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Line item accounting

Line Item Accounting

Eaglesoft 16

Line item accounting1
Line Item Accounting

: enables the user to apply a payment directly to a specific line item. This method is an excellent way to group services and payments that are related together, thus making the user’s Account Ledger easier to manage! As a result, the user can see, at a glance, where the account and patient balance is coming from, line by line, and also to see which services have been paid in full.

Unassigned unpaid

  • Unassigned credits: credits that are not assigned to any specific service within the Account.

  • Unpaid debits: debits that have not been paid in full.

  • Icons will appear along the left margin of the Account to show the user unassigned credits and unpaid debits

    • Icon is present even if the transaction is partially assigned, credits or debits, even if just .01 is left to apply.

Accounting preferences
Accounting Preferences

  • Preferred Provider on Walkout options are now displayed as:

    • Provider for Collections

    • Provider on Claims

  • Offsetting Debits and Credits are now displayed as:

    • Display warning to apply Unassigned Credits

    • At EOD, apply Unassigned Credits to Unpaid Debits

  • Provider and Patient Distribution options are now removed and performed at time of walkout and payments with line-item accounting

Provider for collections
Provider for Collections

  • Found at bottom of Walkout

  • Defaults the same – Preferred Provider

  • New choice for (Default) – Overrides the preference and looks at the CGT set in Edit Provider per Service.

Provider for claim
Provider for Claim

  • Found on Insurance Questions window.

  • Independent of Provider for Collections preference.

  • Defaults to whomever was chosen as Provider for Collections when applicable.

Offsetting debits and credits
Offsetting Debits and Credits

  • Assign unassigned credits to unpaid debits.

  • No adjustments will show in the Account as opposed to previous versions.

  • Because Line Item Accounting is so accurate, the only way you have Unassigned/Unpaid or Offsetting transactions is when they are for different providers.

    • Choosing to apply these WILL change Provider AR!

Note: Security Zone option “Edit Credit Distribution” has to be marked !

Line item accounting


  • Age Accounts is no longer available under Activities or when processing EOD.

  • This process is done for you with True Date aging automatically. (FAQ 12858)

    • Transaction entry and EOD processing is what auto-ages accounts. When a transaction is entered on an account, that account is aged. When EOD is processed, all accounts with balances are aged.

  • So if you had an account with a balance in current and processed no EOD's and entered no transactions on that account for 90 days, that account's aging would not change until you:

  • 1.) enter a transaction on that account, or

  • 2.) process EOD,

  • that account's balance will age to 90 days.

Line item accounting

Security Zone Additions

  • Change Fee in Treatment Plan

    • Changing service fee when planned

    • Security Zone: Treatment Planning

    • Defaults to Allow for all users

  • Edit Credit Distribution - handles all types of Credit Redistribution

    • Removing a service or a payment from the distribution

    • Applying or Un-applying Unassigned Credits in Walkout

    • The prompt to apply unassigned credits when opening account

    • Using icon options within Account, including right click & double click options on unassigned icon

    • Security Zone: Financials, Accounting, & Patient Records

    • Defaults to Blocked for all users

Distribution before
Distribution: Before

  • In prior versions, payments were distributed, as a default, to the oldest balance without knowing exactly which individual service was involved.

Distribution after
Distribution: After

  • In version 16.0, the user has more control with how to distribute payments and credit adjustments with accuracy.

    • Overpayment amounts will be unassigned credits.

    • Distribute will not be open by default, but will keep a running preference per workstation.

    • Provider CGT: Provider Collections Go To

Default distribution
Default Distribution

  • Oldest Non-Insurance Balance First

  • Loops thru until entire amount is distributed.

    • Payment amount is distributed to all items with the oldest non-insurance balance first, paying up to the due now amount on each until all due now has been satisfied.

    • Any left over amount will loop through again to apply any remaining payment up to the balance of each item until the full payment amount is applied.

  • Insurance Payment overrides all other distribution.

    • If an insurance payment is distributed to an item that had money already applied, the amount that was previously applied will become Unassigned and user will have to re-apply that amount to other transactions from the account ledger.

Distribution options
Distribution Options

  • The auto Distribute options for Equally to all Providers and Percent of Balance are no longer available when applying the provider distribution.

  • Buttons to Toggle between Oldest Balance First and Oldest Non-Insurance Balance First.

  • Can view distribution by Line Items, Patient, or Provider.

    • Defaults to Patient and Distribution hidden

    • Keeps running preference per workstation

Walkout distribution
Walkout Distribution

With checkbox marked, a payment or a credit adjustment during a walkout will be automatically distributed to items on the walkout first before being applied to additional unpaid debits in the account. Uncheck this box to have these payments or credits applied to the oldest balance.

Applying unassigned credits
Applying Unassigned Credits

  • Double-click the icon for unassigned credits to bring up the “Apply Unassigned Credit” window and distribute these to unpaid debits.

Applying unassigned credits to unpaid debits will change Provider A/R!

Removing distribution
Removing Distribution

  • If a payment has been applied to the wrong service, the user may:

  • right-click on the service or the payment

  • choose view distribution

  • right-click again on payments listed or services listed to remove the payment from the service.

  • The user may then apply the unassigned credit to the correct service.

Unassigned credits in walkout
Unassigned Credits in Walkout

  • If unassigned credits are present in an Account they will be applied to a walkout by Default.

  • The user will see an Informational Icon in the walkout screen.

  • The user can then single left-click on the Icon to choose which payments NOT to apply to this walkout.

The checkbox found on the credit distribution window during a walkout will affect the unassigned credits. If the checkbox is unmarked, the unassigned credits will not be applied to the walkout as a default and the user can single-click on the icon to choose which payments to apply to this walkout.

Line item accounting

Positive/Negative Transactions

  • Transactions that have both a Positive and Negative distribution amount.

  • Upgraded this way from 15 however Line Item cannot handle these details.

  • Icon in Account indicating transaction

  • Warning message when user tries to clear distribution

  • Inactivate Provider Wizard cannot transfer these

  • Directs user to AR by Provider detailed report to view affected accounts

  • Then in each account look for icon

  • Delete Positive/Negative and re-enter as adjustments

  • FAQ 13959

Line item accounting

Filter for Unpaid Transactions

  • Right-Click along the left margin and choose the filter option for unpaid transactions.

  • Right-click again to unmark checkbox next to prompt

OR Choose “Filter Ledger” (right click or Filter Ledger button) and mark “Show Unpaid Transactions Only” checkbox, apply filter

Line item accounting

Insurance Payment: Before

In prior versions, multiple “clicks” were needed to finalize an insurance payment…

Insurance payment after
Insurance Payment: After

In version 16.0, the user has fewer “clicks” to perform the same Insurance payment.

Oldest claim is listed 1st, grouped by Primary and secondary and highlighted as a default.

  • Overpayments are allowed!!

    • Any amount applied over the submitted amount will be unassigned.

    • Select the “Assign To” drop down menu to assign the overpayment amount to a specific provider.

Line item accounting


  • Line Item distribution is also available when applying Credit Adjustments

  • The Adjustment Screen adjusts depending on which adjustment type is chosen

Debit adjustments
Debit Adjustments

Security item – ‘Edit Credit Distribution’ will impact Debit Adjustments.

Message Icon will indicate it will apply debit adjustment to unassigned credits on account.

Double click the Message Icon to specify otherwise.

Line item accounting

Report Additions

  • Additional Accounting Reports have been added under the Financial Tab within Reports.

  • These reports are all available when processing End of Day.

Credit Distribution Audit Trail Report

Unassigned Credits Report

Unpaid Debits Report

Credit distribution audit trail
Credit Distribution Audit Trail

  • Credit Distribution Audit Trail: Use this report to generate a report of an audit trail of credits and their distribution.

  • This report has filters for Site (when applicable), Patient (Account), User, Provider and Date Range.

  • If no patient is chosen within the filter, the report defaults to all patients for the criteria chosen.

The grayed out data represents an inactive status on that particular distribution

Unassigned credits report
Unassigned Credits Report

Unassigned Credits: Use this report to generate a list of credits that have not been assigned to a service (debit).

This report has filters for Site (when applicable) and Provider.

Unpaid debits report
Unpaid Debits Report

Unpaid Debits: Use this report to generate a list of unpaid services.

This report has filters for Site (when applicable) and Date Range and is for Unpaid Debits – not just Services.

Line item accounting

Inactivate Provider Wizard

  • This will still leave adjustments in the account, and reassigns distribution from one provider to the other

  • A note in the System Activity Log will reflect Provider Inactivated and Provider that A/R was Transferred to

  • User may choose Yes or No to transfer A/R and still inactivate Provider

Database validations
Database Validations

  • Recalculate Patient, Provider, & Practice A/R

  • Can run on entire database or affected accounts using Check Pat. Balances

  • CTH first!

Fix unassigned credits utility
Fix Unassigned Credits Utility

  • A utility is now found under Mass Updates for fixing unassigned credits

  • This utility will assign any unassigned credits to unpaid debits based on the “oldest balance first” distribution method.

  • This utility can and will change Provider A/R balances!

  • Security access for Edit Credit Distribution is needed.