Creditors Management

A creditor is an entity, a company or a person of a legal nature that has provided goods, services, or a monetary loan to a practice
Creditors refer to the party that has delivered a product or service and is owed money by one or more  debtors. 

Once a creditor has delivered the goods/service, the payment is expected at an agreed-upon date. 

• Log in to the GoodX Desktop using your GoodX username and password.
• From the Navigator Double Click on the Creditors Module.

• The main Creditors page will open.

• Click on the Cheques button on the toolbar.

• The Cashbook screen will open. 
• Select the Cashbook: Control Creditors Cheques by clicking on it. (this will be dependant on the user's setup)

• Click on OK to proceed.

• The Select Period screen will open.

• Select the Period the transaction should be posted to.

• To post in the previous financial year, tick the check box. This depends on the user's access, not all users will have access to this setting  
• The previous financial year will open, in order to select a period.

Please Note: The amounts reflected in the Financial Reports for the previous year will change due to this transaction.

• Please Specify: Select a batch option by clicking on the radio button if the desired option.
• New Batch: Creates a new batch.
• Existing Batch: Uses a batch that was previously set up by the user. 
• Own Existing Batch: Uses a pre set up custom batch that the user has created. 

• Batch File Name: This is automatically allocated to the batch depending on the Please Specify batch selection. This batch number can be changed by the user.

• Click on Ok to proceed.

Level 1

• The KAS5 Kontrole Krediteure Tjeks- Cre Cheques Normal screen will open. 

• Complete the fields:
• Date: The date of the payment.
• Link Cheque: How the cheque will be linked select sequential
• Sequential: This allows the user to decide where to allocate the payment amount.
• Backwards: Links an amount that was posted as unlinked to a specific transaction. 
• Description: The reference that will appear on the bank statement, that can be used to refer back to the payment that was made.  
• Payment: Type of payment made (Cheque) 
• K- Cash: Physical money.
• Q-Cheque: A document that orders a bank to pay a specific amount of money from a person's account to the person in whose name the cheque has been issued.
• C-Credit Card: a card that is linked to a credit (loan) account 
• E-Electronic: Electronic Funds Transfer (EFT) digital payment from one account to another.
• P-Postal Order: A safe way to send money through the postal service without mailing cash.
• D-Debit Order: A pre-agreed upon contract for the receiver to deduct money from the payer's account.
• L-Linking: This allows an unlinked payment to be linked to a previous invoice. 
• Reference Number: A unique number that is allocated to the transaction. 
• Branch Code:  A unique identifying code for a given branch of a bank.
• Bank Statement (ct optional): To allocate a payment on the bank statement to a specific creditor.
• Cre Cheques: Capture Number, will be allocated automatically to each transaction, this can be changed by the user if they would like to change it.
• Amount: The amount that will be paid to the creditor. 

• Click on the Report button to generate a report for the transaction in the current batch.

Level 2

• Once the amount is entered, press Tab to proceed to the next detail section of the screen.

• Enter the Creditor number or press Tab to open the creditor's list to select the desired creditor.
• Double Click on the relevant creditor to select them.

• The amount will be allocated to the creditor that was chosen. 

• The information will be divided into columns:
• Doc. no.: The number that the system allocates to the payment that is being captured.
• Account: The account where the payment will be allocated to.
• Analysis S/B/T: How the cheque/payment was linked.
• S: Sequential. 
• B/T: Backwards.
• Amount: The amount that will be allocated and linked to the invoice.

• Between Dates: By ticking the check box, it will only show invoices between two specific dates.
• Suppress zeros outstanding: By ticking the check box, all invoices that have a 0.00 balance will be hidden.

• Click on Done to move to the next detail section.

Level 3

• The next detail section will open.

• The information will be divided into columns:
• Doc no. : The number that is associated with the original document.
• Supplier Inv.: The invoice number as received by the supplier.
• Date: The date that the payment was requested.
• Pay: The amount that will be paid to the creditor.
• Outstanding: The amount that is owed to the creditor.
• Inv. Amount: The original amount that the invoice was for.
• Order No: The order number allocated to the invoice.
• Delivered by: the person who delivered the goods/services. 
• Settle Acc.: The income ledger account where the settlement will be posted.
• Settle: Discount or settlement amount that was agreed upon.
• Settle. Vat: The VAT amount on the settlement or discount amount. 

• Capture the payment against the correct items, that have been paid.
• The line colour will change to blue if captured correctly.

• Click on Auto mark to allocate the full amount to the selected line item.

• Click on Toggle Sorting (Invoice/Date) to sort the outstanding invoices by document number or date.

• Click on Done when satisfied with the transaction that has been captured.

• The Document Options will pop up.

• Click on Return to Allocation to return to the allocation section. 

• Click on Continue to proceed. The screen will close and allow another payment to be done.

• Click on Done if no other payments need to be made.

• Click on Continue to proceed. 

• The transaction will close.

• Click on the Options drop-down menu to open more options.

• Click on Batch Explorer to open the Batch Explorer screen.

Click on Exit when satisfied with the payments that have been captured.

• The Batch screen will open with options for the batch.
• Select the relevant batch print options. 

• Click on Exit and Save to save the transaction without posting it.

• Click on Exit and Cancel to close the batch without saving.

• A Confirm pop up will appear to ask if the user is sure they want to delete the batch. 

• Click on No to cancel the request.

• Click on Yes to delete the batch.

• Click on Post to post the transaction to the system.

• The screen will close automatically and return to the main Creditors Screen if posted successfully. 

• A Payment Advice can be generated to show that the payment was posted successfully.