Billing to Debt Management (Desktop App)

The Archive function is used to store all Transactions that have been paid in full.

Archiving Transactions increases security, improves compliance, and saves time. Transaction Archiving is the process of safely storing information that is no longer in use on a regular basis. It's important since it prevents data loss.

Please Note: Refer to the Process of Archiving link or related button to open the Manual for more information on the importance of Archiving and the POPI Act.

• The contents of this User Manual will consist of the following information:
• Archive Transactions from Med Debs
• Archive Transactions from Account Query Screen
  

• Log in to the GoodX Desktop App with your GoodX username and password.
• From the Navigator, double click on the Med Debs Module.
  

• The Debtor Manager screen will open.

• Click on the Debtors menu, on the Menubar.

Archive Transactions from Med Debs

All the transactions can be archived from the Med Debs module. 

• Click on the Archive accounts option, on the Submenu. 
  

• The Archive screen will open.

Please Note: Refer to the Archiving Setup link or related button to open the Manual for more information on How to set up the Archiving Profiles.

• From the Archive Profiles that is already set up, select the applicable option.

• The Choose Account option will now be used:
• Choose Account: The Choose Account option will allow the user to choose what accounts on the system must be Archived.
• All Accounts: The All Accounts option will Archive all the accounts that has been paid up on the system.

• Click on the Process button to Choose the Accounts to Archive.
  

• The Choose Account screen will open.
  

• Type the Debtor Number in the Deb. No field and press the tab key on your keyboard to pull in the Debtor details.

• The columns will now be explained below:
• Deb. No:  The Deb. No field will display the Debtor Account Number. The system allocates a Debtor Number to the file for the Practice to search and refer back to the correct Patients on the file. 
• File No: The File No is the number used to refer back to the hard copy file. This assists in finding the hard copy file in the filing system if the Doctor needs to refer back to the hard copy file. The file number will sometimes be used for clients that were using a system other than GoodX, and start using GoodX to refer back to the old system account numbers.
• Deb. Name: The Deb. Name field will display the Debtor Title, Initial and Surname as it is saved on the system. 
• Balance: The Balance field will display any outstanding amounts on the Debtor account. If there are any outstanding amounts, the account can not be Archived. 

Please Note: On the list of accounts to Archive, the user can add as many accounts as they wish.

• Click on the OK button to continue and Archive the chosen accounts.

• The Query screen will open.

• Complete the date (date / month / year) that you want to Archive the transactions for in the Consider transactions until field.

Please Note: All transactions on the Debtor account, dated until the completed date will be Archived.

• Click on the Continue button to proceed and Archive the accounts.

• An Information pop up will open. The system will Archive the transactions per Debtor and close the pop-up automatically. The pop up will display how many transactions are Archived on the Debtor account. If more than one Debtors accounts are Archived, the pop up will display all the transactions that are Archived for all the Debtors.

Please Note: Refer to the Account Query Screen link or related button to open the Manual for more information on How to access the Account Query Screen.

• After the user Archived the Transactions, they can open the Account Query Screen to confirm if the Transactions is Archived.

• The Debtors Account Query Screen is blank. There are no Transactions to display on the account as all the Transactions is Archived.  

Archive Transactions from Account Query Screen

Transactions can be archived from the Account Query Screen

• Click on the Special actions menu, on the Menubar.

• Click on the Archive Transactions option, on the Submenu. 
  

• The Archive screen will open.

Please Note: The user can follow the same steps in the Account Query Archive Screen as explained above from the Debtors Archive Screen to Archive the Transactions.

• Click on the Close button to exit and close the Account Query Screen. 

Please Note: Refer to the Restore Archived Transactions link or related button to open the Manual for more information on How to Restore Transactions once it has been Archived.

Please Note: Only transactions that have a total of zero will be archived, it will only be invoices which will be archived.