Why Accounting Periods Don't Match Your Bank Deposits

The Received amount for a month in Accounting Periods rarely equals what reached your bank account that month. The two numbers measure different things, so a difference is expected and doesn't mean a payment is missing.

Why the numbers differ

Accounting Periods group by invoice date, not payment date

Each month in Accounting Periods adds up invoices by their Issue Date (the default) or their Service Date, whichever you pick in the date selector above the table. Received is what has been paid so far on that month's invoices, no matter when the payment happened.

• A September invoice paid in October counts as received in September, not October.
• Paying an older invoice changes that older month's Received amount, even after the month has ended.

Deposits arrive days after the payment

Your bank sees a payment only when your payment processor funds it:

• Card payments: usually 48 to 72 business hours after the payment.
• ACH payments: usually 5 to 7 business days after the payment.

Membership payments collected at the start of a month, and anything paid in the last week of a month, often land in your bank account later than you expect. ACH payments taken on the 1st, for example, can arrive the following week. See When Will Patient Payments Reach My Bank Account?

Card and ACH payments are deposited separately

Card payments and ACH payments are funded by two different processors, so they arrive as separate deposits on separate days, not as one card total and one ACH total. Card deposits appear on your bank statement as BANKCARD DEP, and ACH deposits as CR Offset. See How USPay and ACH.com Handle Your Payments.

Other common causes

• Cash and check payments count as received in SigmaMD but never appear as a processor deposit.
• ACH returns: a returned ACH payment is taken back from your account after it was deposited. See Understanding ACH Return and Notification of Change (NOC) Codes.
• Refunds are taken from your account after the original deposit.
• Processing fees aren't taken out of your deposits. Payments are deposited in full and fees are debited separately at a later time. See Viewing Monthly Statements for Payment Processing Fees.

How to reconcile with your bank statement

To match SigmaMD against your bank, use the Deposits report instead of Accounting Periods:

1. Go to Billing > Reports > Deposits and set the date range to the month on your bank statement.
2. Match each deposit to a line on your bank statement by date, source (card or ACH), and amount.
3. To see which payments make up a deposit, click View transactions in that row.

Use Accounting Periods to see what you billed and collected for each month's invoices, and Deposits to see what actually reached your bank. For more on each report, see Understanding the Billing Reports.