The Day-End Closing Procedure in ezyVet
What is a daily closeout, and why do it?
Daily closeout will ensure that what the practice collected, as reported in the practice management software, was received. If you utilize integrated solutions, it is almost always right. However, if you are recording payments in one software and then creating the payment in your practice management software, there might be some things that need to be corrected. The most common error is that the payment was processed but not recorded in the practice management software. This is not good as the customer will show as unpaid. If the late notice is sent, it can potentially damage your relationship with the client. The second most common discrepancy is that the payment was marked as received when, in reality, the payment was not received. The phone rang, another customer walked in, the customer was going to pay, and realized they forgot their wallet, etc. The practice was not paid, but it was aciddently marked as such. Not good either! Another common issue is the wrong tender was marked. The client paid with an All Pet Card, but cash was selected. Typos are also common. The customer was supposed to pay $285.56 but was charged $258.56. Catching those discrepancies at the end of the day can be simple with a good process in place. It is much harder to call the client a month later to request payment because the card was declined, typed wrong, etc. Here are a few steps to consider:
from practice management software, pull a report that shows payments received by payment type for the current day
verify the cash matches the cash on hand
verify the credit card matches the total in the merchant processor for the day
verify the total for other payment types like Scrach Pay, CareCredit, All Pet Card, etc. are also matching the payment summary report
If there is a difference, determine, based on appointments, invoices, and discrepancies in other tenders, what is causing the difference.
Here is a cheat sheet for ezyVet software:
1. Payments Summary (Go to Reports) – Print ‘Payment Summary’
– Count your cash. This should match your ‘Payment Summary’ Report.
If it doesn’t match, look at every transaction in detail in the report and try to figure out why there is a difference. Document your findings.
– Count your checks. Do they match the number on the Payment Summary Report?
– Create a deposit slip for the daily intake by combining cash and check.
– Pull Payjunction and make sure your credit card + Payjunction Manual from ‘Payment Summary” matches. Log in to Payjunction – go to Recent – select a correct date – export as pdf and store in designated folder.
– CareCredit – does your CareCredit match what is showing on the CareCredit website?
– ScratchPay – does your Scratch pay match what is showing in Scratch pay?
2. End of the Day Wizard—Ensure no pending invoices exist. Disable the ones created by the system, the ones the client canceled that day, duplicates, etc. There should only be pending invoices if a patient is still present and services were not performed.
If you are using different software, please feel free to reach out for our recommendation.