An accounting period defines the time range over which transactions are performed, such as for services provided or for payments posted. In DrCloudEHR, each month of the year constitutes an accounting period. 

When a user submits a claim or a payment in DrCloudEHR, the user selects a Bill Date or a Post To Date that is associated in the application with an open accounting period. The application adds the claim or payment data to the corresponding accounting period.

Contact DrCloudEHR Sales to add this feature to your site.

This topic contains the following sections:

Create Accounting Periods

You can choose to create a single accounting period, or you can create up to 12 accounting periods for the selected year. 

If you choose to create up to 12 accounting periods, the application creates accounting periods from the last existing accounting period in the system to the current month. For example, if an accounting period exists for February 2020, and the current month is October 2020, the application creates accounting periods from March 2020 to September 2020. 

1. Click the Billing tab at the top of the page.
2. Click the Accounting Period tab in the left-hand navigation bar.
3. Select the year for which you want to display accounting periods. The page displays the existing accounting periods for the selected year.
4. Do one of the following:
   • Click Add to create a new accounting period. Select the year in which to create the accounting period.
   • Click Create to create up to 12 accounting periods for the selected year, from the last existing accounting period in the system to the current month. Select the year in which to create the accounting period.

Modify or Close an Accounting Period

Claims and payments are posted only to accounting periods in the Open status. You must close an accounting period before you export claims and payment data for the period from DrCloudERH to your general ledger system. If the accounting period remains open, the system might export unwanted transactions to your general ledger.

Note: After you close an accounting period, no new transactions can be posted to the period. In addition, all encounters created during the accounting period are also closed, and cannot be edited or updated.

1. Click the Billing tab at the top of the page.
2. Click the Accounting Period tab in the left-hand navigation bar.
3. Select the year for which you want to display accounting periods. The page displays the existing accounting periods for the selected year.
4. Click Edit in the Action column.
   
5. Change the name or status of the existing accounting period, close the accounting period, or re-open a closed accounting period. 
6. Click Save.