Navigate to: Reporting > Financial > Summary Report
What This Report Is For
The Summary Report provides a multi-tab financial overview of practice activity for a selected time period, covering revenue, payments, sales tax, discounts, returns, and client activity.
Common uses:
Review overall financial performance for a given period
Track total payments across all payment methods
Monitor sales tax collected
See all invoices for a selected period regardless of payment status
Drill into discounts, returns, and refunds by individual transaction
What You Need to Know
The Summary Report is organized into tabs — each covering a different area of your financials. The tabs are not a single unified view; they are separate data sets that should be read independently.
Revenue, Payments, and AR Reconciliation are not expected to match.
Revenue reflects what was billed. Payments reflects what was collected. AR Reconciliation shows the net movement of your outstanding balance over the period. Differences between them are normal and by design.
Revenue is based on invoice line items, not payments.
An invoice does not need to be paid for its line items to appear in the Revenue tab.
The AR Reconciliation tab is an accounting tool, not a payment summary.
It tracks how your accounts receivable balance moved during the period — opening balance, new charges, collections, returns, refunds, and closing balance. It is best used for period-end reconciliation, not day-to-day payment tracking.
Invoice dates in the Invoices tab may fall outside your selected time period.
The Invoice Date column reflects when the invoice was created, not when the line item was administered or added. An invoice created outside your selected period can still appear if activity on it falls within the range.
Filters
The Filter By buttons at the top of the report control which date is used to pull data into the report. The active selection is highlighted in blue.
Item Administration Date — Filters by the date the treatment or item was added to the medical record. Use this for clinical accuracy.
Item Creation Date — Filters by the date the line item was added to the invoice. Use this if your team often enters charges after the visit.
If you switch between these after running the report, click View Report again to refresh.
Report Tabs
Revenue
The Revenue tab shows gross revenue, discounts, returns, net revenue, and group percentage broken down by category.
Revenue is calculated excluding sales tax and reflects the amounts on invoices regardless of whether the invoice has been paid.
Two sub-views are available — toggle between them using the buttons below the tab bar:
Product Categories
Revenue broken down by product category (e.g., Exams, Laboratory, Vaccines).
A Total row appears at the bottom. You can download this tab-specific data via the Product Categories CSV link at the top right of the tab.
Column | Description |
Product Category | The product or revenue category assigned in your catalog |
Gross Revenue | Total billed before discounts or returns |
Discounts | Total discounts applied |
Returns | Total value of returned items |
Net Revenue | Gross Revenue minus Discounts and Returns |
Group Percentage | This category's share of total net revenue |
Client Type
Revenue broken down by Existing Clients vs. New Clients.
A Total row appears at the bottom.You can download this tab-specific data via the Client Type CSV link at the top right of the tab.
Column | Description |
Gross Revenue | Total billed before discounts or returns |
Client Type | Existing Clients or New Clients |
Discounts | Total discounts applied |
Returns | Total value of returned items |
Net Revenue | Gross Revenue minus Discounts and Returns |
Group Percentage | This client type's share of total net revenue |
AR Reconciliation
The AR Reconciliation tab is an accounting reconciliation tool — not a payment summary. It shows how your accounts receivable balance moved during the selected period, from opening balance through new charges, payments, returns, and refunds, to a closing balance.
If your closing balance does not match what you expect, review each component to identify where the difference originates.
You can download this tab-specific data via the AR Reconciliation CSV link at the top right of the tab.
Column | Description |
Opening Balance | Outstanding AR balance at the start of the period |
New Charges | Charges added during the period |
Payments Collected | Payments received during the period |
Returns | Value of items returned during the period |
Refunds | Refunds issued during the period |
Closing Balance | Remaining AR balance at the end of the period |
Sales Tax
The Sales Tax tab breaks down taxable and non-taxable sales, and the tax amounts collected. Two sub-views are available:
Accrual Basis and Cash Basis — Toggle between these using the buttons below the tab bar. The active view is highlighted in blue.
Each view includes two tables:
Sales Summary
Shows taxable and non-taxable sales by tax rate, including return adjustments and net figures.
Column | Description |
Tax Rate | The tax rate percentage applied. If your clinic uses zip code-based tax rates, a separate row will appear for each rate |
Taxable Sales | Total taxable sales, excluding non-taxable items, tax-exempt invoices, and returns |
Taxable Return Sales | Value of returned taxable items |
Net Taxable Sales | Taxable Sales minus Taxable Return Sales |
Non-Taxable Sales | Total non-taxable sales before returns |
Non-Taxable Return Sales | Value of returned non-taxable items |
Net Non-Taxable Sales | Non-Taxable Sales minus Non-Taxable Return Sales |
Total Sales | Combined net taxable and non-taxable sales |
Sales Tax Amounts
Shows the actual tax collected and adjustments from returns.
Column | Description |
Tax Rate | The applicable tax rate percentage |
Sales Tax Collected | Tax collected on taxable sales |
Sales Tax on Returns | Tax adjustment for returned items |
Net Sales Tax | Sales Tax Collected minus Sales Tax on Returns |
Each table has its own CSV download link at the top right — a Sales Summary CSV and a Sales Tax Amounts CSV.
Invoices
The Invoices tab lists every invoice included in the selected time period. This tab contains more columns than fit on screen — scroll horizontally to see all data, including additional financial columns such as Invoice Total, Paid, and Remaining Balance.
You can download this tab-specific data via the Invoices CSV link at the top right of the tab.
The Invoice Date column always shows the date the invoice was created and is not affected by the Filter By selection. This means you may see invoice dates that fall outside your selected time period — this is expected. It indicates that an item on that invoice was either administered or added to the invoice (depending on your Filter By selection) within the selected period, even though the invoice itself was created on a different date.
At the bottom of the table, summary rows show:
Invoices With Visit — Count of invoices tied to a SOAP record
Invoices Without Visit — Count of invoices not tied to a SOAP record
Total Invoices — Combined count and financial totals
Column | Description |
Invoice Date | Date the invoice was created |
Invoice ID | Unique invoice number; click to open the invoice directly |
Invoice Status | Active, Charges Complete, or Checked Out |
Client ID / Client Full Name | Client identifier and name; click to open the client record |
SOAP ID(s) | Associated SOAP record ID(s) |
Patient ID(s) / Patient Name(s) | One or more patients associated with the invoice |
Subtotal | Charges before tax and discounts, within the selected date range |
Product Return | Value of returned products within the selected date range |
Taxes | Tax applied within the selected date range |
Discount | Discounts applied within the selected date range |
Total | Total charges including tax, within the selected date range |
Invoice Total | Full invoice amount including all charges, regardless of the selected date range |
Paid | Total amount paid on this invoice to date — this includes payments made on previous days, not only today |
Remaining Balance | Outstanding balance still owed on this invoice, regardless of the selected date range |
Discounts
The Discounts tab lists every discount applied during the selected period. You can download this tab-specific data via the Discounts CSV link at the top right of the tab.
Column | Description |
Invoice ID | Clickable link to the invoice |
Date | Date the discount was applied |
Patient ID / Patient Name | Patient associated with the discount |
Client ID / Client Full Name | Client associated with the discount |
Discount Amount | Dollar value of the discount |
Discount Group | The discount type (e.g., Employee, Volume Discount, Senior Citizen) |
Discount Note | Any note added at the time of discount |
Discount User | Who applied the discount |
Production User | The provider associated with the invoice |
A Total Discounts row appears at the bottom of the table.
Payment Types
The Payment Types tab summarizes total payments collected during the period, grouped by payment method (e.g., Cash, Check, Discover, Shepherd Pay Surcharge Fee).
You can download this tab-specific data via the Payment Types CSV link at the top right of the tab.
Column | Description |
Payment Type | Method of payment |
Total Amount | Total collected via that payment method during the period |
A Payment Total row appears at the bottom.
Payments
The Payments tab lists every individual payment recorded during the selected period. This tab contains more columns than fit on screen — scroll horizontally to see all data.
You can download this tab-specific data via the Payments CSV link at the top right of the tab.
Column | Description |
Payment Date | Date and time the payment was recorded |
Payment Type | Method of payment (e.g., Cash, Check, Discover) |
Check Number | Populated for check payments |
Payment Amount | Amount tendered |
Authorization ID | For card payments |
Card Ending In | Last four digits of the card used |
Payment Note | Any memo or reference added to the payment |
Amount Paid | Total amount applied |
Shepherd Pay Surcharge Fee | Surcharge amount if applicable |
Paid Invoice(s) ID | Clickable links to the invoices this payment was applied to |
Outstanding Balance Before Payment | Balance owed prior to this payment |
Remaining Balance | Balance remaining after this payment was applied |
Client Full Name / Client ID | Client associated with the payment |
A Payment Total row appears at the bottom.
Returns
The Returns tab lists every item return recorded during the selected period.
You can download this tab-specific data via the Returns CSV link at the top right of the tab.
Column | Description |
Invoice ID | Clickable link to the invoice |
Patient ID / Patient Name | Patient associated with the return |
Date | Date the return was processed |
Client ID / Client Full Name | Client associated with the return |
Amount Returned | Dollar value of the return |
Item Returned | Name of the returned product or service |
Original Date of Item | When the item was originally invoiced or administered |
User | Who processed the return |
A total row appears at the bottom showing the sum of all amounts returned.
Refunds
The Refunds tab lists every refund issued during the selected period.
You can download this tab-specific data via the Refunds CSV link at the top right of the tab.
Column | Description |
Payment Date | Date and time the refund was issued |
Payment Type | Method used for the refund (e.g., Cash, Credit Balance) |
Payment ID | Unique identifier for the refund transaction |
Payment Note | Any memo or reference added to the refund |
Amount Refunded | Dollar value of the refund |
Shepherd Pay Surcharge Fee | Surcharge adjustment if applicable |
Paid Invoice(s) ID | Clickable link to the associated invoice(s) |
Outstanding Balance Before Payment | Balance owed prior to the refund being applied |
Remaining Balance | Balance remaining after the refund was applied |
Client Full Name / Client ID | Client associated with the refund |
A Total row appears at the bottom.
Clients and Patients
The Clients and Patients tab provides a high-level snapshot of client and patient activity for the selected period. Use this tab to understand how your active client and patient base changed during the period, and to review your Average Client Transaction (ACT) — the average amount billed per invoice, which is a useful indicator of visit value over time.
This tab contains more columns than fit on screen — scroll horizontally to see all data.
You can download this tab-specific data via the Clients and Patients CSV link at the top right of the tab.
Column | Description |
Clients Opening | Number of active clients at the start of the period |
Patients Opening | Number of active patients at the start of the period |
New Clients | Clients added during the period |
New Patients | Patients added during the period |
Clients Inactive | Clients marked inactive during the period |
Patients Inactive | Patients marked inactive during the period |
Patients Deceased | Patients marked deceased during the period |
Transferred Patients | Patients transferred during the period |
Clients Active | Current active client count |
Patients Active | Current active patient count |
Net Revenue | Revenue generated during the period |
Total Invoices | Number of invoices during the period |
ACT | Average charge per transaction — calculated as Net Revenue divided by Total Invoices |
Frequently Asked Questions
Why does Revenue not match Payments or AR Reconciliation?
These three tabs measure different things and are not designed to match each other. Revenue reflects what was billed during the period — it is based on invoice line items and excludes sales tax. Payments reflects what was actually collected — cash, card, and other payment methods recorded during the period. AR Reconciliation shows the net movement of your outstanding balance, factoring in opening balance, new charges, payments, returns, and refunds. If you are trying to reconcile your financials, you will need to review each tab in context rather than expecting the totals to align.
Why does my Closing Balance not match my AR Aging report?
The Summary Report and the AR Aging report use different logic to calculate balances. The Summary Report calculates the Closing Balance based on activity within the selected time period only. The AR Aging report reflects all outstanding balances across all time, regardless of when charges were created. If your Closing Balance and AR Aging totals differ, this is expected — they are answering different questions.
Does Payments Collected include credit balance usage?
No. The Payments Collected figure in the AR Reconciliation tab does not include imported credits, credit balance payments, or legacy items. It reflects payments made directly to invoices during the selected period.
Why am I seeing invoice dates outside my selected time period?
The Invoice Date column always shows the date the invoice was created, regardless of your Filter By selection. If an invoice was created outside your selected time period but contains a line item that was administered or added within the period, that invoice will appear in the report. The dates are displaying correctly — the invoice is included because of activity on it that falls within your selected range, not because of when the invoice itself was opened.
What does New Charges include?
New Charges in the AR Reconciliation tab is the sum of all invoice totals created within the selected date range. This is based on the Filter By date you have selected — either Item Administration Date or Item Creation Date.