How to look up any number
Every row on the Detail tab has a column called Rolls Up To. That column tells you which row on the summary tab each entry belongs to.
To trace a specific number:
Open the Detail tab
Click the filter arrow on the Rolls Up To column
Select the summary row you want to look into.
The filtered rows show every individual entry behind that total, including the date and time, invoice number, client, patient, and payment method.
The entries in each group will always net to the matching total on the summary.
One important thing to know before adding up numbers
The Summary tab shows net amounts. The Detail tab shows gross, individual entries, including both sides of any transaction.
For example, if a $500 Visa payment and a $100 Visa refund both happened today, the Summary tab shows one Cash — Visa row for $400 (the net). The Detail tab shows both the $500 payment and the $100 refund as separate rows.
This means:
If you add up the Debit or Credit columns on the Detail tab, you'll get a larger number than the summary—that's expected
There's no total row on the Detail tab for this reason
To verify a total, use the Net Amount column—not the Debit or Credit columns
Note: The Net Amount column shows how much each row contributes to its summary line. Positive numbers are on the debit side, negative numbers are on the credit side. This is the column to use when checking if the numbers add up.
What each column means
Column | What it tells you |
Section | Which part of the report this entry belongs to (Revenue, Cash, Cash In Transit, etc.) |
Rolls Up To | The summary row this entry counts toward—use this to filter |
GL Code | The GL category for the product, on revenue and discount rows |
Recorded Date/Time | When this entry was recorded in Instinct, in your practice's timezone |
Effective Date/Time | The financial effective date — usually the same as Recorded, but can differ for backdated entries (Informational only) |
Event Type | What triggered this entry (e.g., Invoice Closed, Invoice Paid, Transaction Settled, Transaction Voided) |
Line Item Label | The product or service, shown on revenue and discount rows |
Memo | Any notes attached to the entry |
Invoice # / Account / Patient | Where the entry came from. Revenue rows include invoice, account, and patient. Payment rows include account only. |
Payment Method | How the payment was made, on cash and card entries |
Transaction ID | The payment processor's ID for card transactions |
Debit / Credit | The amount, on whichever side it was posted |
Net Amount | The signed contribution to the summary row—use this column to verify totals. positive = debit side, negative = credit side. |
How to verify the whole report at once
If you want to confirm that every row on the Detail tab matches the Summary tab, use the following instructions to make a PivotTable (in Google Sheets):
Select the Detail table, then go to Insert → PivotTable
Set Rows to Rolls Up To and Values to Sum of Net Amount
Each line in the pivot will match the corresponding row on the summary tab
The total of the pivot will be zero—meaning everything balances
Tip: The summary and the Detail tab are built from the same data. If the summary balances, the detail will too—they can't disagree with each other.
The grey italic rows
You may notice some rows in grey italics. These are calculated rows—the Accounts Receivable section works this way. Instead of individual transaction entries, you'll see a breakdown showing how AR was calculated from the other rows on the report (sales, payments, credits, etc.).
Only the final result row in a grey section has a Net Amount. The other rows in the block are just showing you the math—don't include them in any totals or pivot, or you'll double-count.
What isn’t included in the report
Same-day card settlements: If a card payment was charged and settled the same day, it appears once as a normal Cash entry. You won't see duplicate rows for the charge and settlement—they cancel each other out.
Very long date ranges: The Detail tab is capped at 200,000 rows. If your report exceeds that limit, an orange notice will tell you how many rows were omitted. The summary tab always shows the full period regardless.
Still need help?
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