Chapter 08 : Hospital Sales Reports

Introduction to Hospital Sales Reports.
Sales reports are an integral component of Paperless Hospital, offering invaluable insights into the financial performance of a medical practice. These reports provide a comprehensive overview of sales activities within the hospital, including revenue generated from various services and transactions. For competent managers, sales reports serve as indispensable tools for informed decision-making and strategic planning. By analysing sales data, managers can identify trends, assess the effectiveness of marketing initiatives, and optimise resource allocation to maximise profitability and efficiency.
In addition to managers, cashiers also benefit significantly from sales reports as they fulfill their responsibilities within the hospital's retail environment. These reports enable cashiers to track daily transactions, reconcile cash registers, and identify any discrepancies or irregularities in sales activities. By leveraging their own sales reports, cashiers can ensure accuracy in financial transactions and uphold accountability in their roles.
Exploring Sales Report types
Detailed
Summarised
Comprehensive
Provides comprehensive data for all system transactions within a specified time frame.
Summarised system wide transactions within a specified time frame.
By practice number
Allows for the analysis of transactions processed within or for a specific medical practice within a specified time frame.
Summarised data of transactions corresponding to a particular medical practice within a specified time frame.
By cashier
Gives performance insights on individual cashiers within a specified time frame.
Summary data for each cashier within a specified time frame.
By attending doctor
Provides patient utilisation patterns and the impact that a particular doctor has on revenue within a specified time frame.
Summary data for each doctor within a specified time frame.
To fully illustrate the breadth of sales reporting capabilities within the software, a grid serves as an ideal representation. This grid delineates the two main types of sales reports: detailed and summarised. Within each type, various reporting options are available, ranging from comprehensive analyses of all system transactions to isolated reports based on specific criteria such as practice number, cashier, or attending doctor. Each report can be further refined by selecting a time range, allowing users to analyse sales data within specific temporal parameters.
Sales reports focusing on transactions associated with a particular practice number, cashier, or attending doctor offer tailored insights into the performance of these entities within the hospital. By generating reports specific to a practice number, administrators can evaluate the financial contributions of individual departments or clinics, enabling targeted interventions for optimisation. Similarly, cashier-specific reports facilitate monitoring of individual performance and adherence to financial protocols. Reports segmented by attending doctor provide valuable feedback on patient utilisation patterns, enabling physicians to assess their impact on hospital revenue and patient engagement. Each of these reports can be customised to reflect transactions within a defined time frame, facilitating meaningful analysis and decision-making.
Interpreting Reports for Informed Decision-Making
Understanding how to interpret the reports generated by Paperless is paramount for effective utilisation. Notably, sales reports do not include any graphs, pie charts or other visualisations. Users are encouraged to familiarise themselves with the structure of each report, discerning the significance of every column and entry. By investing time in understanding the nuances of the reports, users can harness the full potential of the software, making informed decisions to drive operational excellence and financial success.
Revenue, Assets and General Ledger Accounts
Despite the software's robust accounting module, advanced knowledge of accounting is not required to understand sales reports. However, familiarity with key terms such as assets and general ledger accounts is beneficial. In accounting, an asset refers to anything of value owned by a person or business, while a general ledger account is a record used to sort and store a company's transactions. Notably, when sales transactions are processed, assets increase, which is reflected in the Revenue Summary Table at the top of each report. For a detailed explanation of the Revenue Summary Table, please refer to this page.

Sections in a Hospital Sales Report.
This page details the sections of a Hospital sales report provides an in-depth examination of the report's components. Each section serves a crucial role in presenting essential information for effective financial analysis and decision-making within Paperless Hospital.
Header Section
In its default configuration, this section features prominent, bold text that spells out the company’s name and address. There is a system setting which when toggled replaces the default text with a pre-selected image in the header. This header image can either span the full width across the top of each page or be displayed with a limited width within the same section on each page.
Title Section
This section signifies the report type and the time frame it encompasses.
Revenue Summary Table
This section summarises all Revenue resulting from the transactions listed further down in that particular report.
Consider a sales report that details transactions where the total cash revenue amounted to USD $200.00. In such a report, the Revenue Summary Table would feature a row specifically reflecting this cash revenue, in it's specific currency. This row would be labeled as [11110] - Cash (USD). The number 11110, enclosed in square brackets, represents the unique General Ledge Account number for the Cash (USD) General Ledger Account. Technically (in accounting terms and in the Chart of Accounts) this [11110] - Cash (USD) account is classified as an Asset account as opposed to being classified as a Revenue account. Each General Ledger Account has its own distinct account number.
In addition to the cash and electronic (i.e. bank account) forms of revenues, another form of revenue is Accounts Receivable (abbreviated as AR). These debts are considered assets in much the same way that cash and bank account funds are considered as assets. In the chart of accounts, the Accounts Receivable General Ledger Account has four child accounts, each representing a different type of debtor.
  
Corporates (AR)
  
Customers (AR)
  
Patients (AR)
  
Medical Aid Societies (AR)
The Medical Aid Societies (AR) General Ledger Account is subdivided into 30+ sub-accounts, each corresponding to a different medical aid society company. Given that claims constitute a significant revenue stream for medical practices, most reports will feature at least one of these 30+ Medical Aid Society sub-accounts in the Revenue Summary Table.
Consider a sales report that details transactions involving claims from different Cimas patients over a period of time. Consider that these patients treated on different days, also have policies denominated in different currencies. Suppose the total of the USD claim amounts is USD $1,200.00 (for the USD denominated Cimas policies) and the total of the ZIG claim amounts is ZIG $34,500.00 (for the ZIG denominated Cimas policies). In such a case, the Revenue Summary Table would feature two separate rows, each corresponding to the General Ledger Account [11330.09] - (AR) Cimas. In one of the rows corresponding to Cimas, the revenue amount of USD $1,200.00 would be displayed, while in the other row, the ZIG $34,500.00 revenue amount would be shown. Note that rows in the Revenue Summary Table can only detail revenue in just one (1) currency. In the example we just referenced, one (1) medical aid society is responsible for revenue in two (2) different currencies, hence 2 rows in the Revenue Summary Table are necessary to detail revenue due to that society.
Detailed Sales Overview Table (exclusive to detailed sales reports)
It provides a comprehensive breakdown of every service or inventory item sold within the hospital management software. This table has several columns, each offering valuable insights into the transactions. Here is a list of the columns in the order they appear from left to right :
date
time
journal entry number : Useful for identifying and potentially reversing specific transactions.
line description
patient full name
quantity sold
sales price : This column displays the price at which each item was sold. It is listed in the default currency of the system, which is typically USD.
extended sales price : Calculated by multiplying the sales price by the quantity sold, this column represents the total revenue generated for each item. Also listed in the default system currency, which is typically USD.
Notably, sales prices are consistently listed in the default currency of the system, typically USD, ensuring uniformity across all reports regardless of the currency used in transactions.
The total sales value in the default currency for all transactions within a report is highlighted at the bottom of a Sales Overview Table in bold text. For deeper understanding of this total and how it relates to the data in the Revenue Summary table, please consult the section titled "Comparing the total from a Sales Overview Table and Revenue Summary Data".
Summarised Sales Overview Table (exclusive to summarised sales reports)
It consolidates multiple instances of the sale of a specific service or item. This aggregation process condenses individual transactions into a single row, displaying the total quantity sold during the report period. As a result, transaction-specific details such as time and journal entry number are not included in this table. Instead, it features the following columns :
line description
quantity
max paid : Particularly useful for differentiating sales prices within separate transactions for the same item, as it lists the highest sales price among these transactions in each respective row. This amount is listed in the default currency of the system, which is typically USD.
sales : Provides a comprehensive overview of the total monetary value generated from the collective sales of individual items during the reporting period. Also listed in the default system currency, which is typically USD.
The total sales value in the default currency for all transactions within a report is highlighted at the bottom of a Sales Overview Table in bold text. For deeper understanding of this total and how it relates to the data in the Revenue Summary table, please consult the section titled "Comparing the total from a Sales Overview Table and Revenue Summary Data".
Comparing the total from a Sales Overview Table and Revenue Summary Data
Both Sales Overview Tables provide valuable insights into sales data. The total shown at the bottom of these tables represents the overall sales values recorded during the report period, all in terms of the default currency.
When comparing the total in a Sales Overview Table with the information in the Revenue Summary Table, it's important to consider currency conversion. While the total in a Sales Overview Table is always in the default currency, the Revenue Summary Table breaks down sales revenue by different transaction currencies. To make a fair comparison, currency values in the Revenue Summary Table need to be converted into their default currency equivalents using the exchange rates at the time of transaction processing.
In essence, Sales Overview Tables and the Revenue Summary Table work together to provide a comprehensive understanding of sales revenue. By combining and analyzing data from both sources, users can identify trends, make informed decisions, and improve operational efficiency and financial success.

Accessing Hospital Sales Reports via the Menu
Accessing Hospital Sales reports is granted to authorised employees by the Hospital Administrator through the Employee Roles Page.
Opening sales reports via the menu grants access to all available types of sales reports in the system. For details on the types of reports, click here. Alternatively, accessing sales reports via the toolbar is the quickest method, especially suitable for cashiers. However, this method only provides access to the Comprehensive sales reports. For instructions on accessing a sales report via the toolbar, click here.
When a report is accessed using the instructions in this page, it automatically opens in the system and generates a PDF version stored in a special Windows folder. Click here for more information on this special Windows folder where system generated documents are stored. There is a system setting which allows for the printing out of an excel version of every pdf document generated by the system. For more information on this system setting, click here.
Instructions for opening sales reports via the menu :
Position your cursor over the menu, which is situated at the top of the homepage, and click the Sales Reports item in the top-level menu. This action will reveal a dropdown menu, which lists the different types of sales report types available in the system. For details on the types of sales reports, click here.
Select the relevant sales report type from the dropdown menu. This action will reveal another dropdown menu with two options: Detailed or Summarised. After selecting either the detailed or summarised option, the Report Parameter Selection Page will open.
Fill in relevant inputs on the Report Parameter Selection Page. Depending on the report type selected, additional inputs such as practice or cashier selectors may be present. Specify a time range for the sales report.
Once all inputs are completed, the Print Toolbar Button will become active. Click the Print Toolbar Button to generate the sales report.
The Report Parameter Selection Page will close, and the desired report will open for viewing. Interpreting a sales report relies on understanding its sections. Click here for a breakdown of the different sections of a sales report.
If the chosen report type is comprehensive, upon opening the Sales Report, additional related reports are automatically opened. For the Comprehensive Detailed Sales Report, the following reports are opened : 1) Detailed Statement of Cash Flows. For the Comprehensive Summarized Report, the following reports are opened : 1) Summarized Statement of Cash Flows, 2) Statement of Changes.

Accessing Hospital Sales Reports via the Toolbar
Accessing Hospital Sales reports is granted to authorised employees by the Hospital Administrator through the Employee Roles Page.
Accessing sales reports through the toolbar offers the fastest route, particularly convenient for cashiers. However, it's worth noting that this method exclusively grants access to the Comprehensive sales reports. An alternative approach is accessing sales reports via the menu, which offers access to all available types of sales reports. For detailed instructions on accessing sales reports via the menu, click here.
When a report is accessed using the instructions in this page, it automatically opens in the system and generates a PDF version stored in a special Windows folder. Click here for more information on this special Windows folder where system generated documents are stored. There is a system setting which allows for the printing out of an excel version of every pdf document generated by the system. For more information on this system setting, click here.
Instructions for opening sales reports via the toolbar :
Start from the homepage and click on the Report Toolbar Button. This action will open the Quick Time Range Selector.
Using the Quick Time Range Selector : The Quick Time Range Selector is a tool designed for swiftly choosing a specific time range. It provides a list of pre-set time ranges and an option for selecting a custom time range. By default, the only pre-set time range is 'Today', which covers the entire day from 00:00hrs to 23:59hrs. If you wish to select a custom time range, click on 'Custom', which will lead you to the Time Range Selection page. If you have a specific time range that you frequently use and would like it to be included in this list, please inform our technical support team.
Selecting a Custom Time Range : Skip this instruction if you selected a pre-set time range in the Quick Time Range Selector. The Time Range Selection page allows you to specify a unique time range for the report. This involves selecting a start time (referred to as 'From Time') and an end time (referred to as 'To Time'). To select the 'From Time', click on the corresponding input field and a date-time selector will appear. Choose the desired date and time. Repeat the process for the 'To Time'. After both times have been selected, click the Next Toolbar Button at the bottom of the page.
Choosing the Report Type : Once a time range has been specified, the next step is to select the type of report you wish to generate. Two options are available: 'Comprehensive Detailed Report' and 'Comprehensive Summarised Report'. These options will be presented in a prompt window from which you can make your selection.
Viewing the Report : After the report type has been selected, the report will be generated and displayed for your review.
Upon opening of the report, additional related reports are automatically opened. For the Comprehensive Detailed Sales Report, the following reports are opened : 1) Detailed Statement of Cash Flows. For the Comprehensive Summarized Report, the following reports are opened : 1) Summarized Statement of Cash Flows, 2) Statement of Changes.