📊 Reports

Goal

Read data for the correct clinic and dates. Identify the report before reading its totals.

Preparing records for year-end accounts, audit or Hong Kong tax filing? Follow Annual accounting records to find the reports and supporting documents your accountant needs.

Before you start

Your role needs report access. Check the clinic at the top left. Decide which dates, doctor and records you need.

📸 Names, transactions and amounts are fictional. Reports use different date fields and calculations. Their totals do not all measure the same thing.

Do these steps

1. Choose a report

Open Reports in the left menu. Select a tab.

What you need	Tab	Date control
Bill amounts and paid totals	Bills	Date range
Payments, refunds and reversal status	Transactions	Date range
Opening, increased, decreased and closing package value	Deferred revenue	Date range
Recognized changes from package events	Recognized revenue	Date range
Appointments, patients and doctor workload	Operations Report	Year and month
Drug movement cost and record counts	Drug Inventory Report	Year and month

2. Set dates and filters

1. In the first four reports, select the date range button, such as Oct 1, 2026 - Oct 15, 2026.
2. Select a start and end date in the calendar. Use its arrows for another month.
3. Read the date range button again. Check the month. Wait for the list and totals to update.

Step 1 — Open the calendar, choose dates, then check the displayed range. Click the image to enlarge it on this page.

Step 1 — Open the calendar, choose dates, then check the displayed range.

4. Select Doctor, Case Referrer or Status as needed. Transactions also offers Type and Payment Method.
5. Numbers beside filter options are record counts, not money amounts.
6. Filters differ by report. Check them again after changing tabs.

Step 2 — The bill status filter shows status names and record counts. Click the image to enlarge it on this page.

Step 2 — The bill status filter shows status names and record counts.

3. Bills

1. Open Bills.
2. Check Amount, Paid and each row's Status. A bill amount is not the amount collected.
3. Use the row magnifying glass to trace a bill. Check the patient and source.

Step 3 — Bills shows both Amount and Paid. Read them separately. Click the image to enlarge it on this page.

Step 3 — Bills shows both Amount and Paid. Read them separately.

4. Transactions

1. Open Transactions.
2. Check dates and filters such as Type and Payment Method.
3. Check Type, Amount, Account and Status in each row. Reversed records can remain visible.
4. Compare Collections, Refunds and Net collections with the records below. Use the row magnifying glass to inspect a source.

Step 4 — Valid and reversed transactions can appear together. Check each status. Click the image to enlarge it on this page.

Step 4 — Valid and reversed transactions can appear together. Check each status.

5. Deferred revenue

1. Open Deferred revenue and set the dates.
2. Read Opening balance, Increases, Decreases and Closing balance across the same row.
3. Use the right-hand view control to inspect the package and events. Package value and remaining uses are different measures.

Step 5 — Read all four value columns for the same patient and package. Click the image to enlarge it on this page.

Step 5 — Read all four value columns for the same patient and package.

6. Recognized revenue

1. Open Recognized revenue and set the dates.
2. Check Revenue Date, Change Type and Recognized Change.
3. A reversal can show a negative amount. Check Include zero amounts when zero-value events are needed.

Step 6 — Package events can show positive and negative amounts. Read the change type. Click the image to enlarge it on this page.

Step 6 — Package events can show positive and negative amounts. Read the change type.

7. Operations Report

1. Open Operations Report. Select the year and month separately.
2. Review Total Appointments, Visiting Patients, New Visiting Patients and Patient Return Rate.
3. Scroll to doctor workload, daily trends and package item usage. An area without records can show an empty-state message.
4. This tab uses year and month, not the date-range calendar.

Step 7 — Operations Report shows statistics and charts for a selected year and month. Click the image to enlarge it on this page.

Step 7 — Operations Report shows statistics and charts for a selected year and month.

8. Drug Inventory Report

1. Open Drug Inventory Report. Select the year and month.
2. Read Stock-in Cost, Stock-in Records, Stock-out Cost and Stock-out Records separately.
3. Issuing 2 units can create just one stock-out record. A record count is not an item quantity.
4. Scroll to Stock-out Type Summary and Top 20 Drugs by Stock-out Records. Use drug inventory to inspect quantities and batches.

Step 8 — Costs, record counts and inventory value use different measures. Click the image to enlarge it on this page.

Step 8 — Costs, record counts and inventory value use different measures.

9. Export and find the file

1. In a report with Export, check the tab, clinic, dates and filters first.
2. Select Export. Wait for the browser download.
3. Find the file in browser Downloads. Save it to a clinic-approved location.
4. Open it. Check columns, dates and scope. A missing download is not a completed export.

Check that it worked

Check the report name, clinic, dates and filters once more before using totals. If a number is unexpected, check the scope first, then trace the source records.

❓ FAQ

Which report should I use for payments and refunds?

Use Transactions to review transaction records. Bills shows bill amounts and paid totals. Check whether a transaction is Valid or Reversed.

Is Deferred revenue the cash received in this period?

No. The report shows opening balance, increases, decreases and closing balance for package value. Use the source transactions and package events to understand a row.

Does a zero package balance mean no uses are left?

No. Value and remaining uses are different measures. Open the package details and check both.

Why does a stock-out record count differ from the quantity?

Drug Inventory Report counts stock-out records. One record can contain several units. Read the column title before comparing totals.

Will Export include every clinic and every date?

Export follows the report’s applicable scope and filters. Check the clinic, date range and any doctor, status or account filters before selecting Export.

Next

Learn about roles and access, or ask your manager which report is approved for your task.