Batch Reconciliation

Batch reconciliation allows you to compare paper-based charge, receipt and adjustment data with the amounts that have been entered into SYSTOC. This function enables clinics that use flow sheets to determine whether the charges indicated on paper when the patient was served match the charges posted to invoices. It also ensures that no checks are missed and that adjustments have been entered correctly.

Clinics that are “paperless” may want to use the auto-reconcile option (controlled by a setting on the Utilities > Program Preferences screen) that automatically reconciles all charges that are entered as orders and posted from any orders screen. Receipts and adjustments will still need to be reconciled, as will any charges added through the Billing > Invoices menu option. (See Charge Detail for more information on manual adjustments to invoices.)

No entry is considered valid until it has been reconciled. SYSTOC will not process an invoice that contains any unreconciled items.

Reconcile when you have finished your work in the Billing section or at the end of the day whether you have finished or not. Each person using this section of the system is responsible for reconciling his or her own work at least once a day. You should never leave for the day with unreconciled transactions in the system.