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KB-053Clinical softwareHow-to
Draft. This article is awaiting technical review and may change — if anything here conflicts with advice from our team, follow the team.

Month-end and end of day: aged debtors, statement runs and bank reconciliation

Close the day and close the month with the ledger: who owes what, a statement run that prints itself, and a bank statement matched line by line without guessing.

Before you start

The ledger sits under Billing. This is practice-manager work.

End of day

End of day reconciles the day's takings by payment method against what was banked. Cash is counted here; it is never matched in bank reconciliation, because it is banked as a lump.

Aged debtors

Aged debtors shows who owes the practice, bucketed by how long the money has been outstanding. Bulk-billed and DVA balances are Medicare's to settle and never appear as patient debt. Statements prints one patient's account.

Brought forward is what patients owed the practice you converted from, where those balances were imported (KB-070 — Import patients, documents, appointments and balances from your previous system, and read the reconciliation report). It sits beside the aged buckets, never inside them, because an old practice's balance has no issue date here to age from. Settling one records that the practice has stopped chasing it, not that the patient paid; it asks who and why. When the patient does pay, raise an ordinary invoice here, with its own receipt and GST treatment.

Run the month-end statements

  1. On Aged debtors, pick a cutoff — every debtor, or only accounts with an invoice 30, 60 or 90 days old.
  2. Choose Record statement run. Every qualifying patient is recorded with their balance as it stood, and one print opens with a statement per patient, one per sheet, ready for the post.
  3. The debtors list then shows when each patient was last statemented — "Never" is a fact, not a blank.
Aged debtors: choose the statement cutoff, then Record statement run; the columns age each balance and show when the account was last statemented.
Aged debtors: choose the statement cutoff, then Record statement run; the columns age each balance and show when the account was last statemented.

A run with nobody in it is refused rather than recorded. The run history lets you reprint; a reprint shows the account as it stands today, so an account settled since the run prints "do not post this page" instead of a demand for money already paid.

Reconcile the bank statement

  1. Export the statement from the bank: a CSV (CBA, ANZ, NAB and Westpac exports are all recognised), an OFX or QFX file (often labelled "Quicken", "Money" or "OFX" in internet banking), or a QIF file.
  2. In End of day, choose Import bank statement. You do not say which format it is; the screen says how it read the file.
  3. Read the preview. Overlapping statements are fine: a line an earlier import already holds is skipped, and only the new lines are added. If the statement is for a different account and its lines only look the same (the monthly fee on the same day, say), tick Import them anyway.
  4. Check the proposed matches. Every deposit is matched with the reason in words: the line names a Tyro reference or invoice number; it equals one day's EFTPOS takings (a Tyro settlement); or exactly one direct deposit of that amount arrived within three days. When more than one answer fits, nothing is guessed — the line waits for you.
  5. Import. Nothing is written until you do.
  6. Work the leftovers. Each line can be matched by hand, unmatched, or set aside with a reason (a bank fee, rent, a transfer between the practice's own accounts). Payments the ledger holds that no bank line explains sit beside the lines.

If that didn't work

A bank file the screen cannot read, or a match whose stated reason does not fit, is worth a ticket — attach nothing from the statement; describe the bank, the file type and the date.

Still stuck? Raise a ticket at support.curaeon.com.au or call 1300 XXX XXX. If your clinic can't see patients right now, call and choose option 1. Support is staffed Monday to Friday, 8:00–18:00 Sydney time; outside those hours a call or text to the same number is answered on a best-effort basis.