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Introduction
This document provides instructions for using Open Item Reconciliation. Instead of a statement each month, you can set up the reconciliation reports to print the Doctor’s 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:
- Select Option 1 – Accounts Receivable and press Enter.
- Select Option 3 - Other Routines and press Enter.
- Select Option 10 – Open Item Reconciliation and press Enter.
The Open Item Reconciliation Menu is displayed.
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 needs 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 won’t appear on the reports.
Load Information from Disk
***MAKE SURE THAT THE RECONCILIATION DISK IS IN THE DRIVE ***
- Enter Drive (A or B) [A]
Run Reconciliation
The file name is displayed.
Once the file name is selected, the following screen displays:
- Enter the applicable account number. (This is the VSP account number on your system.)
While the reconciliation is running, information scrolls on the screen showing the record number, the invoice number, and the invoice amount.
Reports
- After the reconciliation is complete, run the Open Item Reconciliation Report.
The following diagram is an example of the reconciliation report. It includes all the invoices paid and those that were not paid or only partially paid. The invoices marked with asterisks are those invoices that did not get paid in full, and you need to check them.
Right after the above report prints, another report prints that have just the invoices not paid in full, and it includes the fields requested in the first option (File Format Editor).
A statement for the VSP account shows the transactions not paid at all. The Doctor’s Name and Patient Name may be included in this report.
To view and download these instructions as a PDF file, click on the following document image.
