Exporting GL information
Agencies have the ability to export General Ledger (GL) transactions from CT|One into their General Ledger (GL) software. This assists with reconciliation between CT|One and the GL.
This feature enables posting GL in a manner similar to that of Schedule Batches or Progress Note Batches, and an option to produce an importable file into accounting software.
Process: Define account masks and the output location in the CT|One Master and create GL Masks through the Action Code Maintenance. Once setup is complete, use the GL Posting process to post the GL and use the Export process to generate the output file. Completing the following setup tasks allows CT|One to encode your claims’ line items with the RBHA, Program, Fund, Type of Service, etc. In addition, this creates the output file with the correct data and in the correct format necessary to import into GL software.
CT|One Master Setup
CT|One uses Masks to create GL account entries from the source line items. Masks and other options regarding the GL setup are defined in the CT|One Master. Access the CT|One Master by clicking on Core > CT|One Master, then click the GL tab.
The settings chosen determine how CT|One will handle the overall GL Posting process. Each option is explained in the table on the following page.
Important Note: Each mask type must have the corresponding maintenance areas configured. The example above shows the Fund and RBHA with 2-character masks. Therefore the Fund and RBHA maintenance windows must be configured. On these windows, enter the GL Code that corresponds to the appropriate Fund or RBHA in the field titled GL Code. The example above shows 2-characters for the masks, therefore 2-characters must also be used as the GL Code on the maintenance windows.
Field Explanation
| Field | Explanation |
| Current Period | The format is: 4 digit Year followed by 2 digit Month. This is the current time frame. This enables great flexibility as to month end closure (month end close out does not need to occur on the last day of the month). This can overlap after month end and must be changed manually when processing the next period. This setting dictates the posting period for during GL Posting. Think of this as the period of time being worked on, not necessarily the current month. |
| Process Date Type |
This setting dictates the Process Type on the GL Posting. Use Action Date: This will be the more common choice. This uses the date of the action on the claim (date of service, adjustment, etc), not the claims posting date. Ex: A service was rendered on the 28th of the month. It was entered on a charge batch on the 3rd of the following month. With this setting, CT|One will use the date of the action, the 28th during the GL Posting. Use Transaction Date: Uses the system stamped date of the line item (not service date). In the example above, the 3rd would be used in the GL Posting process. |
| Export Folder | This is the storage location of the output GL file. Enter the path to export the file to. This uses the UNC: \\Servername\Volume\Directory. Ex: \\Server1\D\GLOutputFiles. |
| Account Mask Options | Masks can be thought of as place holders. Here is where the number of place holders are determined that appear in the GL account number for each segment (Fund, RBHA, etc). Ex: If the GL code has 2 characters for the Fund, you would type in FF. If your GL account # were 1234-XX-XXX, here is where you tell CT|One the first XX = FF (Fund) and the second set, XXX = RRR (RBHA). Use the legend listed on the window below the selections. |
| RePost if Changed |
If there is a change on the claim; should all services be reposted for that claim? Yes: Will repost the claims’ line items showing the change. No: Does not repost any changes to the claims’ line items. Ex: If the fund is changed on a line item and Yes is chosen, the claim will show the corrected line items. If No is chosen, no corrected line items would be shown. Typically, you would choose Yes for the Fund and RBHA. |
Action Code Maintenance
The next task of set up will be to add masks to specific action codes. At this point, action codes should currently be in use so you will be adding GL Masks to existing action codes that are revenue related (write-offs, payments, adjustments). For more details on action codes, please see Section 2.11-b of the User Guide. Adding masks to the action codes enables ClaimTrak to add the correct entries to the GL Post batch, thus including these line items in the output file and allowing you to import them into your accounting software. Each action code you want to have an entry in the GL should have a GL Mask assigned.
Access the Action Code Maintenance window by clicking Billing > Maintenance > Action Code, then click the GL tab. Select an action code on the left and click the Add GL Mask button at the bottom of the window (to edit an existing GL Mask, double click the line in the grid).
The GL Account Mask window will appear.
This window allows you to enter, for the chosen action code, the effective dates and account masks. Enter all necessary information using the legend provided to create the mask. Click OK to save your mask or Cancel to erase you changes.
Field Explanation
| Field | Explanation |
| Effective Date | The date this mask will be effective. |
| Expiration Date | The date this mask is no longer valid. This field can be left blank. |
| Debit 1 Account Mask | Your Debit account number; comprised of the account number, separators and options such as the Fund, RBHA, Program etc. If your GL debit account # were 1234- 2 digit RBHA- 4 digit Program, you could enter 1234-RR-PPPP. |
| Credit 1 Account Mask | Your Credit account number; comprised of the account number, separators and options such as the Fund, RBHA, Program etc. If your GL credit account # were 1234-2 digit RBHA- 4 digit Program and 2 digit Sub Program, you could enter 1234-RR-PPPP-SS. |
GL Posting Process
Posting the GL is the actual process of creating GL transactions from the claim history (based on masked action codes) and storing them for reporting in CT|One or exporting purposes. The system will gather all the necessary information similar to when posting Progress Notes or a batch. Because of the system defaults in this window, the GL may be posted often without any adverse effects.
To Post the GL, click on Billing > General Ledger > Post GL to open the GL Post window.
- The GL Period was defined in the CT|One Master on the GL tab, in the Current Period field. This is not editable here.
- The Process Type was defined in the CT|One Master on the GL tab, Process Date Type field. This field is not editable here.
- The From Date will default to 1/1/1980 so the system will capture all necessary data.
- The Thru Dateis the ending period you want to capture and will usually be the current date.
- The Process Date Type chosen in the CT|One Master work in conjunction with these From and Thru dates. In the CT|One Master, you choose to either use the Transaction Date (claim posting date) or the Action Date (date of service). The dates you select in the GL Post are referring to these dates, either the Transaction Date or the Action Date.
- The Error Rpt Sort and Submit Rpt Sorts are the sort options for the respective reports. At this time, the only options available will be Claim No meaning the report will be sorted numerically by Claim number.
Clicking OK will produce an error report if any errors are present. If there are errors, they must be cleared before the process will continue. Possible errors will be issues such as missing claim numbers, incorrect data length, etc. Clicking OK will produce the Submit report. This will summarize the action codes that are included in this Post. Clicking the Update button here will complete the process. If you are not exporting a file for import into your GL software you have completed the posting process. The next section explains how to export the GL file.
Exporting the GL File
Remarkable Health has provided the ability to export the GL file for those agencies that are using accounting software to reconcile their GL. Not every agency will find it necessary to export their GL file. The format and structure of the output file will vary between agencies, as this is a highly customized file. This file has been designed by Remarkable Health based on the specific needs of the accounting software you are using. However, the process of creating the output file will be the same for all agencies.
After you have posted the GL, the file is ready to be exported. Click on Billing > General Ledger > Export GL to access the GL File Export window.
The From Date and the Thru Date will default to the current month range, but can be changed to enter dates as needed. In the GL Period dropdown, choose the Period to export. These periods will be all of the periods that have successfully posted for in the past (posts with no errors). The File field is the name of the file that will be exported. This is an auto generated file name and cannot be changed here. Notice the name of the file is GL followed by the current four digit year, two digit month, two digit day, the time, including seconds and ending with .txt. Clicking OK will export the file to the path you chose on the GL tab of the ClaimTrak Master, Export Folder field.
The output file type will be a text file, which has been designed by CT|One to meet the needs of most accounting software. Remarkable Health can accommodate most agencies’ needs for alternative file formats. Please contact a Remarkable Health Support representative to obtain individualized assistance.
Remarkable Health must be made aware if agency software changes to ensure the file format is compatible or to create a new file format.
The above steps produce the export file which must then be imported into agency GL software and follow agency practices as needed to reconcile.
Closing the Current Period
Once the GL has been posted or posted and exported, the Current Period needs to be changed. By following this process, new period is opened and the current period is closed in the same action. This means there will always only be one period open at a time. To change the current period, access the CT|One Master by clicking Core > CT|One Master and click on the GL tab. The CT|One Master will open.
Click the Edit button at the bottom of the window and change the Current Period field to reflect the next period, typically the next month. Use the syntax of 4 digit year followed by the 2 digit month. When complete, click the Save button at the bottom of the window. Typically, there will be no need to change any of the other settings on this page.
Note: This is the only way to signify the ending of the current period and the beginning of the next.
Reporting
You have the ability to report on the GL export. This report is located in Reports > Process Reports > Core Production Reports > GL Report. Items included on this report are GL codes that have been created during the posting process.