Billing to Debt Management (Desktop App)

The Adjustment Journals per Debtor enables the user to do a specific journal on a range of debtors and a specific range of amounts. The function will normally be used at the end of a financial period to assist in small balances written off. 

• The contents of this User Manual will consist of the following information:
• Journal Information 
• Specify Extraction Amounts
• Specify Debtor Accounts 
• Post Only a Patient Journal
• Post
• Print 

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

•  The main MedDebs screen will open.

• From the Menubar Click on the Batch transactions.  
• Click on Adjustment journals per debtor from the sub-menu.

•  The Adjustment journal setup - per debtor screen, Filters tab will open.

Journal Information 

• All the details that will appear on the journal report.

• Date : The date on which the adjustment journal will post.
  
• Select the preferred date from the drop-down calendar. 

• Description: This will be the description that will be posted on the transaction and will appear on the reports. 
  
• Add the description of the transaction.

• Jnl Action: What type of journal will be done.
  

• By pressing the Tab key on the keyboard, it will select the type of journal from the selection list screen.
  
• Click on the reason for the journal.
  

• Click on OK to select the option. 

 

Specify Extraction Amounts

• It is possible to select and allocate amounts to a journal in a specific range. 
• Check the tick box to include Specific extraction amounts.
• Select the amount range that a journal should be done on.
• Greater than or equal to. 
• Smaller than or equal to.
• This is the full outstanding amount on the whole debtor account.

• Click on Continue to populate the search that has been set up.

  

• A Confirm pop-up box will appear. 
• Click on No to cancel the request and to return to the Adjustment journal setup - per debtor screen.
• Click on Yes to confirm the transaction. 
  

• The Adjustment journal setup - per debtor screen, Confirm Tab will open, with all the account that have met the specific criteria as indicated before the search was done.

Columns 

the list will be divided into columns to sort the transactions specific details:

• Date: The date the invoice was created 
• AccNo: The debtor's account number that was used to create the initial invoice.  
• Detail: The debtor's information, the title, initials and surname.
• Debtor Outstanding: The total amount the debtor owes. 
•  Tran.No: The unique number allocated to the specific transaction.
• Total Outstanding: The total that is outstanding on the specific transaction.
• Med.Aid.Outst: The amount that is outstanding on the specific transaction by the Medical Aid.
• Pat Outst: The amount that is outstanding on the specific transaction that the patient is liable for .
• Post : By making a selection using the check box will include or exclude the invoice in the batch transaction. 
• Handover : If the account has been handed over to a debt collecting company the details will appear here.

Specify Debtor Accounts 

• A specific range of debtors can be selected to do journals on. 

• Click on Continue. 
  

• A Confirm pop-up box will open. 
• Click on No to cancel the selection and return to the Adjustment journal setup - per debtor screen. 
• Click on Yes to confirm the transaction. 

• The Adjustment journal setup - per debtor screen, Confirm Tab will open. 
• Select/Unselect the debtors that a journal will be done on by checking/unchecking the tick box in the Post column to include or exclude the debtor in the journal action.

Specify List of Debtors

• By checking the Specify list of debtors checkbox in the Specify debtor accounts section it will be possible to specify specific debtor accounts that will be journaled.

• Click on Continue. 
  

• A Confirm pop-up box will open. 
• Click on No to cancel the selection and return to the Adjustment journal setup - per debtor screen. 
• Click on Yes to confirm the transaction. 

• A Debtor Selection screen will open.
• A list can be typed using the Deb. No Column.
• Type a Debtor Number to include in the list.
• Press Tab to go to the next line. 

• Click on OK to open the list that was created. 

• A list will populate with only the information of the debtors that have been added to the list.

• Select the transactions to journal by selecting the transaction by checking the checkboxes in the post-column, to include the specific transaction in the journal batch.

• Or Import a text file with all the debt numbers that have been pre-saved as a .txt file.
• Click on the Import file button to select a .txt file from the computer.

• A list can be created to be imported adding just the debtor numbers under one another as the example below:

Post Only a Patient Journal

• Post only a patient journal  (all med.aid outstanding amounts will be shifted to the patient)
• By selecting this checkbox all medical aid amounts will be shifted to the patients' account.
• A system journal will be done to shift the Medical Aid outstanding amounts to the patient.
• These amounts will not be written off, but the patient will be liable for these amounts. 

Post 

• Click on Post batch after checking the information and selecting the debtors whose journals will be done.

    

• After Posting the batch, a report of all the journals that have been posted successfully during the batch will appear. 

Print 

• The following options will be available for the list :
  

• Email: Email the list. 
  

• Email Options: This allows the user to choose how the report is attached. 
  
• HTML: Send the email with an HTML link.  
  
• PDF: Attaches the report in a .pdf format to the email. 
  

• Print Preview: Preview how the list will look when a hard copy is printed. 
  

  

• Save: Saves a digital copy to the computer. 
  

  

• Page Setup: Opens the page setup screen. 
  

  

• Print: Prints a hard copy to the Set-up printer.
  

  

• Close: Closes the screen and returns to the Main MedDebs screen.