Keywords: out of balance, ledger, due now, future due, total due, contract, adjustment, balance, ledger correction, credit balance
Summary
This article explains how to identify an out of balance ledger in Cloud 9 and how to fix it. It covers how to read the Due Now, Future Due, and Total Due fields, how to correct contract related balance issues, and when to contact Cloud 9 Support.
Overview
At the top of every ledger in Cloud 9 there are three fields that show the account balance. Understanding what each one means is the first step to identifying whether a ledger is in balance or not.
- Due Now: Any current or past due balance.
- Future Due: Any amount in a contract that has not yet been charged out or moved to Due Now.
- Total Due: The combined total of the ledger.
For a correct and in balance ledger, the formula is always: Due Now + Future Due = Total Due.
How to Tell if a Ledger Is Out of Balance
Examples of balanced ledgers:
- Ledger 1: Due Now of $1,412.00 + Future Due of $200.00 = Total Due of $1,612.00. In balance.
- Ledger 2: Due Now of $9,290.76 + Future Due of $4,750.00 = Total Due of $14,040.76. In balance.
- Ledger 3: Due Now of ($157.00) + Future Due of $2,566.00 = Total Due of $2,409.00. In balance.
Note: In Cloud 9, credit balances are expressed inside parentheses. Ledger 3 has a credit balance in the Due Now field which makes it look trickier at first glance, but it is still in balance.
What an out of balance ledger looks like:
An out of balance ledger is one where the Due Now plus the Future Due does not equal the Total Due. For example, a ledger with a Due Now of $320.68 and a Future Due of $0.00 should have a Total Due of $320.68. If the Total Due instead shows $160.34, the ledger is out of balance and needs to be corrected.
Fixing an Out of Balance Ledger
There are two ways to fix an out of balance ledger depending on the cause. The first step is always to check the contract, as many out of balance conditions are caused by a contract issue that can be corrected without contacting Support.
Out of Balance due to a Contract Issue
Go into the patient’s contract and look for either of the following:
Issue 1: The number of charges shows as zero
If the # column in the contract shows all zeroes, this can cause the ledger to appear out of balance. To fix this:
- Change the number of claims or payments to 1 and save.
- Set the number back to the correct original number.
- Fill in the correct dates and amounts and save the contract.
- Refresh the ledger and confirm the Due Now plus Future Due now equals the Total Due.
Issue 2: The Type column is blank
If the Type column in the contract is blank where charges and adjustments should appear, the fix is the same:
- Change the number of claims or payments to 1 and save.
- Set the number back to the correct original number.
- Fill in the correct information and save the contract.
- Refresh the ledger and confirm it is now in balance.
Once the contract is saved with the corrected information and the ledger is refreshed, the Due Now plus Future Due should equal the Total Due and the out of balance condition will be resolved.
True Out of Balance Ledger: Contact Support
If you have checked the contract and corrected any issues but the ledger is still out of balance, this is a true out of balance condition that cannot be fixed on your end.
For example, a ledger with a Due Now of $400.00 and a Future Due of $5,800.00 should have a Total Due of $6,200.00. If the Total Due instead shows $6,000.00, the ledger is out of balance and no adjustment you make on your end will correct it.
No matter what adjustment you attempt to enter, it will continue to show as out of balance until Support corrects it on the back end.
Action Required: Contact Cloud 9 Support and let us know the ledger is out of balance. Our Support team will be able to assist you in correcting it.
As always, if you have any further questions, please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.