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.
Select the filter arrow on the Rolls Up To column.
Select the summary row you want to look into.
Review the filtered rows. They display every individual entry behind that total, including the date and time, invoice number, client, patient, and payment method.
The entries in each group always net to the matching total on the summary.
What to know before adding up numbers
The Summary tab displays net amounts. The Detail tab displays 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 displays one Cash — Visa row for $400 (the net). The Detail tab displays 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 get a larger number than the summary. This is expected.
There is 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 displays how much each row contributes to its summary line. Positive numbers are on the debit side, and negative numbers are on the credit side. Use this column to check whether 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, and so on) |
Rolls Up To | The summary row this entry counts toward. Use this column to filter. |
GL Code | The GL account assigned to the product or discount, on revenue and discount rows. Items with no assigned account display as No GL code assigned. |
Recorded Date/Time | When this entry was recorded in Instinct EMR, in your practice's time zone |
Effective Date/Time | The financial effective date. This is usually the same as Recorded, but can differ for backdated entries (informational only). |
Event Type | What triggered this entry (for example, Invoice Closed, Invoice Paid, Transaction Settled, or Transaction Voided) |
Line Item Label | The product or service, displayed 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 is the debit side, and negative is the credit side. |
How to verify the whole report at once
To confirm that every row on the Detail tab matches the Summary tab, 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.
Compare each line in the pivot with the corresponding row on the summary tab. They match.
Check the total of the pivot. It is zero, meaning everything balances.
Tip: The summary and the Detail tab are built from the same data. If the summary balances, the detail balances too. |
The gray italic rows
Some rows appear in gray italics. These are calculated rows, such as the Accounts Receivable section. Instead of individual transaction entries, you see a breakdown of how AR was calculated from the other rows on the report (sales, payments, credits, and so on).
Only the final result row in a gray section has a Net Amount. The other rows in the block display the math. Do not include them in any totals or pivot, or you will double-count.
What is not 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 do not see duplicate rows for the charge and settlement because 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 tells you how many rows were omitted. The summary tab always displays the full period.
Still need help?
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