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Introduction:
This document provides instructions for using Open Item Reconciliation. Instead of a statement each month the reconciliation reports may be set up to print the doctors name and account number of all the invoices either not paid or partially paid. If there is more than one VSP account number, you must complete the process one account at a time.
Procedure:
From the Optifacts main menu:
Type 1 – Accounts Receivable and press enter.
Type 3 - Other Routines and press enter.
Type 10 – Open Item Reconciliation and press enter.
Menu Option 1 - File Format Editor
- First, set up the field locations from the file on your disk. There is a generic field location file that Optifacts can load for you, however it will need to be edited by you to match the fields on your disk.
- The bottom half of the screen allows you to define the fields from the disk that you want to appear on your reconciliation reports. If you do not fill in this information, that particular field will not appear on the reports.
Menu Option #2 – Load Information from Disk
***MAKE SURE THAT THE RECONCILIATION DISK IS IN THE DRIVE ***
- Enter Drive (A or B).....[A]
Menu Option #3 – Run Reconciliation
The file name is displayed.
Once the file name is selected, the following screen displays:
- Enter the applicable account number. (This will be the VSP account number on your system.)
While the reconciliation is running information will scroll on the screen showing the record number, the invoice number and the invoice amount.
- After the reconciliation has completed, run the Open Item Reconciliation Report.
An example of the reconciliation report is shown in the following diagram. It includes all the invoices that were paid and those that were not paid or were only partially paid. The invoices marked with asterisks are those invoices that did not get paid in full and need to be checked.
Right after the above report prints, another report prints that has just the invoices that were not paid in full and it includes the fields requested in the first option (File Format Editor).
A statement for the VSP account will show the transactions that were not paid at all. As you can see, the Doctor’s name and patient name may be included in this report.
