Distribute Income Report
The Distribute Income Report automates the split of practice income between the business and service providers. Rules define how each invoice, payment, or banked amount is distributed, with optional GST handling for percentage-based shares. Use this report to produce regular income distributions for doctors and providers without rebuilding the calculation by hand each period.
Security permission is required to access the Distribute Income screen.
Open the Distribute Income screen
Navigate to Reports > Distribute Income. The screen has four sections: Filters, Rules table, Item Details, and Report.
| Section | Use for |
|---|---|
| Filters | Narrow the rules table by doctor, location, item, or status. |
| Rules table | View every rule defined for the practice. Each rule has a number used in the report output. |
| Item Details | Review, add, modify, or delete a rule. |
| Report | Generate the Distribute Income Report from invoices, receipts, or banked payments. |
How rules are applied
- Rules are processed from most specific to least specific, in this order:
- Item
- Doctor
- Location
- Rules can be combined. A common starting point is a single catch-all rule that splits all income (for example, 80% to the provider and 20% to the practice). More specific rules can be added on top.
- Rules can be implemented by one of the below ways:
- Percentage of the fee the Doctor receives.
- Dollar value paid to the Doctor for the service (invoiced amount balance will go to the business).
- Dollar value received by the business for the service (invoiced amount balance will go to the Doctor).
- In the report output, the Rate column shows the percentage or dollar value followed by:
- [PS] - Practice Share
- [DR] - Doctor Share
- The R# column shows which rule was applied. Rule numbers match the numbers in the rules table.
Percentage or fixed amount
Each rule pays the provider or practice in one of two ways. GST is treated differently in each case.
| Method | How it works | GST Handling |
| Percentage of fee | Provider/practice receives a percentage of the invoice amount (i.e. provider 65%, practice 35%). | GST added to practice share. Enter share as the ex-GST percentage (i.e. 35%). HealthTrack calculates GST per line item and rounds down to nearest cent. |
| Fixed dollar amount | Provider/practice receives a set dollar value per service. Balance goes to other party. | Fixed amount (i.e. $35) must be entered including GST (i.e. $38.50) . Provider is then distributed the full amount per item (i.e. $38.50), factoring in partial payments and adjustments. |
Distribution basis
Distribution is between the practice and the service provider. Select the basis that matches the agreement
| Basis | What it includes | Use for |
| Invoices issues | All invoices issued in the selected period (by invoice date), plus adjustments and reversals. Adjustments may apply to invoices from earlier periods. Receipt information is included where the line item has been paid. | Practices that issue invoices and accept responsibility for collecting revenue. Most commonly used option. |
| Payments received | Payments allocated to invoices in the selected period (by allocation date). Payments received but not allocated will be excluded. | Distributing only on income that has actually been received and allocated. |
| Banked payments | Allocated payments that have been banked. | Placing the maximum risk on the provider. Distribute only on banked income. |
Before running on Payments Received, run the Unallocated Payments Report and allocate any outstanding payments. Unallocated payments are not included in the distribution.
Run the report
Before running the report, always complete all banking and ensure that Unbanked Payments in the Bank Deposit screen is zero.
- Open Reports > Distribute Income.
- Confirm the rules in the rules table are current. Add or edit rules in the Item Details section if needed.
- In the Report section, select the distribution basis: Invoices Issued, Payments Received, or Banked Payments.
- Enter the date range for the period.
- Click Preview to generate the report.
Export detail to CSV
To analyse the underlying transactions in Excel, export the detail instead of (or in addition to) running the report.
- Set the distribution basis and date range as required.
- Click Export Details to CSV.
- Open the exported file in Excel.
Reports available
Two outputs are produced from the Distribute Income screen:
- Distributions report - the standard distribution summary, with rule numbers, rates, and shares.
- Recipient Created Tax Invoice (RCTI) - a tax invoice issued by the practice on behalf of the provider. Requires one-time setup to enable.
RCTI Set up
- Set up a company for your practice in the Company Management screen via Practice Wide > Companies.
- NB: the Recipient Details on the RCTI come from the Doctor's Private Company Information entered in Admin > Internal MO > Manage Internal MOs.
- Enter the Company ID From the Company Management screen in Admin > Maintenance > System Settings.
- Search for the TaxInvoiceSupplierID and select Edit.
- Enter the Company ID into the Value field.
- Click Save.