Debtors Screen: Navigation and Use

Why Use This Function:

The Debtor screen allows you to access and manage Debtor accounts within the system. From the Debtors screen, staff can search for specific Debtors, view their account details, and take relevant actions such as viewing balances, editing contact information, or initiating follow-up. It is commonly used by reception, admin, or finance staff to monitor outstanding accounts and ensure accurate record-keeping. Using it helps maintain up-to-date financial data and supports efficient Debtor management across the Practice.

The Contents of This User Manual:

  • Search Function
  • Multi Invoice
  •  Add New Debtor
  • Columns
  • Page Options

  • This user manual will start on the Debtors screen.


    • For more information on navigating the Debtor screen, please refer to the user manual: Debtor Segment.


Search Function

The Search Function on the Debtors screen allows you to quickly locate specific Debtor records by entering relevant search criteria such as File Number, Account Name, Surname, ID Number, Mobile Number, or Medical Aid Scheme Number. This feature streamlines the process of managing Debtor information by enabling efficient access to targeted records without requiring manual browsing through the entire Debtor List.

  •  Click on the Search Bar to search for the desired Debtor.


  • Click on the Ellipse( ... ).


  • The Debtor List screen will open.

    • For more information on the Debtors List, please refer to the user manual: Debtor List.


Multi Invoice

The Multi Invoice function allows the Practice to generate Invoices for multiple Debtors at once, streamlining the billing process. This feature is handy for handling bulk invoicing efficiently, saving time and reducing manual effort by eliminating the need to open each Debtor’s profile individually to issue Invoices.

  • Click on the Multi Invoice button at the top right-hand side of the screen.


    • The Multi Invoice screen will open.

💡Please Note: The Multi Invoice screen will be blank until you add an Invoice. For more information regarding the Multi Invoice screen, please refer to the user manual: The Multi Invoice Screen: Navigating and Use.


Add New Debtor

The New Debtor button allows Practice staff to create a new Debtor profile in the system. This function is used to capture essential information for a person responsible for payment, whether the Patient or another party. Ensuring accurate billing, record-keeping, and account management from the outset.

  • Click on the New Debtor button. 


  • The Debtor Details screen will open. 



Columns

The columns on the Debtors screen are structured to provide the Practice with clear, concise access to essential Debtor information. Each column displays specific details, such as File Numbers, Debtor Names, ID Numbers, Medical Aid information, and Outstanding Balances, allowing Practice staff to identify and manage Patient accounts efficiently. This organised layout supports accurate billing, faster account lookups, and informed decision making, ultimately contributing to smoother administrative and financial operations within the Practice.



  • The following information will be shown in the columns:
    • File Nr: The reference number assigned to the physical file, to retrieve the Debtor or Patient's details when needed.
    • Deb Nr: The Debtor number assigned to the individual responsible for managing the account.
    • Debtor: The full name and surname of the Debtor or Patient responsible for the account.
    • ID Number: The Identification Document number of the Debtor or Patient.
    • Medical Aid: The name of the Medical Aid Scheme that the Debtor or Patient uses.
    • Patient: The outstanding amount that the Patient needs to pay.
    • Medical: The outstanding amount that the Medical Aid needs to pay.
    • Total: The total amount of the bill after the consultation or treatment that the Patient or Debtor needs to settle, if applicable.
  • Click on the View button, and you will be directed to the account details, the specific Patient's Invoices, Notes, Receipts, and Journals.


    • The Notebook screen will open


Page Options

All the additional options that are available for the page.

  • Click on the Previous button to navigate to the previous page.


  • Click on the Page Number button to navigate to the desired page.


  • Click on the Next button to navigate to the next page.


  • Click on the Items drop-down menu and select the Number of items that will be displayed on the screen.

Last modified: Thursday, 14 August 2025, 4:03 PM