Journals: Bad Debt, Discount and Opening Balances
Journals are done to:
- Create Opening balances
- Grant Discounts
- Allocate Write-offs
- Shift amounts between documents
TAKE NOTE: A Journal is never done to correct an error(e.g. you captured a receipt against the wrong patient) as journals combine your turnover and cash flow.
Debtor Journals: Single
- Select Debtor Journals: Single from the dropdown menu under Transactions on the menu bar.
- Select the Period the transaction should be posted into and click on OK or press F2
- To post in the previous financial year, click the tick box.
- The open periods of the previous year will be visible from which you can make a selection
TAKE NOTE: that the amounts reflected in the Financial Reports for the previous year will change due to this transaction.
- Enter the Date, Description and Debtor number by selecting the ellipses
- Select Between dates or press F3 if you only want to view transactions for a certain period
- Select Include (0) amounts or press F4 if you want to view zero amounts as well
- Click on Ok or press F2
- Select the invoice and enter the Amount as well as the Ledger account.
- The journal line must turn red or it didn't register and won't have any effect when you post the transaction.
TAKE NOTE: A Positive amount will increase the balance and a negative amount decrease the balance
- Click on OK (F2) or press F2
- The journal can also be done on the Invoice detail level
- Click on the button or press F8
- Capture the amount in the Blue field of the Other journals column against the correct item
- Click on OK (F2) or press F2
- Print the Journal Batch if required
- Click on Cancel
Debtor Journals: List
- Select Debtor Journals: List from the dropdown menu under Transactions on the menu bar.
- Select the Period the transaction should be posted into and click on OK or press F2
- To post in the previous financial year, click the tick box.
- The open periods of the previous year will be visible from which you can make a selection
TAKE NOTE: that the amounts reflected in the Financial Reports for the previous year will change due to this transaction
- Enter the Date, Description and Debtor number
- Select Between dates or press F3 if you only want to view transactions for a certain period
- Select Include (0) amounts or press F4 if you want to view zero amounts as well
- Click on the Add to Batch button
- The Mark Invoices screen will be displayed
- Select the invoice and enter the Amount as well as the Ledger account
TAKE NOTE: that a Positive amount will increase the balance and a negative amount decrease the balance
- Click on OK (F2) or press F2
The journal can also be done on the Invoice detail level
- Click on the button or press F8
- Capture the amount in the Blue field of the Other journals column against the correct item
- Click on OK (F2) or press F2
- Click on OK (F2) or press the F2 shortcut key
The Journal Information screen is displayed again with the Description and Debtor fields empty
- Enter another Description and Debtor number
- Click the Add to batch button and repeat the above process
The second Debtor will also be added to the list
- Repeat the process until all the applicable debtors have been added
- Click on Post (F2)
- Print the Journal Batch if required (the batch will only print once the batch is posted)
- Return to Batch will let you return to the batch and proceed with capturing more Debtors
- Exit and Save will let you Exit the batch and return to it at a later stage to proceed with capturing or posting
- Click on Post (F2)
Journal Actions
Journal action is a specified journal that is pre-defined for ease of use for the client. Journal actions have fixed pre-defined ledger accounts and descriptions. Journal actions are set up to post only as a Credit or Debit amount, the client will not be able to put a plus or minus, the action will be set up to use the correct plus or minus according to the settings.
The practice manager defines the type of journal action and it keeps the transactions neat and avoids mistakes.
To make use of this function, the Journal Actions have to be set-up first
Setup of Journal Actions
- Open the GX Manager module in the Navigator
- Select Ledgers from the dropdown list under Global lists on the menu bar
- Click on Ledger Journal Actions (Transaction codes)
- Click on Add code
- Enter the required information in the fields provided
- Action Code: Free text - enter your own information
- Description: Free text - enter your own information
- Debtor Transaction Side:
- C = Credit Debtor account (decrease the balance of the account)
- D = Debit Debtor account (increase the balance of the account)
- Ledger: The Ledger the amount should be posted to
- Active:
- Tick = Active
- Un-tick = Inactive
- Click on Save & Close
The Journal Action will be added to the list
The Action can also be edited
- Click on OK
Capturing a Journal Action
- Select Journal Actions from the dropdown list under Transactions on the menu bar
- Click on Debtor Journals
- Select the Period the transaction should be posted into and click on OK or press F2
- To post in the previous financial year, click the tick box.
- The open periods of the previous year will be visible from which you can make a selection
TAKE NOTE: that the amounts reflected in the Financial Reports for the previous year will change due to this transaction
- Enter the Date
- Click on the ellipse next to the Description field and select the Journal Action from the list
- Click OK
- Enter the Debtor number
- Click on OK or press F2
- Select the transaction from the list
Only transactions applicable to the Action will be taken into account and displayed on the screen
- Double click in the Amount column to mark the invoice or enter the amount
- There is no need to use a negative or positive amount as the Journal action has already been set up to perform the correct transaction.
- The Invoice detail (F8) can also be used with this Journal
- Click on OK or press F2
- Print the Journal Batch if required
- Click on Cancel
System Journals
- This function can be used to shift amounts between documents or to Patient or Medical aid
Shift outstanding amount on invoice to Patient/Medical Aid
- Open an account query
- Right-click on the Invoice and select Shift outstanding amount on Invoice to Patient /Medical Aid
- Enter the Journal description (Reason for the Journal) and the Amount
- Click on OK
- The journal can be viewed on the System Journal tab on the account query screen
Shift outstanding amount between documents
- Open an account query
- Right-click on the Document (in this case an unlinked Receipt) and select Shift outstanding amount between documents
- Enter the Journal Description
- Click on OK
- Shift the amounts between the applicable documents on the Mark Invoices screen
- Click on OK (F2)
- Print the batch if required
- Click on Cancel