Transactions

The money ledger for the selected client. Where the Remittances page shows what a payer said, Transactions shows what it did to the balances.

Who Can See It

User only, where the client is licensed for transactions.

What Is In It

Type	What it records
Charge	What was billed
Payment	Money received
Adjustment	A contractual or manual reduction
Write-Off	An amount given up
Claim Combined	A denial closed because the claim’s work is billed on another claim
Transfer	Balance moving between responsibilities
Payer Transfer	Insurance balance moving from one claim to the next payer’s claim
Refund	Money returned to a payer or the patient from a credit

Every entry also carries two axes of its own: whether it is a credit or a debit, and whether it sits against insurance or patient responsibility. A Transfer moves balance between insurance and patient responsibility. A Payer Transfer moves insurance balance from a primary claim to its secondary, and posts as two legs: each row names the other claim, as “To” or “From” followed by its claim number, and links to it.

An entry on no claim, such as an account charge or a payment held as credit, reads Account in the Claim # column, or Account · Unapplied for unapplied money on the patient’s ledger.

A description says what the entry was, such as “Adjustment” or “Balance to patient responsibility”. The adjustment codes sit in the Codes column, not in the description. Entries posted before this change keep their older descriptions. On a narrow screen, the Remit # folds under the claim number, the codes under the description and the balance type under the balance.

Reading It

Filter	What it keeps
When	Entries posted between the two dates
Type	Charge, Payment, Adjustment, Claim Combined, Transfer or Payer Transfer entries. Write-Off and Refund are not offered
Balance	Insurance or patient entries, or the outstanding ones
Claim	One claim’s entries
Remittance	One remittance’s entries

The search box matches the claim number, the Remit # and the CPT code.

The tiles count Transactions and total Charges, Payments, Adjustments and Outstanding. Selecting Charges or Payments filters the list to that type, Adjustments to Adjustment and Claim Combined entries, and Outstanding turns the outstanding filter on or off. The Adjustments total also counts write-offs, so its rows can sum to less than the tile.

Those three totals follow the claim, the remittance and the date range, so narrowing by date answers balance questions directly. They do not follow the search box, the type, the responsibility or the outstanding filter - under any of those the totals stay the record’s full figures, and say so by reading record total. The rows narrow; the sums do not.

A date filter means whole calendar days on your practice time zone, both ends included, so an entry posted late on the last day of the range is in it.

The Entry Page

One ledger entry in full.

The Transaction card holds the entry itself.

Field	What it shows
Type	Charge, Payment, Adjustment, Transfer, Write-Off, Claim Combined, Payer Transfer or Refund
Direction	Credit or debit
Amount, Signed Amount	The value, and the value with its sign
Date	When it posted
Reference	The record it came from
Counterpart Claim	On a Payer Transfer only: the other claim the balance moved to or from
Description	What it was for

The Balances card holds where the balances stood after it.

Field	What it shows
Claim Running Balance	What the claim owed after this entry. On an entry with no claim it reads Account Running Balance
Patient Running Balance	What the patient owed after this entry
Insurance balance on this claim	What the responsible party owed on this claim after it. The label names the party, and on an entry with no claim it reads, for example, Patient balance on the account

The running balances are the answer to “why is this balance what it is” - they show the state after this entry, not the total today. View Source Record in the header opens whatever produced it, or the patient for an entry with no claim, whose header reads Account in place of the claim. On a Payer Transfer, Open Counterpart Claim opens the other claim.

Actions

The ledger is read-only. Nothing on this screen writes an entry; each row’s menu offers only View Source. Entries arrive from elsewhere:

Source	What it writes
Posting a remittance	Payments, adjustments and transfers. A provider-level recoupment writes a refund described “Recouped by” the payer “from check” and its number
Posting an adjustment or reversal on the remittance	An adjustment, or entries that offset the posting
Bill Secondary or Bill Tertiary on a claim	A Payer Transfer moving the open balance to the next payer’s claim
The remittance resolutions Reverse Charges, Write Off, Bill Patient, Rebill to Another Payer and Refund to Payer	Reversals, write-offs, transfers and refunds
Void Claim on a claim	Reversals of its charges
Add Charge, Post Payment, Apply to Claim and Record Refund on the patient	Account charges, payments, applications of credit and refunds
A patient payment import	Payments, and credit on the account

States

• Empty - a client with no posted activity shows an empty ledger and a zero summary.
• Filtered to nothing says so, rather than reading as an empty ledger.
• Totals unavailable - when the summary cannot be loaded, every money tile reads a dash in place of its figure. The rows keep loading and filtering throughout.
• A dash is not a zero. A zero summary is the answer for a client with nothing posted; a dash means the figure is unknown this moment, and the money it stands for may be any amount at all. Do not read one as the other.
• Blocked - without the transactions module the screen is not in the sidebar, and a saved link to it says the module is not part of your plan.

Entries Are Never Edited

Nothing here is rewritten. A correction is a new entry that offsets an old one, which is why a reversed posting leaves both the original and its reversal visible. The ledger records what happened.

Related: Remittances · Post an Adjustment or Reversal