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KB-108Clinical softwareFAQ
Draft. This article is awaiting technical review and may change — if anything here conflicts with advice from our team, follow the team.

Bank lines that won't match, statement reprints and brought-forward balances: the ledger FAQ

The questions a practice manager asks in the second month on Curaeon, once the month-end routine in KB-053 — Month-end and end of day: aged debtors, statement runs and bank reconciliation is familiar and the odd line, reprint or converted balance needs explaining.

Bank reconciliation

Why did this deposit not match anything? Curaeon matches a bank line only for a reason it can state in words: the line names a Tyro reference or invoice number; the line equals one day's EFTPOS takings (which is what a Tyro settlement is); or exactly one direct deposit of that amount was received within three days. When more than one payment fits, nothing is guessed — the line waits for you. Match it by hand once you know which payments it settles.

What do I do with a bank fee, rent, or a transfer between our own accounts? Set it aside with the reason. It is not a patient payment and will never match one; setting it aside says so and takes it off the list.

Why were some lines skipped on import? Statements may overlap. A line an earlier import already holds is skipped, and the preview lists each one with the file it came in with — so August, then 15 August to 15 September, adds only the new half. If the statement is for a different account and the lines only look the same (the monthly fee on the same day, say), tick Import them anyway.

Where is the cash? Never here. Cash is banked as a lump the practice makes up, so it is counted on the End of day cash row, not matched line by line.

What are the ledger payments listed beside the bank lines? Payments the ledger holds that no bank line explains — money Curaeon says was received that the bank has not shown yet. Often it appears in a later statement. One that never appears is worth a look.

Who imported what, and when? The import history on Bank reconciliation lists every file with who imported it, the dates it covered, the money in, and how many lines were matched, unmatched and set aside. Nothing is written until you choose Import on the preview.

The bank-reconciliation import history: each file with who imported it and when, the dates it covered, the money in, and how many lines were matched, unmatched or set aside — one file noting the two lines already held by an earlier import.
The bank-reconciliation import history: each file with who imported it and when, the dates it covered, the money in, and how many lines were matched, unmatched or set aside — one file noting the two lines already held by an earlier import.

Statement runs

A patient says they paid but got a statement. Statements are recorded with the balance as it stood at the run. If they paid after the run, the statement was right when it was recorded. A reprint shows the account as it stands today: an account settled since the run prints "do not post this page" rather than a demand for money already paid.

"Last statemented: Never" — is that a gap? No. It is a fact about that patient: no statement run has ever included them. A run with nobody in it is refused rather than recorded, so an empty month leaves nothing behind.

Why aren't bulk-billed and DVA balances on Aged debtors? They are Medicare's to settle, not the patient's, so they never appear as patient debt.

Brought forward

What is the Brought forward figure? 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 is reported beside the aged buckets and never inside them: the buckets age money from the date this practice issued the invoice, and a balance struck by another practice has no such date. Ageing it would be inventing one.

A patient has paid an old balance. Why can't I mark it paid? Because they paid this practice, and that is an ordinary invoice raised here with its own receipt and GST treatment. Marking the old practice's balance "paid" would put the money in the wrong entity's books. Raise the invoice and take the payment as usual, then settle the brought-forward balance.

So what does settling mean? That the practice has stopped chasing it — not that the patient paid. Settling asks who and why, and the record is kept.

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.