Reconciling 4D EMR Transactions to Bank Statements

Important Notices & Scope

4D EMR Support Scope: 4D EMR staff can explain what the system records and where to find it. However, 4D EMR staff cannot teach or explain basic accounting or bookkeeping rules or skills, best practices, or how to use spreadsheets (Excel, Google Sheets, etc.) or third party reports or external financial systems.

Dates in 4D EMR Financial Transactions vs. Banking Records

Every financial transaction in 4D EMR includes:

Posted Date – the date the transaction was entered into 4D EMR
Service Date – a user‑set date representing when services were provided

These dates often do not align with:

Credit card merchant batch dates
Deposit posting dates shown on bank statements

Month‑End Reality

Transactions recorded in 4D EMR frequently carry into the following month before they are batched, funded, or deposited. As a result:

Monthly charge or receipt totals in 4D EMR will rarely, if ever, match bank statements on a pure calendar‑month basis.
Carryover transactions from prior periods are expected and should be documented during reconciliation.

Suggested 4D EMR Report for Bank Reconciliation

✅ Use This Report

Close Report
Practice → Reports → Financials → Close Report

❌ Do NOT Use This Report for Reconciliation

Sales and Payment Summary
Practice → Reports → Financials → Sales and Payment Summary

This report is not designed for reconciliation or receipts tie‑out.

IMPORTANT: Monthly Reports Rarely Match Bank Statements

Do NOT expect totals for a date range in 4D EMR reports to match bank or merchant statements for the same date range.

Reasons include:

The Posted Date reflects when users entered transactions, not when funds were batched or deposited.
Merchant processors often:
- Batch transactions after the posted date
- Deposit funds on later business days
- Skip weekends and holidays

Because of this, calendar‑month receipts in 4D EMR rarely equal calendar‑month bank deposits. A rolling list of reconciling items is normal.

Cash and Check Deposit Reconciliation

4D EMR does not create deposit records for cash or check deposits.
Practices must:
- Prepare and itemize each cash or check deposit separately
- Use the 4D EMR Close Report to reconcile recorded transactions to those deposit records

Credit Card Transaction Reconciliation

The 4D EMR Close Report does not include merchant batch or settlement details and cannot be reconciled directly to a bank statement on its own.
Practices should:
1. First reconcile credit card merchant batch reports, fees, and charges to the bank statement
2. Then reconcile individual transactions within each batch to the corresponding credit card transactions in the 4D EMR Close Report

Important Reminder

Transaction dates in 4D EMR may not match:
- Merchant batch dates
- Bank deposit dates

These timing differences are expected and should be accounted for during reconciliation.

Reconciliation Tip

✅ Selecting Combine Staff and/or Combine Locations when running the Close Report, then exporting the report to Excel or another spreadsheet tool, may help facilitate the reconciliation process.