankers Association (ABA) format that can be sent directly to banks so that the payment can be processed.
You can learn more about direct debit AUS and this export type here.
View and generate accounting exports
To view your agency's accounting exports or create a new export, navigate to Accounting> Accounting Exports.
From here, you can access a complete list of your agency's exports and download the file in the format specified by the export type. The following information fields are included in the list:
- Unique ID: the ID used by the system to identify the specific export file.
- Batch ID: this ID will be present when multiple exports were generated as part of the same request. It will be based on the first Unique ID generated for a group of exports (for example, in rows 2 and 3 in the image above, 714 is the Batch ID for both exports and the Unique ID for the first export).
- Exported By: the name of the user who added the export.
- Exported on: the date the export was created.
- Start Date: the start date entered in the date range for the export. Depending on the export type, this date may not have been entered.
- End Date: the end date entered in the date range for the export. Depending on the export type, this date may not have been entered.
- Type: the type of export (General Ledger and Subledger, Statement - Summary, Statement Detailed, AR Report, Invoice Report, etc.). The type may be one of AlayaCare's core reports or a custom export used by your agency.
- Funder(s): if a specific funder was selected when creating the export, the funder name will display here. If no funders were selected, the column will display All. If multiple funders were selected, the column will display Multiple. Click the icon to view the funder names.
- Client: if a specific client was selected when creating the export, the client name will display here. If no clients were selected, the column will display All. If multiple clients were selected, the column will display Multiple. Click the icon to view the client names.
- Background Job: the status of the background job used to create the export (started, finished, failed, etc.).
Click the icon to filter the list by various attributes, including Unique ID, date Exported On, Start Date, and End Date. You can also filter by Export Type.
To generate a new export, click the +Add Accounting Export button.
In the resulting dialogue, choose the Type of export you would like to add. The export types available will depend on your agency's configured settings. Note that the Format options available for your export as well as the additional required fields will depend on the type selected.
After selecting the Type, complete the fields required for the selected export type. In general, you will need to select an End Date. For some report types, you will also be required to select a Start Date and Reference Date.
Note that the date range on accounting exports is inclusive, meaning that any billable items such as visits that occur on the start and end dates selected will be included in the export.
If you only wish to only include accounting data from specific clients, click under Client(s) to select one or more clients. To group invoices and transactions by a specific funder, click under Funder(s) to select one or more funders/payors. For multi-office organizations, the clients and funders available for selection will be limited by branch.
When you have completed all relevant fields, click Save to generate the export.
The new export will now appear in the Accounting Exports list. Click the button in the Download column to open the file.