AR Report (Account Receivable) - Summary Report – CoAction Software, Inc.

AR Summary Report Overview

The AR Summary Report displays an overview of all patients in CoAction with a balance on their accounts within a selected date range.

It provides a breakdown of:

Who owes the balance (patient, payer, or both)
How old the balance is (30, 60, 90+ days)

Filtering Options:

You can run the report by:

Billing Entity
Case Type
Payer Type

Sorting and Internal IDs:
Patient names are ordered by their internal ID. If you’d like to see internal IDs in your Rolodex:

Right-click a column header (e.g., First Name).
Select Choose Columns and drag Internal ID into your preferred location.
Right-click again and choose Save Grid Layout to lock in your view

If you need additional Payer information, run the Detailed AR Report located in your CoAction database under Reports > AR Payer Detail.

The Detailed AR Report provides:

Patient name
Charges and date of service
Balance amount
Last billed date
Insurance company
Patient ID
Payer contact information
And more

To Run the AR Report (summary)

You will press the Reports button located in your Tool Bar

Next, select the AR Report button

Select the filters you’d like to run the report by:

Filter Type: Use the dropdown to select Billing Entity or Treating Provider.
Balance: Choose from:

All cases with a balance (regardless of aging)
Or filter by aging range: 0–30, 31–60, 61–90, 91–120, or 121+ days past due

Billing Entity: Select a specific Billing Entity entered in Admin > Billing Entity, or choose None to include all.
Case Type: Select a specific Case Type, or choose None to include all.
Payers: Click in the search area to either Select All or check individual payers.

Next, hit the Submit Button to generate your report according to the filters selected:

Here is an example of how your AR report will generate

How to Print, Export, and Navigate AR Reports

When you generate an AR report, the toolbar at the top of the page gives you several options to view, print, and manage your report.

The most used function within the toolbar is Print and Export (highlighted in the red boxes in the image above) can be easily located. All functions are listed below.

File Options

Open: Open another saved file.
Save: Save the report as a file on your computer.

Print Options

Print (red box): Opens the print dialog so you can choose a printer and settings.
Quick Print: Sends the report directly to your default printer.
Page Setup: Adjust page size, margins, and orientation before printing.

Navigation

Move between report pages with First Page, Previous Page, Next Page, and Last Page.
Use the Navigation Pane to jump to specific sections.

Zoom & Layout

Zoom In/Out: Adjust how large the report looks on screen.
Page Layout: Choose single page view, continuous scrolling, etc.
Enable Continuous Scrolling: Let's you scroll through the report smoothly instead of page by page.

Export (red box)

Export the report into other formats (such as PDF, Excel, or Word) for saving or sharing.

Document Tools

Parameters: Adjust report filters (if available).
Watermark: Add a watermark (like “Draft” or “Confidential”).

Helpful Information

The AR Report refreshes whenever a new payment is received or when a patient’s appointment is marked as Completed.
If write-offs were added after the last completed appointment (and the patient hasn’t been seen since), the AR Report may still show a balance—even if the patient’s Case/Ledger displays a 0.00 balance.

How to Refresh the AR Report

Option 1: Patient has visits in their case

Go to the Patient File.
Select the Appointment tab.
Open the most recent Completed Appointment.
Click Review.
Click Check Out on the patient’s appointment.
Re-run the AR Report.

Option 2: Case has only Over-the-Counter charges

Go to the Patient File.
Select the Ledger tab.
Open the Payment tab.
Click Post Payment and enter a temporary $0.01 cash payment.
Click on the posted payment and select Delete to remove it.
Re-run the AR Report.

Option 3: Contact Support

If the patient still appears on the AR Report, it may mean that money within a charge on the Ledger wasn’t allocated properly. In this case, contact Support for assistance. They will review the Patient File/Charges to identify and correct the issue.

- Support Information -

If you have any questions or need assistance with this process please contact Support by:

Live chat: Click the 'Support Portal' button in your main toolbar (on left-hand side), click the green 'Support' box in bottom right of screen.

***This has the fastest response time***

Phone: 909-378-9514

Email: Support@coactionsoft.com

Business hours: Monday-Friday, 8:00am-6:00pm CST