Billing to Debt Management (Desktop App)

Multiple Invoice Actions is used to manage the CCA (Credit Control Assistant) per INVOICE for a list of Debtors at once instead of having to individually do every Invoice.

The Credit Control Assistant assists the Practice to manage the business processes within the Practice that are associated with the collection of outstanding Debt from Medical Aids and/or Patients. The function will be used for assisting in Credit Control / Debt Collection, SMS, Emails and cycle steps are pre-defined. The CCA keeps all communication in connection with the Account of the Patient between Patient / Medical Aid and Practice.

• Sign into the GoodX Desktop using your GoodX user name and password.

• From the Navigator click on the MedDebs Module, this is where the Credit Control Assistant is accessible

How and Where to use the Multiple Invoice Action:

• On the MedDebs Screen click on Batch Transactions
  
• Select Multiple Invoice Actions

• You can set up a Report according to what information/invoices you want to see. You are also able to upload a file with a list of specific invoices you would like to action (see new report setup at the end of the manual).

• Click on the appropriate option, in this case, 60 DAYS OUTSTANDING and click on Process 

If your credit control is setup the following screens will open :

• The Credit Control Path screen will open. Here you can select what Invoices need to display. Medical Aid / Private / WCA.
• Select the Options and click on Next

• The Credit Control Phase screen will open. Here you can select what Actions need to take place under each Group. 
• Medical Aid - Submit the Invoices to the Medical Aid
• Private - Send out Email and SMS Reminders
• WCA - Submit the Invoices

• Select the Options and click on Continue

• All the Invoices with 60 days outstanding amounts will be displayed. It can be under Medical Aid or Private.
• From this screen, you have Multiple Actions that you can use. 
• You can select all the Invoices or only certain Invoices to Action. Click on the Actions button on the bottom of the Screen:

Send SMS to all Accounts (per Debtor):

• You can send the Debtors on the list a Text Message from the system as a reminder to settle their outstanding debt.
• You can select the SMS Template for the reminder SMS and click on Send

NOTE: You can set up SMS Templates specifically for this reminder in GX Manage. Follow the link SMS Template Setup to see how to create and save it.

Send E-mails to all Accounts:

• You can send the Debtors on the list an email from the system as a reminder to settle their outstanding debt. The email will send to the email address that's saved on the Debtor Account.
• Select the Email Template in Afrikaans or English. Type in the Subject what the email is about, in this case, Debt Collection or Outstanding Account with Dr . . .
• Click on Send

NOTE: You can set up Email Templates specifically for this reminder in GX Manage. Follow the link Email Template Setup to see how to create and save it.

Change CCA Cycle:

• Here you can change the Credit Control Cycle that's set up in what order/sequence the collection of debt needs to take place. For instance, a Medical Aid Cycle will take 70 days for Handover where a Private Cycle will take 35 days for Handover. 
• Every Cycle will take a certain amount of days to complete, so you can change the Cycles between Medical Aid and Private here.

• Click on OK when done to close
  

Change Debtor Status for all Accounts:

This will allow the user to change debtor statuses for all accounts at once.
Choose the correct status by selecting the line ( in this instance normal) that you want to change all invoices to 

By clicking on the buttons on the bottom of the screen you are able to: 

• Export: Exports the list to an excel spreadsheet
  
• Print: Prints the list 
  
• OK: Applies the changes you have made 
  
• Cancel: Closes the screen and returns to the previous screen 

• When clicking on OK a pop-up box will appear to confirm if you would like to apply the changes 

New Action Report Setup 

• You can upload a specific list of invoices from a CSV file, that you would like to use the different actions on, by applying the following report setup :
  
• Click on New to add a new template type
  

• Click on the Contents tab 
  
• Select the Import list of invoices checkbox and click ok 
  

• Select the option you have set up, in this case, 14 Days Outstanding 
  
• Click on the Process button to draw the report and use the actions
  

• On the next screen, you will be able to add the .csv file (please see an example below)
  
• By clicking on the ellipse (...) you can upload the .csv file with your selected invoices 
• You will be directed to the Open screen where you can access your files on your computer

• Please Note: If your file is not in a .csv format it will fail to upload and an error occurred pop-up will come up
  

• Click on Continue to process 
  

• Click on Back to make changes or return to the previous screen

• Your uploaded list will appear on the next screen 
  

• Now you can perform the same actions, by clicking on the actions button as explained above on the list you have just created
  
• When you are done and satisfied you can click on Ok to save (F2 key on the keyboard -shortcut)
  

• To exit the screen click on Exit

An example of how your .csv file should look

• In an excel spreadsheet/google sheet, type your list of the invoice number you would like to apply actions on, in the first column
  
• When satisfied with your list save as a .csv file in order for you to be able to upload your list