The General Ledger Summary tab in Instinct EMR shows the net financial activity for your selected date range in a single balanced table. Each row represents one type of financial movement—revenue earned, cash received, discounts applied, or changes in what clients owe.
Debit and Credit
Debit: Money that came into the practice, or is newly owed to it (eg, Payments, AR New)
Credit: The explanation for that debit: revenue earned, tax collected, client deposits being held, or an old IOU being paid off
Every row shows a number in one of the two columns—always positive—with the other at $0. Rows only appear when there's activity for that period.
Note: The report shows the net for the period. A $500 Exam charge and a $10 Exam reversal appear as one row showing $490—not two separate lines.
Credit Side
Sales
Revenue from invoices closed during the period, broken out by invoice tag (GL category).
Sales — No Invoice Tag: Revenue from line items with no GL category assigned and shown in orange. Revenue is fully counted; fix it by adding a GL category to the product.
Sales — Multiple GL Tags: Revenue from line items with two or more GL category tags. Also shown in orange; each product should have exactly one tag.
Sales — [Category] (Reversal): Appears on the debit side when an invoice is reopened. The original revenue is reversed on the day of reopening.
Taxes — Sales Tax
Tax collected from clients. Follows invoice close — and reverses on reopen — exactly like Sales rows.
Accounts Receivable (Prior Period)
AR (Prior Period): Cash collected today against invoices closed on a previous day. The cash appears in Payments; this row marks it as old debt being paid off, not new sales.
CIT Settlement — [Method]
Prior Cash In Transit payments settling.
Debit Side
Discount
Discounts are applied to closed invoices by GL category. Revenue rows show full price; discount rows net them down.
Cash — [Method]
Settled cash received, grouped by payment method (Cash - Visa, Cash - Mastercard, etc.). These amounts correspond directly to deposits in the bank statement—use these rows to reconcile with the bank.
Accounts Receivable (New)
AR (New): The practice earned money that hasn't been collected yet. Invoice closed, no payment (or payment still in transit).
Cash — Other / Refunds — Other
Cash movements with no payment method label. The most common cause is an account credit refund—returning a client's prepaid balance isn't linked to a card transaction, so there's no method to attach.
Cash In Transit — [Method]
Card payments are charged, but not yet settled with the bank. See Article 3 for a full explanation—this is the section that generates the most questions.
Credit or Debit
Account Credit
Movement in client prepaid credit balances:
Credit side: Balances grew (more deposits than redemptions). This is money the practice is holding for clients, not revenue.
Debit side: Balances shrank (more credit spent or refunded than deposited).
Cash Credited to Invoices
Payments received but not yet fully applied to a finalized, settled invoice:
Credit side: Cash received against a still-open invoice, held until it closes
Debit side: A prior prepayment consumed when its invoice closes, an earmark released on settlement, or an invoice reopened (the cash gets parked back).
If the prepayment and invoice close happen on the same day, the two sides cancel, and this row won't appear at all.
Balancing
Total
Total Debits always equal total Credits. If Debits don't equal Credits, contact support for assistance.
Multiple or no invoice tags
“Sales — No Invoice Tag” and “Sales — Multiple GL Tags” appear in orange italics. These are data-quality signals, not errors. The revenue is real and has been fully counted in the totals. Fix them by configuring GL categories on products within Instinct. A third row, Sales — Unattributed, may occasionally appear as well. If it shows up and the amount is large, contact support rather than trying to fix it through product tagging.
Example
Activity for the day:
One invoice closed and paid in full—$200 exam + $150 pharmacy + $30 tax, paid by Visa (settled same day)
One invoice closed but not yet paid—$100 exam
A client paid $50 cash toward an invoice from last week
A client deposited $75 cash as prepaid account credit
The report:
GL Account | Description | Debit | Credit |
Exam Revenue | Sales — Exam |
| $200.00 |
Pharmacy Revenue | Sales — Pharmacy |
| $150.00 |
Sales Tax Payable | Taxes — Sales Tax |
| $30.00 |
Cash | Cash — Visa | $380.00 |
|
Cash | Cash — Cash | $125.00 |
|
Account Credit | Account Credit |
| $75.00 |
Accounts Receivable | Accounts Receivable (New) | $50.00 |
|
| Total | $555.00 | $555.00 |
A few things to notice:
Payments — Cash is $125, not $50 or $75 separately—both cash transactions are combined into one row
Account Credit is on the Credit side because the $75 is being held for the client, not counted as revenue
AR (New) is $50, not $100, because the $50 collected from last week offsets half of the $100 new AR from today's unpaid invoice
Expected bank deposit: $505 ($380 Visa + $125 cash)—no Cash In Transit because Visa settled the same day
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