Billing to Debt Management (Desktop App)

Objectives of the new debtor journal screens:

• Empower users to capture debtor journals at item level.
  
• Ability to capture debtor journals in batches. Batches can be saved for review before posting.
  
• Ability to post debtor journals on the account enquiry screen.
  

1. Setup:

The new screens are switched on by default in the 2016/03/15 release. 

The previous journal screens can be switched on in GXoptions:

Debtor Journal Capturing Screen:

• Batch Screen — will display the new screens.
  
• Single Journal Capturing - will display the old screens.

Journal Actions: Apply debtor transaction side rules strictly (default — switched on)

- Switched on:

- Journal actions with a ‘D’ side may only be posted against source documents with an outstanding value less than or equal to zero.

- Journal actions with a ‘C’ side may only be posted against source documents with an outstanding value greater than zero.

- Switched off:

- Any journal action may be posted against any source document.

2. Transaction screens

Where to access the new screens

Depending on how the toggles are set in the previous section, the old/new transaction screen will display in GXdebs:

- Transactions -> Debtor Journals:  Batch Screen

- Transactions -> Journal Actions -> Debtor Journals

- Transactions -> Journal Actions -> Debtor Journals Corrections.

The new screens are also available on the debtor enquiry screen on the right click.  They will only appear on the right-click menu if the user has access to the function in the main screen.

The rest of this article will only discuss the new screens.

3. Posting transactions

a. From the main menu:

1. Select the function from the menu.  A screen is displayed allowing the user to create a new posting batch or continue editing an existing batch.

2. Click “process batch” to start capturing transactions.

3. Click “Next Debtor” to process the next debtor.

4. The system will display a list of journals that have already been captured and set the cursor to the “debtor account” field.

5. Add another debtor, or click “Post/Save/Cancel” to post, cancel or save the batch.

b. Posting transactions from the account enquiry:

The account enquiry work the same way as the ordinary transaction screens except for the following:

- The transaction capturing cannot be stored in a batch — thus the batch screen will not be displayed

- The relevant debtor and source document (as selected on the account screen) will automatically be filled in and cannot be changed.