Account Transactions
Executive Summary
Account Transactions produces an Excel listing of client account transactions (invoices, payments, adjustments, and so on) for a date range. Billing and accounting staff start a report by choosing a billing cycle, a date range, whether the range applies to entry date or document date, and the document types to include. They can narrow it by funder, client, departments, document number, or deposit number. The system builds a workbook with one sheet of transactions for each funder, a totals sheet for each funder, and an overall totals sheet. The workbook downloads when it is ready and is kept so it can be downloaded again from the list of reports. The client search uses AlayaCare.
Key Features
- Start a report for a billing cycle, date range, and one or more document types
- Choose whether the date range applies to the entry date or the document date of each transaction
- Narrow the report by funder, client, departments, document number, or deposit number
- Get one sheet of transactions per funder, with general ledger cost centre and account columns for each transaction
- Get totals by department and document type for each funder, plus consolidated totals across all funders
- Download the workbook automatically when the report finishes, and download earlier reports again later
Typical Workflow
- Click Start A New Report.
- Select a billing cycle, a date range, and at least one document type. Choose Entry Date or Document Date. Optionally narrow the report by funder, client, departments, document number, or deposit number.
- Click Ok. The Excel file downloads when processing finishes and the report appears at the top of the list.
- To get an earlier report again, click the download icon in Manage Records.
Report Output
An Excel workbook named AccountTransactions_{date and time}.xlsx is created for every report. It is generated when you click Ok on Start A New Report, downloads automatically, and shows "Exported Successfully". The workbook is stored with the report, so the download icon in Manage Records downloads the same file later.
The workbook contains these sheets:
| Sheet | Contents |
|---|---|
| Criteria | The selections used to run the report. |
| {Funder code} | The matching transactions for one funder. A funder with no matching transactions has no sheets. |
| {Funder code} Totals | Transaction counts and values for that funder, by department and document type, followed by consolidated totals by document type. |
| Totals | The same totals across all funders in the report. |
Report Contents
| Content | How it is determined |
|---|---|
| Report name | "Daily Transaction Listing by Entry Date" or "Daily Transaction Listing by Document Date", depending on the date type chosen. |
| Criteria | Billing cycle, date range, funder (or "All Applicable Funders"), and the client, departments, document types, document number, and deposit number when they were selected. |
| Client and billing contact | Client UID and name, billing contact ID and name, and the client account ID. |
| Dates | Entry date and document date of the transaction, in your time zone. |
| Document | Document type, transaction number, department, notes, supplemental notes, document reference number, and document status. |
| Debit and Credit | The transaction amount, shown in the Debit column or the Credit column according to the document type. |
| Funder and service | Funder ID, service code ID, and service code name. |
| Reconciliation and deposit | Reconcile ID and date, and the deposit number the transaction was deposited under. |
| Source | Billing job ID, how the transaction was added, who added it, and whether it is marked. |
| Premium and invoice | Whether it is a premium and its premium ID, and the AlayaCare invoice ID and invoice number when present. |
| Amount | Transaction amount. |
| Cost Centre and Account (DR and CR) | The debit and credit cost centre and account set up for the document type, funder, and department. Blank when none is set up. |
| Billing contact address | Address, city, state, and zip of the billing contact on the client account. |
| Totals | Number and value of transactions for each department and document type, and consolidated by document type. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
Main Grid
Lists every report that has been started, newest first (14 rows per page).
| Column | Description |
|---|---|
| Added | Date and time the report was started, in your time zone. |
| Added By | User who started the report. |
| Cycle | Billing cycle selected for the report. |
| From | First day of the date range. |
| To | Last day of the date range. |
| Start | When processing began. |
| End | When processing finished. Blank if the report did not finish. |
| Duration | How long the report took ("< 1 minute", "1 minute", or "n minutes"). |
| Manage Records | Download icon that downloads the report's Excel file. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the dialog to start a new report. |
| Download icon in Manage Records | Downloads the report's Excel file. If the report has no file, "No File Available" is shown. |
Dialog Components
Start A New Report
Opens from Start A New Report. Click Ok to check the selections and begin processing. Ok is disabled while the checks run.
| Field | Purpose |
|---|---|
| Select A Billing Cycle | Billing cycle for the report. Required: "Please select a billing cycle" is shown otherwise. Choosing it fills the funder list. |
| Select A Funder | Limits the report to one funder on the selected billing cycle. When blank, all funders on the billing cycle are included. |
| Client | Limits the report to one client. Type to search; suggestions come from AlayaCare. |
| Departments | Limits the report to the selected departments. Includes a Select All option. |
| Document Types | Document types to include, grouped by document group. Required: "Please select at least one Document Type" is shown otherwise. Includes a Select All option. |
| Document Number | Limits the report to transactions with this document reference number. |
| Deposit Number | Limits the report to transactions deposited under this deposit number. |
| Choose a Range | Date range for the report. Required, and the end date cannot be before the start date: "Please select a valid date range" is shown otherwise. |
| Entry Date / Document Date | Chooses which transaction date the range applies to. Entry Date is selected by default. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Billing Cycles | Billing cycles offered when starting a report. |
| Departments | Departments offered for narrowing the report and shown on each transaction. |
| Document Types | Document types offered for the report, and whether each is a debit or a credit. Also covers its document type accounts: debit and credit cost centre and account for each document type, funder, and department, shown on each transaction. |
| Funders | Funders offered in the dialog. A funder's billing cycle decides which funders are included. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Report (Ok)
- Requires a billing cycle, a valid date range, and at least one document type. The dialog closes and a progress panel appears (the report cannot be cancelled).
- Creates the report record with the billing cycle and date range.
- Builds the list of funders: the selected funder, or all funders on the selected billing cycle.
- Writes the Criteria sheet.
- For each funder, loads the transactions dated within the range (from the start of the first day to the end of the last day in your time zone, by entry date or document date as chosen) and keeps those that match the selected client, departments, document types, document number, and deposit number.
- For each transaction, looks up its client account and its cost centre and account set up, and writes a row on the funder's sheet. Then writes the funder's totals sheet.
- Writes the overall Totals sheet from the matching transactions of all funders in the report.
- Saves the workbook with the report, records the end time and duration, downloads the file, and shows "Exported Successfully".