Practice Income

Practice Income refers to revenue assigned directly to your practice, rather than individual practitioners, in your Best Practice database. With this release, Calculate automatically extracts and recognises this income, allowing you to track practice-level earnings alongside practitioner income within your Fee Runs.

This helps you see the complete financial picture of your practice, improve reporting accuracy and simplify reconciliation.

The sections in this article include:

• Assigning a Calendar to Your Practice
• Managing multiple practices in a single database
• Assigning a PMS User to Practice Income 
• Viewing practice income

Assigning a Calendar to Your Practice

1. Go to Settings > Practices.
2. Click Edit on your practice.
3. Select an Assigned Calendar from the dropdown menu.
4. Click Save.

Once assigned, your practice income will follow the same period and income basis as that calendar, ensuring your reporting aligns with practitioner Fee Runs.

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Managing Multiple Practices in a Single Database

Calculate supports defining multiple practices within a single Best Practice database. This allows you to separate income reporting for different business units or locations.

To configure your practice structure:

1. Navigate to Settings > Practices > PMS Instances.
2. Select Create Practice.
3. Choose either a single location or a subset of locations from your Best Practice database.
4. Save your configuration.

By default, Calculate treats all locations within a database as one practice, which is suitable for most users.

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Assigning a PMS User to Practice Income

Some PMS users don’t represent a practitioner but still generate practice income, for example a nurse or treatment room with its own distinct user ID in Best Practice. Assigning these PMS users to practice income lets you track that income separately, without applying service fees or top-up calculations, and, if the Xero integration is enabled, recognise it in your accounts through the receipts or billings journal.

Any practice you have assigned to a calendar automatically appears in the Users Assigned to Practice Income tab with PMS user ID 0, the ID Best Practice assigns to the practice itself. This PMS user ID cannot be unassigned.

Step 1: Assign a PMS user to practice income

1. Navigate to Practitioners > PMS Users.
2. If needed, change the filter to Show all users to find the PMS user.
3. Select the ⋮ icon under Other Actions for that PMS user.
4. Select Assign to Practice Income.
5. Confirm the Practice. The Calendar Assigned for Practice Income is inherited from the calendar assigned to that practice and can’t be changed here.
6. Select Assign to Practice Income.

Note: Assigning a PMS user to a practice includes all income generated by that PMS user as practice income. No fee rules apply, and no documents are generated for that user on execution of a fee run for the relevant calendar.

Once assigned, the PMS user appears in the Users Assigned to Practice Income tab and can be unassigned at any time if it was added in error.

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Viewing Practice Income

To view your practice income after assigning it to a calendar:

1. Navigate to Fee Runs in Calculate.
2. Open the Fee Run linked to your assigned calendar.
3. You will see two tabs at the top of the page: Practitioners and Practices.
4. Select Practices to view total practice income for the period.

The Practices tab displays total income attributed to your practice for the selected Fee Run period. You can:

• View income summaries by location.
• View a breakdown of unadjusted receipted income by individual PMS user, including any PMS users assigned to practice income, in the PMS User Summary tab.
• Drill down to see individual transactions contributing to practice income.
• Download the full transaction table to group and review transactions in more detail

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