Creditors Management

Capturing a Creditor's Invoice involves the process of entering and recording the Invoice details received from the supplier or manufacturer into the system.

• The contents of this user manual will consist of the following information:
• Creditors Details
• Input Invoice Line Details
• Line Items
• Post and Close

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

• The GoodX Creditors screen will open.

• Click on the Invoices button drop-down menu.

• The Invoices sub-menu will open where the option becomes available to choose either Stock Invoices or just normal Creditors Invoices.

Please Note: The system allows for two different types of Creditor Invoices to be captured. Stock Invoices are for physical stock to be entered into the system. The Normal Invoice is for Creditors that deliver a service to the Practice, for instance, the Assistant, or Head nurse, if they are set up on the system as Creditors. Rent and Utilities which are not stock items will also be entered as normal Creditor Invoices. 

• Click on Invoices on the sub-menu.

• The Select Period screen will open.

Please Note: The chosen period should be within the same timeframe as the date on the Invoice, reflecting the period in which the goods or services were received from the Creditor.

• Click on the OK(F2) button to proceed.

• The Purchase Invoice screen will open, allowing the user to capture the Creditors Invoice. 

• All the empty fields need to be completed for the Invoice to be saved correctly onto the system.

Please Note: Completing financial documents thoroughly is crucial because the information they contain plays a significant role during audits in both Practices and businesses.

Creditors Details

• The following fields need to be completed to save the Creditor's Invoice:
  

• Invoice Date: The date on which you are capturing the Invoice. If the need arises the date can be changed manually to the date the Invoice was issued by the Creditor.

• GRV Number: The GRV (Goods Received Voucher) Number is a sequential number that is automatically system generated.
  

• Invoice Number: The number which appears on the manufacturer or supplier's Invoice. Therefore, it is the Creditor's Invoice number.

Please Note: If the Invoice number has not been completed, you will not be able to proceed with capturing the rest of the Invoice details. 

• Creditor: The name of the manufacturer or supplier who issued the Invoice. 
• Start typing the name of the relevant Creditor and press the Tab button on your keyboard to open the Creditor Input screen where you can choose the Creditor.
• Alternatively, click on the ... (ellipse) button to open the Creditor Input screen to select the relevant Creditor.
  

Please Note: Once the Creditor has been selected their details will be pulled through to the Purchase Invoice screen, as loaded when the Creditor was created.

• Click on the Account Query button to view all account information of the Creditor's Account. 

Please Note: If no previous information was captured for the Creditor, the screen will be blank.

• For more information regarding Account Queries, please refer to the user manual: Creditors Account Enquiries.

• Reference: Any relevant information to identify the Invoice, for example, what the Invoice is for.

• Amount (Excl): Amount to be entered as shown on the manufacturer's Invoice. This amount is Exclusive of VAT. 

• VAT(F5) Value Added Tax. VAT in South Africa is calculated at 15%. 

• Amount (Incl): Amount to be entered as shown on the manufacturer's Invoice. The amount is Inclusive of VAT.

Please Note: When the Creditor/Supplier is not registered for VAT the VAT field will not show an amount and you will only be able to fill in the VAT Inclusive field.

Input Invoice Line Details

• An explanation will be given for each field and option: 

• Ledger Account: The Cost Centre to which the expense or income is linked.
• Click on the ... (ellipse) button to choose the relevant Cost Centre.

• Description: A short description regarding the line item. As a suggestion, add the name of the item as displayed on the Creditor Invoice. 

• Click on the VAT Rate (F11) button to select a different VAT rate.

Please Note: Certain items and services are exempt from VAT and therefore their VAT Rate will be 0%.

• Amounts: Shows the different amounts of the specific line item of the Invoice.
• Excl: The amount excluding VAT of the line item.
• VAT: The amount of VAT of the line item.
• Incl: The sum of the amount including VAT. 

• Click on the Add Item button to add a new line item to the Invoice. 

• Click on the Change Cost Centre button to change the selected cost centre if the incorrect one was chosen.

• Click on the Delete Item button to remove a line item from the Invoice.

Line Items

• Line Items will be listed underneath one another, essentially recreating the Invoice as received from the Creditor.

Post and Close

• Click on the Post (F2) button to post and save the transaction. 
  

• The Post screen will open, giving the user to ability to Print the batch.

• Click on the OK button to Save and Post the batch successfully.

• Click on the Close and Exit button to close the screen and return to the Creditors screen.