In Jane, there are four different types of dates to get acquainted with: the purchase, invoiced, received at, and applied dates. This purpose of this guide is to explain what these different dates represent, where they can be found and changed in Jane, as well as the different report(s) that they are associated with.
We also recommend that you check out our webinar above on Understanding Your Business With Jane Reporting if you’d like to see all of this in action!
What is the Purchase Date?
The Purchase date represents the date that a particular session or product sale took place. If a patient came in for their chiropractic adjustment on May 11th, this would be the purchase date for that appointment.
Likewise, if a client came in and bought a few supplements on February 2nd, this would be the default purchase date for that sale.
Where can I find the Purchase Date?
You will be able to find the Purchase Date located under the “Purchase Details” section of the particular treatment or product purchase page. This can be accessed by visiting a client’s Profile > Billing > Purchases area, then clicking View next to the line item you are working with.
If the purchase is a treatment, then the Purchase Date will always match the date that the session was booked in for and can not be modified.
However, if the purchase is a product, the Purchase Date will default to the date when the product was invoiced to the patient. If you are recording a product sale at a later point after the sale had occurred, you may want to go back and adjust this to reflect the original date when the product was purchased. You’ll notice that unlike treatments, the Purchase Date area for products can be modified.
It is also worth noting that the date under the “Date” column of the Billing > Purchases area represents the Purchase Date (not the Invoice Date) for that line item.
How is the Purchase Date Used?
The Purchase Date is used in the Sales Report to determine which invoices are pulled up when a date range is set. The Purchase Date is the default setting for this report (not the invoice date), but you will be able to toggle between the two using the filter at the top of the page.
What is the Invoice Date?
The Invoice Date represents the date that the invoice for a particular session or product sale was issued. Typically, the invoice date and the purchase date are the same, but this may not always be the case. For example, a provider might see their client multiple times during the month but will issue all of the invoices for the appointments at the end of the month.
Where can I find the Invoice Date?
You will be able to view and modify the invoice date by clicking on the blue invoice text for a particular sale by visiting the patient’s Billing > Purchases area.
The invoice date can be modified by clicking on the field at the top left. A friendly reminder that the invoice date can not be set to a date that has not happened yet. Clicking Save at the bottom corner of the invoice details page will commit any changes that were made.
How is the Invoice Date Used?
Like the Purchase Date, the Invoice Date is used in the Sales Report to determine which invoices are pulled up when a date range is set. The Invoice Date is not the default setting for this report, but you will be able to change this using the filter at the top of the page.
🌟Note: If you are working with invoice reversals in your account, you will want to make sure that you sort the Sales Report by Invoice Date in order to see any changes made to past invoices in the current period.
The Invoiced Date is also how the Invoiced (Accrual) version of the Compensation Report is filtered by.
You will be able to see a full list of relevant invoices associated with a particular staff member for the specified date range if you turn on the Detail view.
Received At Date
What is the Received At Date?
This date represents when a particular transaction took place, which can also be thought of as when the clinic received a payment from a patient or third party. This date will often be the same as the purchase date (when the appointment took place), but may not always be the case. For example, a patient may pay for their upcoming appointment in advance, or the clinic received an insurer cheque in the mail for a session that was held a month ago.
Where can I find the Received At Date?
The Received At Date is a part of the payment details, which can be found by visiting the patient’s Profile > Billing > Payments area and clicking View next to the relevant transaction.
From here, the Received At Date is located at the top of the page and can be modified by clicking on the Edit button.
When collecting private payments from clients, Jane assumes that a Received At Date is the same as when the payment was processed, since more often than not clients will pay for their appointment on the same day. However, this would be where you could edit this information as needed.
It is worth noting that the date under the “Payment Date” column of the Billing > Payments area represents the Received At Date for that transaction.
How is the Received At Date Used?
The Received At Date is used by the Transactions Report (and Daily Transactions Report) when a date range is specified.
And since we’ve gone over the purchase, invoice, and received at dates already— we can also take a peek at how these dates appear on an invoice document:
What is the Applied Date?
The Applied Date represents the date when a particular payment was associated with an invoice. More often than not, the date payment is collected (received at date), and the date payment is connected to an invoice will be the same. During the standard payment collection workflow, Jane will ask which invoices the payment is being collected for indicated by the little check boxes next to the invoice. After the payment is received, the payment will be automatically applied to the listed invoices.
Where can I find the Applied Date?
The Applied Date can also be found under the patient’s Profile > Billing > Payments area. The Applied Date is listed in the middle of the page.
You will very rarely need to change the applied date for when a payment was applied, more on this in a little bit. However, if you do want to change this date, it can be done by using the pencil icon on the righthand side.
The Applied Date is unique compared with the other dates because there is an applied date associated with every apply/unapply action that is performed for a particular payment. In the example below, a payment was originally applied to an invoice on May 18th ($50). It was then unapplied on May 20th for the value of (-$50), and then finally reapplied on May 20th again to pay off the invoice.
While it is possible to change the applied dates for each of these individual actions, we wanted to reiterate that you will very likely not need to touch this date at all— Jane is doing the work here to make sure that any changes to a practitioner’s compensation will appear in the correct pay period.
How is the Applied Date Used?
The primary use of the Applied Date is to determine when a particular line item should show up on the Collected (Cash) version of the Compensation Report. This version of the report is designed to keep track of when an invoice is paid, so that the provider received their commission for the treatment or product sale once payment has been successfully received.
For that reason, this report is based on the Applied date, as it will keep track of (1) when an invoice was actually paid and (2) if an invoice has had a payment unapplied for some reason (e.g. issuing a refund, deleting a payment, or modifying the value of an invoice).
Unlike the Invoiced (Accrual) version of the Compensation Report, there is not a dedicated “Applied Date” column and you’ll just want to click on the blue Transaction text to bring up the payment details to confirm the applied date history in case you want to investigate a particular line item further.
If you have any questions about the different dates in Jane or how these will affect your reports, don’t hesitate to reach out to us at [email protected].