To support multiple bookkeeping systems and make bookkeeping simpler, we offer tailor-made bookkeeping reports in the analytics section: the sales journal entries report and the payment journal entries report. These reports are structured to easily import your financial data from Clinicminds into your bookkeeping system.

We recommend reviewing this support page and the reports together with your bookkeeper. When you take the time set up certain settings in Clinicminds (like general ledger account numbers and tax codes), your financial data can be imported into your bookkeeping system easily and fast in the future.

Report descriptions

Sales journal entries

The sales journal entries report (πŸ‡³πŸ‡± verkoopboekingen) contains all invoice lines from your invoices. These are the treatments, products, and packages that you sold by creating invoices in Clinicminds. Invoice lines from credit invoices are also included. These entries should be imported into your bookkeeping system as revenue (πŸ‡³πŸ‡± omzet).

For each treatment, product, and package in your account, you can set up a general ledger account number (πŸ‡³πŸ‡± grootboekrekening). For each entry (row) in the report, the account number of the corresponding treatment/product/package is displayed. This is useful to automatically link sales journal entries to the right general ledger account in your bookkeeping. (For example, 8010 for product sales, 8020 for injectables treatments, and 8030 for other treatments.)

Taxes like VAT (πŸ‡³πŸ‡± belastingen zoals BTW) can be displayed in two ways:

A) By default, the tax amount for each entry is displayed in a separate column in the row of each entry. Additionally, a column with the tax code is displayed. You can set up tax codes for all tax rates in your account.

B) Alternatively, the tax amounts can be displayed as separate entries (rows) in the reports. In this situation, you can set up a general ledger account number (πŸ‡³πŸ‡± grootboekrekening) for each tax rate in your account, which will be displayed with each entry.

The tax code and general ledger account number are useful to automatically link tax amounts to the right account in your bookkeeping.

Payment journal entries

The payment journal entries report (πŸ‡³πŸ‡± betalingsboekingen) contains all payments from your invoices. These are the amounts paid using payment methods that you specified when creating invoices in Clinicminds. Payments from credit invoices are also included. These entries should be imported into your bookkeeping system as entries on your liquid assets (πŸ‡³πŸ‡± liquide middelen).

For each payment method in your account, you can set up a general ledger account number (πŸ‡³πŸ‡± grootboekrekening). For each entry (row) in the report, the account number of the corresponding payment method is displayed. This is useful to automatically link payment journal entries to the right general ledger account in your bookkeeping. (For example, 1000 for cash, 1100 for bank transfers, etc.)

Payments that occur afterwards, like bank transfers, can optionally be displayed with accounts receivable entries (πŸ‡³πŸ‡± debiteuren). When enabled, an accounts receivable entry is displayed for such payments on the invoice date. On the payment date (registered in Clinicminds), a negative accounts receivable entry is displayed, together with the entry corresponding to the chosen payment method.

Report examples

To get an idea of how the data is structured in the bookkeeping reports, we provide an example containing the journal entries for one invoice.

The highlighted columns are most relevant to easily link entries from the reports in your bookkeeping. The values can be set up in Clinicminds (like general ledger account numbers and tax codes). Consult with your bookkeeper to find out which values should be set up, so your data from Clinicminds can easily be imported into your bookkeeping system.

Example invoice: 19010001 (1 January 2019):

Invoice lines: Product A (€ 25 incl. 20% high VAT);
Treatment X (€ 750 incl. 10% low VAT)

Payment methods: Cash (€ 250); Bank transfer (€ 525, received 5 January 2019)

Sales journal entries

Sales journal entries β€” option A) Taxes in separate columns

In the example above, the tax amount for each entry is displayed in a separate column in the row of each entry. Note that general ledger account numbers and tax codes are displayed. These can be set up in Clinicminds, so the entries can easily be linked to the right accounts in your bookkeeping.

Sales journal entries β€” option B) Taxes as separate entries

n the example above, the tax amounts are displayed as separate entries (rows). Note that general ledger account numbers are displayed. These can be set up in Clinicminds, so the entries can easily be linked to the right accounts in your bookkeeping.

Payment journal entries

Payment journal entries β€” Without accounts receivable entries

In the example above, the bank transfer is only displayed on the payment date (registered in Clinicminds). Note that general ledger account numbers are displayed. These can be set up in Clinicminds, so the entries can easily be linked to the right accounts in your bookkeeping.

Payment journal entries β€” With accounts receivable entries

In the example above, an accounts receivable entry for the invoice total is displayed on the invoice date. On the separate payment dates of the cash and bank transfer payments (registered in Clinicminds), negative accounts receivable entries are displayed, together with cash/bank transfer entries. Note that general ledger account numbers are displayed. These can be set up in Clinicminds, so the entries can easily be linked to the right accounts in your bookkeeping.

Relevant bookkeeping settings

As explained above, you can set up certain settings in Clinicminds (like general ledger account numbers and tax codes). Consult with your bookkeeper to find out which values should be set up, so your data from Clinicminds can easily be imported into your bookkeeping system.

Treatments, products, and packages

For each treatment, product, and package in your account, you can set up a general ledger account number (πŸ‡³πŸ‡± grootboekrekening). This is useful to automatically link sales journal entries to the right general ledger account in your bookkeeping.Β 

(For example, 8010 for product sales, 8020 for injectables treatments, and 8030 for other treatments.)

You can set the general ledger account number for treatment, products, and packages in Clinicminds via menu > Record Settings > Treatments & Products.

Set the general ledger account number for treatment, products, and packages in Clinicminds.

Tax rates

For each tax rate in your account, you can set up a general ledger account number (πŸ‡³πŸ‡± grootboekrekening) or tax code. This is useful to automatically link tax amounts from sales journal entries to the right account in your bookkeeping.Β 

(For example, 1510 for high VAT, and 1520 for low VAT.)

When exporting your sales journal entries, you can choose to either display the tax amount and tax code in separate columns, or display the tax amount and general ledger account number as separate entries (rows).

You can set the general ledger account number and tax codes in Clinicminds via menu > Clinic Settings > Finance > Tax Rates.

Set the general ledger account number and codes for tax rates in Clinicminds.

Payment methodsΒ 

For each payment method in your account, you can set up a general ledger account number (πŸ‡³πŸ‡± grootboekrekening). This is useful to automatically link payment journal entries to the right general ledger account in your bookkeeping.Β 

(For example, 1000 for cash, 1100 for bank transfers, etc.)

Payments that occur afterwards, like bank transfers, can optionally be displayed with accounts receivable entries (πŸ‡³πŸ‡± debiteuren), for which you can specify the account number separately.

You can set the general ledger account number in Clinicminds via menu > Clinic Settings > Finance > Payment Methods.

Set the general ledger account number for payment methods in Clinicminds

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