If you notice a discrepancy between the Accounts Receivable (AR) amounts shown in Practice by Numbers (PbN) and Dentrix, it is likely that PbN is receiving incorrect AR values from Dentrix.
Practice by Numbers does not calculate AR independently—it displays AR exactly as it is reported by Dentrix. To ensure accurate AR values in both systems, follow the steps below to recalculate AR directly in Dentrix.
Step 1: Run Close Transactions and Recalculate Today’s in Dentrix
Open Dentrix and navigate to the Ledger.
Open the Task Scheduler.
Run Close Transactions.
Run Recalculate Today’s.
These actions ensure that all transactions are properly posted and recalculated for the current day.
Step 2: Run the _Dbsweep Tool (Requires Exclusive Access)
⚠️ This step requires exclusive access to Dentrix. All users must be logged out before proceeding.
Navigate to the following file path on the Dentrix server or workstation:
C:\Program Files (x86)\Dentrix\_Dbsweep.exe
Run the
_Dbsweep.exefile to complete the recalculation process.
If you encounter any issues running this tool, contact Dentrix Support for assistance.
Troubleshooting
Patients Showing a $0 Balance in Dentrix but a Balance in PbN
In some cases, patients who were seen prior to the office adopting Dentrix may show a $0 balance in the Dentrix patient ledger, while still displaying a balance in Practice by Numbers.
This typically indicates a discrepancy within Dentrix, not PbN.
Important to note:
PbN relies on Dentrix-generated reports to display AR balances.
If the Dentrix AR report reflects a balance that differs from what is shown in the patient’s ledger within Dentrix, this issue must be resolved in Dentrix.
Recommended Next Steps
Run the appropriate Dentrix AR report to confirm the balance.
If the report value does not match the patient’s ledger in Dentrix, contact Dentrix Support to correct the discrepancy.
Once the balance is corrected in Dentrix, the updated AR value will automatically sync to Practice by Numbers.
Practice by Numbers cannot modify or override AR data. All AR discrepancies must be corrected at the PMS (Dentrix) level.