Feature overview: Accounting Exports

Rita Pang
Rita Pang
  • Updated

The Accounting Exports feature 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. These reports can be exported under Accounting > Accounting Exports > + Add Accounting Export. 

Contents

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

AlayaCare offers the following core reports: 

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.

AR by Invoice or Claim

AR by Invoice or Claim is for reviewing outstanding balances on invoices. Transactions are broken down into sales, credits, debits, and payments with an outstanding balance. The account types of the transaction will place the balance in the appropriate column. For example, any transactions connected with Bank and Accounts Receivable will show up in the Payments column.

Electronic Billing 835 Payment Report

The Electronic Billing 835 Payment Report provides visibility into every payment that has been received from an 835, whether the 835 was received electronically from the clearinghouse or manually uploaded into AlayaCare. From this report, you can see which claims and service lines have been updated and identify any unmapped payments from the 835. You should run this report regularly to make sure all payments are successfully mapped to their corresponding claims and service lines. See also: How do I generate the 835 Payment Report and use it to track unmapped payments?

Unbilled Revenue Tracking

The Unbilled Revenue Tracking report provides a comprehensive view of all visits, premiums, and billable items not included in a sent invoice. This report details each item's status in the workflow, enabling you to identify and address any unbilled revenue. You can pinpoint issues like unapproved visits, failed billable item creation, or unassigned visits. 

Sample use cases:

  • Review any visits that should have been approved but have not been
  • Review any approved visits that failed to create a billable item and the reason for it
  • Review any visits that are unassigned to an employee
  • Report on Cancelled Non Billable Visits
  • Report on Rejected Visits

Invoice report 

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.

On Account Balance

The new On Account Balance (OAB) report allows users to view all custom transactions associated with liability-type accounts, and users can choose which accounts to include. Only transactions tied to the selected accounts will appear in the export. The OAB report automates the process of tracking and reporting on client deposits and prepayments, eliminating the need for manual calculations using the subledger. This saves time, improves accuracy, and provides a streamlined way to manage liability accounts. For assistance with setting up custom transaction types for OAB prepayments and deposits, please contact your Customer Success Representative.

Sample use case:

  • Your agency frequently collects deposits from clients when they sign up for care services.
    • You need to track and report on these deposits, which are recorded in liability accounts until the funds are used.
    • You can export the OAB report for selected liability accounts, where it displays all the related transaction details.

Revenue Recognition by DOS

The Revenue Recognition by DOS report offers a detailed breakdown of revenue included in sent invoices, at the item level. This report tracks sale and void transactions only. You can balance this report with the AR transactions associated with a subledger. Having granular insights into recognized revenue helps you meet your financial reporting requirements and provides clarity into transactions behind sent invoices.

Sample use case:

  • View the dates of service associated with invoices and provide the details behind those transactions.

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.

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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 info 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 info 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 filter 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.

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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. 

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Customizing Accounting Exports

The above are the standard accounting exports offered by AlayaCare. Our system also accommodates customization of the accounting exports. Traditionally, this customization is done via tweaking the codes, but to address the need and to simplify the task, we have a Self Serve Custom Accounting Export workflow available. 

Create your Custom Look

To start, create a desired look in Dashboard > Data Exploration 2.0. Choose your desired look type form the list of Explores available. The export types available for accounting customization is Payroll Export. In the future we will have Billing Export and Transaction Export.

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Once you have selected a look type (ex: Payroll Export) from the dropdown list of Explores, you will see that the Explore window populates with available field options.

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You must now create your desired look by clicking on the fields you wish to include in the custom accounting export. Explore by adding, removing and reordering fields to create a your desired display and layout. Once you have defined this custom look, test out and visualize it by selecting "Run". 

To confirm your customization, click on the gear icon next to "Run". Select Save > As a look. Be sure to give your look a title and an optional description. Then, select the destination folder to which you would like to have it saved, and click "Save".

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The system will then display a message in green, confirming that your look has been saved.

Create your Custom Accounting Export

Now that you have your custom look, go to Accounting Settings > Custom Exports to create a custom export based on this customized look. Click on "Add custom export" here. You now see a New export.

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For the above image, fill in the following:

  • Type: select the type of export to be configured (e.g. Payroll)
  • Look: select the look created in Looker to represent the payroll extract. When type Payroll is chosen, only looks built using the Payroll Export explore within Looker will be available as an option for you to choose
  • Filename template: here, you can format the name of the downloaded extract file. The following placeholders may be added that will be substituted dynamically: {date}, {export_id}, {format}
  • Date format: select your date format
  • Language: choose the language you wish to display within AlayaCare Cloud
  • Translation: select the display name of export, for the corresponding language.

Enter all of these fields, then click "Save".

Edit Existing Export

You may, at a later time, need to edit your customized accounting exports. Simply head back to the list of custom exports via Accounting Settings > Custom Exports, and click on "Edit" next to the customized export. You can then change the fields and click "Save" once finished.

Learn more

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