18.12. Reconciliation

Running The Reconciliation Report

The Reconciliation Report (also called “Recon”) is the report used to balance your drawer at the end of the day. Here’s how to run the report.

1. Navigate to Accounting > Reconciliation: https://clinichq.com/app#/accounting/reconciliation.
2. Select the Date From and Date To options here; typically, it will be for one day – and select any other relevant filters. For mobiles, you can also select the location, or for wellness clinics, you can select wellness appointments versus spay/neuter appointments.
3. Click the Search button.
   Payment notes
   
   

*TIP: Clinics should reconcile DAILY or at minimum weekly to count your cash drawer and match credit card totals with your merchant batches.

Reconciling Bank Deposits

To access the report, go to Reports in the left-hand column of accounting. Choose the date/type, and run the report.

Running the reconciliation report

At the end of each day, you should run the reconciliation report and count what you have in the cash drawer plus your credit card receipts to make sure everything balances out. Then put the following protocols in place:

• A manager should print the recon report and initial next to the totals to confirm everything is balanced at the end of the day.
• Then fill out a bank deposit slip for the same amounts.
• Photocopy the slip and attach it to the printed recon pages, and put it in a three-ring binder.
• Paperclip the bank deposit slip and money together and store it in an appropriate place until a manager is ready to make the bank deposit.
• Manager makes the deposit and gets the receipt from the bank, then attaches the receipt of the same deposit amount to the recon slip copy bundle.
• For each deposit, there should be a print of the recon report, a photocopied deposit slip, and ultimately a bank receipt of that deposit.
• Every month, the accounts person should go in and pull up the deposits via the bank software and again confirm the amounts deposited.

Repurposing or Removing Payments

Payments can be removed (refunded or voided) in checkout, but they also can be removed here in the reconciliation report. To edit payments from a reconciliation report, follow these steps:

1. Click the View Details button.
2. Click Action on the payment.
3. Choose what needs to happen from the dropdown menu.