Troubleshooting Common Problems with Reports
If a Report total does not look right, the issue is often related to Report setup, date logic, refresh timing, filters, or comparing reports that are designed for different workflows.
Before assuming data is missing or incorrect, start by confirming the following:
 | Which Report you are using |
 | The date range or As Of Date |
 | Status filters |
 | Payer, bill-to, location, and account filters |
 | Whether the Report updates overnight or updates when run |
 | Whether you are reviewing Expected Amount or Charge |
 | If the Report is being compared to another Report with the same logic |
Use the FAQs below to troubleshoot common reporting questions.
FAQs
Why do my A/R numbers look off?
Check the As Of Date first. A/R Aging reports are snapshot-based. This means the report is showing aging as of a specific date. If the As Of Date is not set to the date you intended to review, the totals may not match what you expect.
For example, if your team is actively working current aging, make sure the As Of Date is set to the current date.
Also confirm whether you are reviewing Expected Amount or Charge. These values can produce different totals depending on what your team is trying to measure.
Use Expected Amount when your team wants to focus on expected reimbursement or forecasting. Use Charge when you specifically need to review billed charge amounts.
Why don't I see today's activity in my Report?
Reports in NikoHealth follow different refresh patterns. Some reports update when they are run, while others refresh overnight.
Overnight-refresh reports may not reflect same-day posting, payment, adjustment, or invoice changes until the overnight refresh completes. No exact refresh time is published.
Updates Overnight | Updates When Run |
All A/R reports, including Summary, by Insurance, by Patient, and Details | Order History, Order Fulfillment, Order Financials |
Payer Adjustment | Resupply Programs |
Payment Application | Claim Submission, Claim Rejections, Denials Detail |
Revenue Summary | Payments Detail, Payment Remittance, Payments by Channel |
Invoice Detail / Invoice Details | Rentals, Inventory reports, Audit Report, and other reports |
If you are reviewing same-day activity, confirm whether the report you are using is an overnight-refresh report or a report that updates when run.
How do I make Reports repeatable?
Use saved views for the Reports your team runs regularly. Saved views can help reduce repeated setup work and keep teams aligned on the same Report logic. This is especially helpful for Reports used in daily workflows, weekly reviews, monthly reporting, or leadership updates.
Before saving or exporting a Report, confirm that everyone is using the same:
Date range or As Of Date
Status filters
Payer filters
Bill-to filters
Location filters
Account filters
Columns and fields
Expected Amount vs. Charge logic
When possible, use a consistent naming convention for saved views so your team understands the purpose of the Report.
For example:
"Active Resupply Programs - Next 30 Days" or "A/R Aging by Insurance - Current As Of Date"
How do I find unapplied or failed money?
Use Payments Detail for an overall payment view.
To focus on Payments that may need follow-up, filter Payment Status for:
New
Unapplied
Failed
This can help your team identify money that has not been applied to an Invoice or Payments that may require additional review.
For Patient unapplied money, use A/R Aging by Patient. This Report can help identify Patient accounts that have unapplied money and an open balance.
When reviewing Patient unapplied money, focus on accounts where there is both:
Unapplied money
An open balance
This can help your team prioritize accounts where Payment application may resolve or reduce an outstanding balance.
Which resupply date should I use?
Use the date field that matches the question you are trying to answer.
Field | What it means |
Last Supplied | The last invoice date of service for the item. |
Next Eligible | The date the item can be supplied again based on the last completed order. |
Next Scheduled | The date the item is expected to be added to a future resupply order. |
If you are looking backward to confirm when an item was last supplied, use Last Supplied.
If you need to know when the item can be supplied again, use Next Eligible.
If you are planning future work or looking ahead at upcoming recurring resupply, use Next Scheduled.
For future resupply planning, the Next Scheduled date filter is usually the best starting point.
How should I monitor rejections and denials?
Use Claim Rejections regularly to catch new or recurring issues. This Report can help identify front-end or back-end rejection trends. Reviewing rejections on a weekly basis can help your team spot new issues, confirm whether previous issues have been resolved, and identify training or workflow opportunities.
Use Denials Detail to review denial trends by:
Denial code
Payer
HCPCS
Denial status
Whether denials are moving from New to worked or resubmitted statuses
This can help your team understand whether denials are being worked consistently and whether specific Payers, codes, or denial reasons are creating repeat issues.
Which Inventory Report should I use?
Use the Inventory Report that matches the type of review you are performing.
If you need to... | Use this report |
Review counts by location or status | Inventory Location |
Review overall product movement | Inventory Audit |
Review transfers, adjustments, or serialized item history | Inventory Activity |
Review depreciable items | Fixed Asset |
Use Inventory Location for counts by location or status. If your organization has multiple inventory locations, filter to the specific location before exporting.
Use Inventory Audit when you need to review product movement.
Use Inventory Activity when you need more detail about transfers, adjustments, or serialized item history. Add the Details field when you need to understand the reason for a movement or adjustment.
Use Fixed Asset when reviewing depreciable items.
Why do two Reports show different totals?
Different Reports may use different logic because they are built for different workflows.
For example: an Order Report, an Invoice Report, and an A/R Report may not be measuring the same activity in the same way.
Before comparing totals between reports, confirm:
The reports are intended to answer the same question
The same date range or As Of Date is being used
The same statuses are included
The same payer, bill-to, location, or account filters are applied
The same amount type is being reviewed
One Report is not an overnight-refresh Report while the other updates when run
If two Reports are built for different workflows, the totals may not be expected to match exactly.
What should I check before sharing report totals?
Before sharing Report totals internally or externally, confirm the setup.
Check the following:
Right Report
Correct date range or As Of Date
Matching status filters
Correct Payer level
Correct bill-to
Correct location
Correct account filters
Expected Amount vs. Charge
Raw export saved before making Excel edits
If you plan to manipulate the Report in Excel, save a copy of the raw export first. This gives your team an original version to reference if totals need to be reviewed later.
What is a good habit when saving or exporting reports?
Add a short note that explains the question the Report is meant to answer.
Examples
Used to identify active resupply programs with items scheduled in the next 30 days
Used to review Payer A/R as of month-end
This helps prevent confusion later, especially when Reports are shared across teams or reused in recurring workflows.
A clear note can also help explain why certain filters, columns, or date ranges were used.
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