Conversions: Income Transfers

See Use Converted Database.

Webinar: Income Transfers

After a final data Conversion you may have guarantors with large negative balances, but associated family members may have positive balances. Open Dental associates payments with the individuals who had the work done. Other software, however, may have associated payments with guarantors only. Thus, when a family balance is not 0, the conversion process is unable to determine where to apply balance amounts.

Steps to Follow:

To identify family balances that equal 0, you have two options:

  1. Run the query Conv-Accounts Needing a Non-Income Transfer. This query may be in your Query Favorites. It is also listed at the bottom of this page.
  2. Refer to the Aging of Accounts Receivable (A/R) Report you ran immediately after the final conversion. As patients come in, or as payments are entered, check the family balance in the Account Module.

When a family balance equals 0, follow these steps to transfer income between family members:

  1. Select the guarantor of the family.
  2. Click Payment.
  3. On the Payment Window, select None (Income Transfer) as the Payment Type. The Pay button will change to Income Transfer.

    The Transfer button may not be visible if, in Account Module Preferences, Payments prompt for auto split is set to Forced.

  4. Back date the Payment Date to the final conversion date. This is important so current Production and Income reports are not affected.
  5. Click Transfer. All family to provider payment splits will move to the Payment Splits grid. The Family Total, Total Splits and Amount values must all be $0.
  6. Click OK.

Resource: Post Conversion Checklist (PDF)

Conv - Accounts Needing an Income Transfer

Below is the text for a Query that identifies families with a 0 balance who are ready for an income transfer.

/*Conv - Accounts Needing A Non-Income Transfer*/SELECT g.PatNum AS Guarantor,g.LName,g.FName,g.BalTotal

GROUP_CONCAT((CASE WHEN PatBal>0.005 THEN p.FName END)) AS PatsWithPosBals,

SUM(CASE WHEN PatBal>0.005 THEN PatBal ELSE 0 END) AS PosBalTotal,

GROUP_CONCAT((CASE WHEN PatBal<-0.005 THEN p.FName END)) AS PatsWithNegBals,

SUM(CASE WHEN PatBal<-0.005 THEN PatBal ELSE 0 END) AS NegBalTotal


SELECT trans.PatNum,SUM(TranAmount) AS PatBal


SELECT pl.PatNum,pl.ProcFee*(pl.UnitQty+pl.BaseUnits) AS TranAmount

FROM procedurelog pl

WHERE pl.ProcStatus=2


SELECT ps.PatNum,-ps.SplitAmt AS TranAmount

FROM paysplit ps

WHERE ps.PayPlanNum=0


SELECT a.PatNum,a.AdjAmt AS TranAmount

FROM adjustment a


SELECT cp.PatNum,-cp.InsPayAmt-cp.Writeoff AS TranAmount

FROM claimproc cp

WHERE cp.Status IN (1,4,5,7)


SELECT pp.PatNum,-pp.CompletedAmt AS TranAmount

FROM payplan pp) trans

GROUP BY trans.PatNum) patbalINNER JOIN patient p ON p.PatNum=patbal.PatNum

INNER JOIN patient g ON g.PatNum=p.Guarantor

WHERE g.BalTotal=0


HAVING ABS(SUM(PatBal))<0.005 AND SUM(ABS(PatBal))>0.005