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      Revenue vs. Cash Report (PCC)

      Compare revenue from last month, to the cash received this month.

      1. About this report
      2. How we calculate the Revenue vs. Cash numbers
      3. How to check the accuracy of the report 
      4. The Difference between the "Revenue vs. Cash" report and the "Percent Collected" report
      5. FAQs

      1.  About this report

      • The Revenue vs. Cash Report shows you how much cash you posted this month, compared with how much revenue from prior month's services (all posting dates).
      • It appears on the Dashboard page.  It is available for companies who use PointClickCare.com (PCC) with DataRelay.
      • It is updated every 4 hours.
      • Only closed months in PCC will show constant Revenue and Cash numbers on the report.  If a month is still "open" (not closed) in PCC, then the numbers on the report may change until that month is closed. This is because transactions can be associated with an open month, until it is closed.

      2.  How we calculate the Revenue vs. Cash numbers

      • Revenue:
        • the Revenue column displays the revenue for the previous Posting Month only, for all Service Dates.
      • Cash:
        • the Cash columns show the cash with Posting Dates in the month shown only, for all Service Dates
      • Percent:
        • this equals the Cash posted this month, divided by the Revenue for the previous month's services.
      • Drill Through to see Underlying Data:

        • When you drill through from a cell (e.g., June 2025), the underlying data you see will be the transactions for that selected month, June 2025 in this case. You'll see the details for the Cash measure and the selected months Revenue, but not the transactions that make up the "Last Months Revenue" value, since those are from the previous month.

        • To see the underlying transactions for the revenue total shown, you will need to drill through from the previous month (e.g., May 2025). The total revenue displayed on the May 2025 drill-through page will match the "Last Months Revenue" value you saw for June 2025.

      3.  How to check the accuracy of the Revenue vs. Cash report 

      To confirm that the Revenue vs. Cash report is accurate, compare it with PointClickCare.com reports.

      Summary: run the PCC Transaction report to get Cash (for this month), and run it again to get Revenue (for last month), and confirm those numbers match the ARP Revenue vs. Cash report.

      Details: here’s how:

      1. In the Revenue vs. Cash report pick a closed month and Facility

        1. In the example below, we picked July 2025 for Rehab Center, for which
          1. Revenue (previous month i.e. in June) is $1,570,487
          2. Cash (in July) is $1,586,649
        2. Note: select a month that is closed in PointClickCare.  This will eliminate differences  due to recent transactions posted on an open month.  

      2. Get the Cash from PCC

        1. Run the Transaction Report for the selected month:
          1. PCC > open the same Facility (not the Management Console)
          2. Go to Reports > Transaction Report
            1. Print Report by: select Posting Date
            2. Date Range: select the date range from the selected month. Since we are analyzing July cash, we’ll set the date range from 7/1/25 to 7/31/25.
            3. Leave resident blank, and use the default report settings. Make sure the Report format  is set to CSV.

          3. Open the CSV file in Excel: In order to get the Cash for this month, you’ll need to filter every transaction that's not labeled as Cash (represented as Type “C” in column Q).
            1. Turn on a filter (highlight any cell in the row 1 then click Data > Filter)
            2. On Column Q "Type" filter to include (check): C (which stands for Cash)
            3. Add the values in Column U "Amount" by clicking on the column header to highlight all the values.
            4. The sum of Column U should match with the value checked in step 1 ($1,586,649), which confirms the Cash accuracy.

      3. Get the Revenue from PCC

        1. Run the Transaction Report for the previous month: Repeat the same steps above to validate the cash, but change the date range. 
          1. PCC > open the same Facility (not the Management Console)
          2. Go to Reports > Transaction Report
            1. Print Report by: select Posting Date
            2. Date Range: select the date range previous to the selected month. In our example, 6/1/25 to 6/30/25, because we're looking at Revenue in June 2025.
            3. Leave resident blank, and use these default report settings.
          3. Click Run Report
        2. Open the CSV file in Excel: To filter out other values and validate the revenue in this exported csv report, you’ll need to filter out the cash transactions (which are represented by Type “C”), and the writeoffs, which will depend on whether your company has set GL Codes for them or not.
        3. Check if you have GL codes set for writeoffs. To see this, go to the Settings > Percent Collected page in AR Proactive.
        4. If you DO have GL codes set, Writeoffs will be represented by the transactions with the GL Codes you’ve previously supplied AND also have not been labeled, or been labeled as Type “X”, so do as follows:
          1. Turn on a filter in the Excel (highlight any cell in the row 1 then click Data > Filter)
          2. On Column V "GL_Accounts" filter out (uncheck) the GL Codes you supplied on the Settings > Percent Collected page. If none appear, continue.
          3. On Column Q "Type" filter out (uncheck): Blanks, C
          4. Add the values in Column U "Amount" by clicking on the column header to highlight all the values.
          5. It should match with the value in step 1 ($1,570,487). This confirms the accuracy of the Revenue.
        5. If you do NOT have GL codes set for writeoffs, do as follows:
          1. Turn on a filter in the Excel (highlight any cell in the row 1 then click Data > Filter)
          2. On Column Q "Type" filter out (uncheck): Blanks and C
          3. On Column I "Charge_Code" filter out (uncheck) the Charge codes set for writeoffs by your company. You can check these codes by following the next flow:
            1. PCC > open the same Facility (not the Management Console)
            2. Go to Admin > Setup, and under Billing Setup, select Charge/Adjustment Codes


            3. Choose “Write Off/Bad Debt” as a parameter for the Charge/Adj. Category selector
            4. The Charge Codes shown in the table will be the ones you’ll need to filter out on Column I "Charge_Code".

              For this example, the codes to be unchecked would be BD DEBT, BD DEBT 2 and CARE BD.
          4. Add the values in Column U "Amount" by clicking on the column header to highlight all the values.
          5. It should match with the value checked in step 1, which confirms the accuracy of the Revenue.

       

      4.  The Difference between the "Revenue vs. Cash" report and the "Percent Collected" report



      • The date type used in each report is different:
        • The Revenue vs. Cash report relates transactions by Posting Date (regardless of the Service Date).
        • The Percent Collected report relates transactions by Service Date (regardless of the Posting Date).

      • The Revenue vs. Cash report  tells you "velocity", or how quickly you get paid.  For example,
        • This report is useful to understand cash flow speed.  It can help a Controller somewhat predict next month's cash flow, and know if there will be enough short-term cash for expenses, such as payroll.
        • Here some examples:
          • If you posted $100 in revenue last month, and you receive $100 in cash this month, your percent collected month-over-month is 100%.  It means you cash is coming in quickly and on-time.
          • If you posted $100 in revenue last month, and you receive $80 in cash this month, your percent collected month-over-month is 80%.  It means your cash is coming in slowly.  Assuming you'll be able to collect the remaining $20, you'll have a "catch-up" month in the future.
          • If you posted $100 in revenue last month, and you receive $120 in cash this month, your percent collected month-over-month is 120%.  It means you're receiving cash for prior month's of service, and that this month is a "catch-up" month.
        • This report does not tell you the "completion" rate.  Meaning, did you receive the full $100 cash for the $100 you billed in a particular month of service?  To know "completion" rate, use the Percent Collected report.  (Even though the Revenue vs. Cash report has a percent collected, that's just a comparison of this month's cash vs. last month's revenue.  The percentage does not tell you what happened in the past or the future.)

      • The Percent Collected report tells you the "completion" rate, or how completely to get paid. 
        • Meaning, it tells you if you received the full $100 cash for the $100 you billed in a particular month of service. 
        • It does not tell you how long (the speed) it took to get that cash, since both the cash and revenue are tied to the Service Dates (DOS), not to the posting dates. 
        • This report will help 
          • a CFO know what percent of his revenue can be expected to be converted to cash, even if he cannot predict when that will happen.
          • AR Managers and Collectors measure their performance. 

       

      5.  FAQs

       

      1. How is the Referral Source determined in the Referral Source filter?

      • The report associates all transactions with the first AA (Actual Admit) (not the RA (Readmission)) for that patient.
      • Transactions for DOS after subsequent AA's will be associated those later AA's.
      • In order for the reporting to be accurate, we make the following assumptions:
        • The Facility must correctly identify  AA's vs. RA's.  In other words, when the responsible referral source changes, a new AA must be entered by the Facility.
        • If the Facility incorrectly identifies an AA vs. RA, they can fix it in PCC, and the correction will “flow” to the ARP > Percent Collected.
      • Limitations of reporting by Referral Source:
        • If there are two or more AA's in a single month, there were will likely be credits on the 2nd AA for that month. 
        • If the Facility incorrectly defines who the referral source is, then the numbers will be inaccurate.

      (last updated 10/22/2025)