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IDEXX Cornerstone. Administrator’s Manual (8.3 NEXT version 8.3.6) - page 13

Chapter 20: End of Day Processing

• Always run the daily Itemized Audit Trail Report. Among other uses, you can reenter

information from this report if the system fails and you do not have a timely backup.

• Use the Daily Deposit Report to balance your drawer. Other common reports printed daily

include: the Deposit Report - Checks, the Daily Payment Register, and the Daily Summary

Report. You may wish to spot-check the Standard Fee Exception Report. Analyze the reports

to verify that they match your drawer and daily totals.

When to Print End of Day Reports

EOD reports can be printed at any time. However, for totals that reflect the EOD amounts, they should

be printed after you have processed End of Day.

Note: Some daily reports are not available until after EOD processing is complete.

Performing monthly activities creates a second EOD closing. These totals include added finance

charges, billing charges and open invoices that were closed as part of End of Month (EOM) processing.

For the last EOD of the month, print the EOD reports again after processing End of Month so the reports

will include the information for the second EOD closing.

Before You Begin

• Set your End of Period defaults to select the reports you want Cornerstone to automatically

select for you in the Daily Reports dialog box (see “End of Period Defaults” on page 102).

• Assign the printer to print the reports (File > Printer Assignment > End of Day, and then

select the reports you want to print on each printer).

• Finish your End of Day processing.

To print all selected EOD reports at once:

1. On the Reports menu, select End of Period > End of Day. The Daily Reports dialog box appears.

Daily Reports dialog box

2. Under Daily Periods, select the period you want the reports to reflect. For most reports, you can print

information for more than one continuous period. To do this, click the earliest period and then press

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Chapter 20: End of Day Processing

and hold the SHIFT key, click the down arrow until you see the last period and then click the last

period. All of the periods in between are highlighted.

Note: When you select a beginning date range, your End of Period reports include all data in the

date range from one minute prior to the beginning date selected through the ending date selected.

3. In the Report list, reports you have selected in End of Period defaults are highlighted. If needed, do

the following to select additional reports:

• To select a consecutive group of reports, click the first report, hold down the SHIFT key, and

then click the last report.

• To select nonconsecutive reports, hold down CTRL, and then click each report you want to

select.

4. Click Print. The reports print on the printer assigned to each report (or the default printer if no printer

has been assigned).

To preview, print and/or save a specific EOD report:

1. On the Reports menu, select Find a Report. The Report Search window appears.

2. In the Reports list, click the plus sign to the left of End of Day, and then select the desired report.

3. With the desired report highlighted in the End of Day report group, click Create report. The Daily

Reports dialog box appears.

4. Under Daily periods, select the period you want the report to reflect. For most reports, you can print

information for more than one continuous period. To do this, click the earliest period and then press

and hold the SHIFT key while you click the last period. All of the periods in between are highlighted.

Note: When you select a beginning date range, your End of Period reports include all data in the

date range from one minute prior to the beginning date selected through the ending date selected.

5. Click Preview. The Reports Preview window appears.

Reports Preview window

6. On the Reports Preview window, click Print to print the report, click Save to save the report data to a

file, or click Cancel to close the window.

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End of Day Reports

Charged on Account Report

Use the Charged on Account Report to view clients who charged amounts on their accounts. The

account balance on the report is the current balance at the time the report was printed.

Net Total = Invoice total - manual discounts

Net Charged = Net total - amount paid

Current Activity Report

The Current Activity Report shows the totals of sales and revenue collected since the last EOD

processing. This report includes the number of new clients, number of patient visits, number of invoices,

gross sales, net sales, taxes, net service and inventory revenue, total payments, refunds, total deposits

and other adjustments to income.

Note: The Current Activity Report can be run only for the Current daily period.

Daily Audit Trail Report

The Daily Audit Trail Report shows every invoicing and payment transaction within the selected daily

period. We recommend that you print the Daily Audit Trail Report every time you process End of Day.

In the report’s Transaction Type column, you will find a listing of each invoice (and whether the invoice is

open or closed), each payment received (and the type of payment), each adjustment to a client’s

account, and each instance of change given or cash refund.

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Daily Deposit Report

The Daily Deposit Report provides separate totals of each payment type received and totals these

payments. This report displays the amount of cash you should have accepted and the amount of each

payment type received.

Use this report in combination with the Deposit Report - Checks to help balance your cash drawer. We

recommend that you print the Daily Deposit Report every time you process End of Day. Preview this

report before processing End of Day so that you can correct any errors before closing.

Note: This report is also available as an End of Month report.

Daily Discount Report - By Discount

The Daily Discount Report - By Discount includes all predefined discounts given during the daily period.

When this report is run, the Daily Manual Discount Report - By Client is also automatically run (includes

all manual discounts given during the daily period).

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Daily Discount Report - By Staff

This report includes all predefined discounts given by staff during the daily period. When you run this

report, the Daily Manual Discount Report - By Staff is also automatically run (includes all manual

discounts given by staff during the daily period).

Daily Inv. and PVL Entries Report and Daily Inv. And PVL Totals Report

These reports enable your practice to track all changes, additions and deletions of billed lines on

invoices or the Patient Visit List, including all lines on open or closed invoices and the user ID of the

person who is logged in.

To select what you want to track on the reports, see “Daily Entries Report Defaults” on page 98.

Note: For practices using the Mobile Computing module, changes and deletions performed on a mobile

computer will not display on these reports. When synchronization is run, the entries will display as

additions to the reports.

Daily Invoicing Entries

The Daily Invoicing Entries Report enables your practice to track all changes, additions and deletions of

billed lines on invoices. To select what you want to track on the reports, see “Daily Entries Report

Defaults” on page 98.

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Daily Manual Discount Report - By Client or By Staff

The Daily Manual Discount Report includes all manual discounts given during the daily period.

Daily Patient Visit List Entries Report

The Daily Patient Visit List Entries Report enables your practice to track all changes, additions and

deletions of billed lines on the Patient Visit List. To select what you want to track on the reports, see

“Daily Entries Report Defaults” on page 98.

Daily Payment Register - By Cashier ID by Client ID or By Cashier by Payment Type

The Daily Payment Register provides a list of the payments received in the daily period.

Daily Payment Register - By Client Last Name

The Daily Payment Register - By Client Last Name Report lists each client who made a payment during

the day. For each client who made a payment during this period, the report shows the payment type,

payment amount and the client’s balance due. If your practice uses cashier codes, the cashier code will

also display.

Use this report to review your daily business and see a recap of client visits, payments and balances

due.

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Daily Payment Register-Credit/Debit Payment Transactions

The Daily Payment Register-Credit/Debit Payment Transactions report allows you to review your daily

credit/debit card transactions (payments, voids and refunds). The report groups transactions according

to payment card type and sorts them in ascending date/time order.

Note: This report lists only those transactions performed using the Credit Card Payment and/or Debit

Card Payment payment types, as these are the only payment types that allow card processing initiated

from Cornerstone.

Daily Payment Register - By Payment Type

The Daily Payment Register - By Payment Type report lists each client who made a payment during the

daily period, categorized and subtotaled by Payment Type. Like the Daily Payment Register - By Client

Last Name report, you can use the Daily Payment Report - By Payment Type report to review your daily

business and see a recap of client visits, payments and balances due, with each payment categorized

under a Payment Type heading.

This report is a useful tool when you are filling out your bank deposit slip.

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Daily Payment Register - By Practice

The Daily Payment Register - By Practice report is available for those practices with the Multi-

Location/Single Database option enabled. This report is split out by practice based on the logged in

practice when the payment was made. It lists each client who made a payment during the daily period,

sorted by Practice by Payment Type.

Daily Revenue Report

The Daily Revenue Report summarizes credits and debits in balance sheet form. This report should

always balance.

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Daily Staff Commission Detail Report - Gross or Net

The Daily Staff Commission Detail Report shows the commission for staff members by invoice item by

item classification.

Daily Staff Commission Summary Report - Gross or Net

The Daily Staff Commission Summary Report shows the commission for staff members summarized

according to invoice item classification. These totals are not paid totals; they are the totals for today’s

sales.

Daily Staff Commission Totals Report - Gross or Net

The Daily Staff Commission Totals Report shows the total amount of sales and total amount of

commission credited to each provider.

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Daily Summary Report

Use the Daily Summary Report to track the health of your practice by looking at a summary that includes

daily, month-to-date, and year-to-date statistics. We recommend that you print the Daily Summary

Report after every End of Day processing.

Daily Summary Report - By Practice

The Daily Summary Report - By Practice is available for those practices with the Multi-Location/Single

Database option enabled. This report lets you track financial health by breaking out the daily, month-to-

date, and year-to-date statistics for each practice.

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Daily Summary Tax Report

Use the Daily Summary Tax Report to list sales tax by tax type. This is useful to see how much tax is

owed on a daily basis.

Daily Voided Invoices Report - By Client ID, Date or Staff

The Daily Voided Invoices Report provides a list of invoices voided during a specified period. The report

can be printed by client ID, by date or by staff.

Deposit Report - Checks - By Check No./Answer, By Client ID or By Client Last Name

The Deposit Report - Checks lists all of the checks entered as payments. You can use this report as part

of the deposit record at your practice’s bank.

For each check payment you received, the Deposit Report - Checks lists each check, check number

and check amount. Depending on which deposit report you selected, the report is sorted by check

number (or prompt answer), client ID or client last name.

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GL Batch Report

Used only if your practice utilizes the General Ledger (GL) Interface, the GL Batch Report provides a

summary of the data extracted to the file.

Invoice Register - Closed Invoices or Invoice Register - Open Invoices

The Invoice Register Report lists basic information for each invoice closed (or still open) during the

selected daily period(s). The report is sorted by invoice number.

Itemized Audit Trail

The Itemized Audit Trail Report details each transaction entered during the daily period. Transactions are

displayed in the order they were entered. This report is useful if you have to reenter any data.

Other types of transactions which appear on this report include: cash refunds, manual discounts,

adjustments, write offs and reinstatements, returned checks and returned check service charges.

Itemized Audit Trail for Revenue Center

The Itemized Audit Trail by Revenue Center Report allows you to print a trail of all invoices for a specified

revenue center. Only one revenue center may be selected each time you print the report. For example,

you can print a report of all invoices with at least one item attributed to the selected revenue center. You

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can also choose to print this report by revenue center for an individual cashier ID or for a range of

cashier IDs.

New Client Report - By Client ID or By Client Last Name

The New Client Report shows all of the new clients entered into Cornerstone during the selected daily

period(s). This report can be sorted by client ID or last name.

You can save data from this report (using the Save As feature) to create mailing labels to send client

satisfaction surveys or other marketing materials.

Note: This report is also available as an End of Month report and End of Year report.

New Client Report - By Practice, Client ID or By Practice, Client Last Name

For those practices with the Multi-Location/Single Database option enabled, the New Client Report - By

Practice shows all of the new clients entered into Cornerstone by practice during the selected daily

period(s) based on the client home practice. This report can be sorted by client ID or last name.

You can save data from this report (using the Save As feature) to create mailing labels to send client

satisfaction surveys or other marketing materials.

Note: This report is also available as an End of Month report and End of Year report.

Patient Documents Finalized by EOD

The Patient Documents Finalized by EOD Report lists all medical notes, correspondence and Classic

medical notes that were automatically finalized during End of Day processing. If items were moved to the

Patient Visit List, asterisks (**) are included on the report line.

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Patient Visit List By Date or Patient Visit List By Type

The Patient Visit List Report shows all of the items that currently exist in the Patient Visit List for all

patients.

Note: The Patient Visit List Report can be run only for the Current daily period.

Returned Check Report - By Client ID or By Client Last Name

The Returned Check Report shows the returned checks recorded in Cornerstone during the daily period.

Note: This report is also available as an End of Month report.

Sales Tax Summary - By Revenue Center (Daily)

The Sales Tax Summary by Revenue Center Report shows how much sales tax was collected during the

day by revenue centers. The tax description, current tax rate, taxable sales and total tax amounts are

shown for each revenue center at your practice.

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Serv. and Inv. Sales - Closed Invoices - By Class Desc., By Class ID, By Staff ID, or By

Staff Name

The Service and Inventory Sales Report shows daily period gross sales categorized by classifications of

products and services.

Serv. And Inv. Sales by Revenue Center - By Class Desc., By Class ID, By Staff ID or By

Staff Last Name

The Service and Inventory Sales by Revenue Center Report shows daily gross sales broken down by

revenue center.

Standard Fee Exception Report - By Item Description or By Item ID

The Standard Fee Exception Report lists the clients and patients invoiced for an item at a price other

than the standard price and shows the staff member who gave the deviated price. This report calls

attention to how much money is lost each day by changing prices.

Standard Fee Exception Summary

The Standard Fee Exception Summary Report shows how much each staff member has invoiced at a

price variance within the selected daily period(s).

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Statistics By Species - Closed Invoices

The Statistics By Species Report shows the number of invoices and the total gross sales taken in for the

day to show the financial return from different species.

Note: This report is also available as an End of Month report and End of Year report.

Statistics By Staff - Closed Invoices

The Statistics By Staff Report shows each staff member’s productivity by providing the number of

invoices and the total gross sales taken in for the day.

Note: This report is also available as an End of Month report and End of Year report.

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To process End of Month:

IMPORTANT: Processing End of Month (EOM) ages the accounts receivable and applies finance

charges and/or billing charges. Even if you cancel out of processing End of Month, the finance and

billing charges will still be applied. If you make a backup prior to performing this function, you can

restore the information, should the need arise.

1. On the Activities menu, select End of Period > End of Month.

2. An End of Period warning message appears. Read the message and click OK. (To prevent this

message from appearing in the future, clear the Show Message check box.)

The Monthly Period Closing dialog box appears.

Monthly Period Closing dialog box

3.

Verify that the Monthly finance charge, Minimum finance change, Billing charge and Billing

threshold are all set to the appropriate amounts. (These amounts may have already been defined in

the End of Period defaults Monthly Closing settings. See “End of Period Defaults” on page 102 for

more information on these settings.)

Note: Cornerstone adds a finance charge only to clients who are set up to receive a finance charge

with a balance over 30 days.

4.

Select the Apply billing charge check box if you want a billing charge to be applied to all accounts

that will receive a bill at EOM closing.

Tip: If you would like a billing charge to be applied only to accounts 30 days and over, we suggest

you put the charge amount in the Minimum finance charge field instead.

5.

In the Notes text box, enter any details for this EOM closing and include your name or initials. (You

can view the notes later by clicking Details in the Monthly Reports dialog box.)

6.

In the Open invoices area, verify that any open invoices you want to close are marked as Yes. If you

do not want an invoice closed, click on Yes to change it to No.

Note: Open invoices are not included on monthly statements.

7.

Click OK.

8.

In the confirmation window, click Yes to process End of Month.

9.

When processing is complete, click OK in the notification window.

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Monthly Reports dialog box

2. Under Monthly periods, select the period you want the reports to reflect. For most reports, you can

print information for more than one continuous period; click the earliest period and then press and

hold the SHIFT key, click the down arrow until you see the last period and then click the last period.

All of the periods in between are highlighted.

Note: When you select a beginning date range, your End of Period reports include all data in the

date range from one minute prior to the beginning date selected through the ending date selected.

3. In the Report list, reports you have selected in End of Period defaults are highlighted. If needed, do

the following to select additional reports:

• To select a consecutive group of reports, click the first report, hold down the SHIFT key, and

then click the last report.

• To select nonconsecutive reports, hold down CTRL, and then click each report you want to

select.

4. Click Print. The reports print on the printer assigned for each report (or the default printer if no

printer has been assigned).

To preview, print and/or save a specific EOM report:

1. On the Reports menu, select Find a Report. The Report Search window appears.

2. In the Reports list, click the plus sign to the left of End of Month, and then select the desired report.

3. With the desired report highlighted in the End of Month report group, click Create report. The

Monthly Reports dialog box appears.

4. Under Monthly periods, select the period you want the report to reflect. For most reports, you can

print information for more than one continuous period; click the earliest period and then press and

hold the SHIFT key while you click the last period. All of the periods in between are highlighted.

Note: When you select a beginning date range, your End of Period reports include all data in the

date range from one minute prior to the beginning date selected through the ending date selected.

5. In the Report list, select the report to preview. (You can only preview one report at a time.)

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Note: You may have to deselect any reports that Cornerstone has automatically selected (based on

End of Period defaults).

6. Click Preview. The Reports Preview window appears.

Reports Preview window

7. Click Print to print the report, click Save to save the report data to a file or click Cancel to return to

the Monthly Reports dialog box.

End of Month Reports

Accounts Receivable Report - By Client ID or By Client Name

The Accounts Receivable Report displays all clients who owe your practice money and how much is

owed. You can choose what type of accounts receivable balance you want to include the following:

• All clients with an accounts receivable balance

• Clients with account receivable balances that are 30 days or more overdue

• Clients with account receivable balances that are 60 days or more overdue

• Clients with account receivable balances that are 90 days or more overdue

• Only clients who have a credit balance

The date reflects the monthly period closing covered by the report. Do not run this report for

multiple monthly period closings.

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Chapter 21: End of Month Processing

Accounts Receivable Report - By Practice, Client ID or By Practice, Client Name

For those practices with the Multi-Location/Single Database option enabled, the Accounts Receivable

Report-By Practice shows all clients who owe money and how much is owed, broken down by practice

based on the client home practice.

Accounts Receivable Status Report - Closed Invoices

The Accounts Receivable Status Report gives you a quick summary of account activity during the

selected monthly period(s).

Note: This report is not available for the Current monthly period.

Aged Accounts Receivable Report by Staff

The Aged Accounts Receivable Report by Staff should be used only by practices that pay providers

based on collected accounts receivable. It tracks the uncollected portion of each provider’s production

(what’s owed a provider) and may be used to help calculate providers’ commissions.

This report is updated by invoicing. It will not balance with other EOM reports if any invoicing has been

done between EOM processing and the printing of this report. The Balance Due amounts in the Totals

section will not balance if there are open invoices with payments.

You must set up your system to run this report. See “Invoice Defaults” on page 112 for more information

on setting your system to run this report.

Note: The Aged Accounts Receivable Report by Staff can be run only for the Current monthly period.

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Cost of Goods Sold Report

The Cost of Goods Sold report shows cost and profit based on sales for items that are set up to track

Quantity on Hand. It includes only those inventory items that are sold in the selected time frame (you can

select multiple periods and/or the current period). The report provides subtotals by class and revenue

center, with grand totals of net sales (after discounts and before taxes), cost and profit. (Included

subtotals and grand totals will vary depending on how the report is sorted.)

You can select from four different variations of the report, depending on your sorting preference:

• Sorted by Revenue Center, Class ID, Item ID

• Sorted by Revenue Center, Inv. Location, Class ID, Item ID

• Sorted by Class ID, Item ID

• Sorted by Inv. Location, Class ID, Item ID

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Chapter 21: End of Month Processing

Finance Charge Report - By Client ID or By Client Last Name

The Finance Charge Report shows you the finance charges added to each client’s account during the

selected monthly period(s).

GL Batch Report

Used only if your practice utilizes the General Ledger (GL) Interface, the GL Batch Report provides a

summary of the data extracted to the file.

Inventory Sales Report - Closed Invoices - By Class By Desc. or By Class By ID

The Inventory Sales Report displays both the percent and dollar amounts of revenue for each inventory

subclass. Use this report for a quick summary of the items with the highest sales in the selected monthly

period(s). You can track seasonal and promotional items easily.

Because the Inventory Sales Report can be a very large report, Cornerstone displays the End of Period

Filters dialog box so you can enter a range of information to print. For more information on filtering

information in reports, see “Chapter 5: Reports” in the Cornerstone User’s Manual.

Note: This report is also available as an End of Year report.

The last page of the report displays the grand total for the quantity and sales revenue.

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Inventory Sales Report by Revenue Center - By Class by Desc or By Class by ID

The Inventory Sales Report by Revenue Center shows the sales of inventory divided into revenue

centers.

Monthly Adjustment Summary - By Client ID or By Client Last Name

The Monthly Adjustment Summary report displays all adjustments made in the selected periods, with the

comment and staff ID of the person making the adjustment.

Monthly Clients With Open Invoices - By Client ID or By Invoice No.

You can use the Monthly Clients With Open Invoices report to help you decide which invoices to close

before you start the End of Month process.

Note: The Monthly Clients With Open Invoices report can be run only for the Current monthly period.

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Monthly Deposit Report

The Monthly Deposit Report helps you see your client cash flow for the month.

Monthly Discount Report-By Discount

The Monthly Discount Report - By Discount includes all predefined discounts given during the month.

When this report is run, the Monthly Manual Discount Report - By Client is also automatically run. It

includes all the manual discounts given during the month.

Monthly Discount Report - By Staff

The Monthly Discount Report - By Staff displays all uses of predefined discounts given by staff during

the month. When you run this report, the Monthly Manual Discount Report - By Staff is also automatically

run. It includes all manual discounts given by staff during the month.

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Monthly Invoices and Statements

For information on the Monthly Invoices and Statements report option, see “Printing Monthly Invoices

and Statements” on page 400 for more information.

Sample Normal Statement

The standard statement for preprinted paper is formatted so that you can fit the

statement in an open window envelope.

Tip: To change the placement of the client address or practice address on monthly statements, see

”Statement Print Options Defaults” on page 132. To change the placement of the client address or

practice address on invoices, see “Invoice Address Defaults” on page 114.

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