Accounts
Accounting export
Map your ledger to your chart of accounts and export charges, payments, adjustments, refunds and deposits as journal entries for QuickBooks Online, QuickBooks Desktop or Xero.
The accounting export turns what NeatPractice posted into journal entries your bookkeeper imports into the clinic's accounting system. Each line is a total for one of your accounts, so the file names no patient.
Map your chart of accounts#
Before the first export, open Setup, then Chart of Accounts, and type where each part of the ledger goes:
| Ledger account | What it holds |
|---|---|
| Revenue (charges) | Charges as they post, less voids and re-prices |
| Insurance receivable | What payers owe |
| Patient receivable | What patients and responsible parties owe |
| Cash received | Payments received, less refunds |
| Unapplied payments | Money received but not yet applied to a charge |
| Payer withholdings | Amounts a payer held back from a remittance |
| Write-offs and adjustments | Adjustments that reduce a balance |
Type each Account name exactly as your accounting system shows it. QuickBooks matches accounts by name. Xero imports by account code, so fill in Account code too if you use Xero. Several ledger accounts can point to the same account, for example both receivables to one accounts receivable account.
Under Write-offs by adjustment type, click Add Adjustment Type to send a type to its own account, such as bad debt to an expense account. Types not listed use the write-offs account. Click Save Changes.
Make an export#
- Open Accounts, then Accounting export, and click New Export.
- Choose the First day and Last day. The last day must be over.
- Under File for, pick QuickBooks Online (CSV), QuickBooks Desktop (IIF) or Xero (CSV).
- Under Journal entries, pick how the ledger is summarized:
- One entry for the period writes one journal entry dated the last day.
- One entry per day writes an entry for each day with postings.
- One entry per deposit puts the money of each bank deposit in its own entry dated the deposit date, so it matches your bank feed. Charges and adjustments go in daily entries.
- Click Export. The file downloads and appears in the history.
Each entry balances: its debits equal its credits. If a ledger account used in those days is not mapped, or Xero is missing a code, the export stops and names what to fix in Chart of Accounts.
Import the file#
- QuickBooks Online: go to the journal entry import and upload the CSV. Accounts are matched by name.
- QuickBooks Desktop: use File, Utilities, Import, IIF Files and choose the
.iiffile. - Xero: in Manual Journals, choose Import and upload the CSV. Lines use the tax rate
Tax Exempt.
Days export once#
Once a range is exported it is locked, so the same postings are not imported twice. A new export that overlaps it stops and names the dates already exported.
To replace a file, for example after a late deposit was posted, delete its entries in your accounting system, then make the export again with Export these days again turned on and a Reason. The earlier file shows as Replaced in the history, and the reason is kept on the new one.
History#
The list shows every file with its days, format, number of entries, total debits, whether the period was closed when it was made, and who made it. Choose Download in a row's actions to get the stored file again, unchanged.
Permissions#
Making and downloading exports needs permission to export the ledger. Editing the chart of accounts needs permission to manage period close.