Reports (Desktop App)

The Assistant Age Analysis Report displays all the Outstanding Balances of the Assistants on the system and the Age of the outstanding balance as per the information selected from the Report set-up.

The Assistant Age Analysis is there for the Doctor to see what he needs to pay the Assistant for everything that was billed for the Assistant.

The Assistant Age Analysis Report can be found in the MedDebs Module.

Open the MedDebs Module.

• Click on Assistants and select Age Analysis from the list.

Profile Options and Function

• The following Age Analysis Profiles will be loaded by Default with new installations.
  

• Click on the correct profile.
  
• Click on Print Direct to print the report directly to your printer without viewing the report.
  

 or 

• Click on Print to Grid to view the report in a grid format.
  

• Click on Close to exit the Age Analysis profile list.
  

To Add a New Profile:

• Highlight the BLANK report profile.
  
• Click on New.
• Enter the name of the report profile.
• Click OK.
• Select the Report Parameters.
• Click on Save Profile.

To Print the Report:

• Highlight the Report Profile.
• Click on Print to Grid.
• Choose the applicable options under the drop-down boxes.
  
• Click Next.

The Report Parameters

Grouping Options:

• Select the Grouping Options to choose how the report should display.
• Creditor subgroup: This is to filter between suppliers for the Creditors for different types of Assistants.

Age

• The Age of the Accounts, how many days is the account outstanding.
  
• Select the Age to display on the Report.
  

TAKE NOTE:  When printing the Report, a screen will display where you can make your selection.

• All: The report Will display All the ages in separate columns for each age.
  
• Specific Age: Select a specific age to display on the next screen.

1. Ages - Can be selected which age the accounts must be included in the report.
2. Filter - Where the Age is applicable to Total
3. The amount can also be chosen by typing in the amount and selecting if the amount must be included or between. The following options are available, for the explanations on each read the bottom of this page under the specific amount:

• Oldest Age: This will enable you to view all the outstanding accounts with the oldest age.

Creditors

• Select the Creditors to display on the report.

TAKE NOTE:  When printing the Report, a screen will display where you can make your selection.

• All: Displays all the Creditors with an account balance.
• Choose: To print from a specific creditor to a specific creditor. The Creditor can be filled in the columns and the Creditor will be included in the Report.
• List of Creditor: Will populate a screen where a list of creditors can be selected. The account number or surname can be typed in, the creditor details will complete if the correct creditor can be selected, otherwise, the list of all Creditors will open and the correct Creditor can be selected.
  
• Single Creditor: Will populate a screen where only one creditor can be selected. The account number or surname can be typed in, the creditor details will complete if the correct creditor.

Report Order

• Select the Report Order on how the report should display.
  

• Alphabetic: The report displays in Alphabetical order (ABC on Debtor Surname).
• Numeric: The report displays in Numeric order (Account number order).
• File Number: The report displays in File number order.

Amounts

This will assist in shortening the information in the report to target the accounts that you want to see.

• Select the Amounts to reflect on the report.
  

• All: Will reflect all the outstanding amounts - Debits, Credits as well as the Zero balances.
• Specific amount (Total): This option will enable you to specify the amounts to reflect on the report. The following option is available when the Specific amount is chosen:

1. Equal to - Will only display the amount that is the same as the amount that has been entered.
2. Not equal to - Will display all the amounts except the amount that was entered. This can be used to filter out all the Zero accounts.
3. Greater than - Will display only the amount that is bigger than the amount that was entered. This can allow that only amounts bigger than R 10.00, for example, can be displayed.
4. Greater or equal to - Will display only the amount that is bigger than the amount that was entered and will include the amount that was entered.
5. Less than - Will display only the amount that is smaller than the amount that was entered. This can allow that only amounts smaller than R 5000.00 for example, can be displayed.
6. Less or equal to - Will display only the amount that is smaller than the amount that was entered and will include the amount that was entered.
7. Between - Will display 2 fields to put in amounts, and only the amounts between that 2 amounts will be displayed.

Date Settings

• Select the Timespan for Report.
  

TAKE NOTE: Tick the Default Date/Period block to default the report profile setup to the current financial year and period. The report will always default the current period and the financial year according to the computer date.

• Select the Financial Year.
• Select the To Period - Age analysis can only be pulled until a period or specific date and not between periods or between dates. The age of the transactions can only be calculated from the beginning of when the transaction took place.
• Select the Type of Dates (From the beginning when the system was used until the date in this section).

1. All dates - The financial period.
2. To capture date - The date the transaction was captured on the system.
3. To transaction date - The date the patient was treated and when the treatment took place.

NB: Please take note of the differences between the types of dates:

1. Capture date: the date on which the transaction is captured onto the system (is not necessarily the same as the transaction date).
   
2. Transaction date: the treatment date, when the patient was treated.

• When the Capture date or Transaction date options are used the following extra setting will display to put in the date of the last transaction must be included.
• The different date settings will not have the same information and amounts, these reports cannot be compared with each other. The information is using different parameters and will not be the same information displayed.
  
• Depending on the set up in the report parameters some extra screen will need information before the report will print or display.

• The Report will display as follows depending on the Settings and Parameters in the Report set-up:
  

Mail a View

• This option allows you to e-mail the current view on the screen.

Mail all Views

• This option allows you to e-mail the current view on the screen including the additional tabs on the left.

Print

• Click on Print to print the report.
• Click on the Dropdown box and select to print All Columns or Choose Columns.
  

Export

• Click on Export to export the report to Excel.
  

• When clicking on Print the report will display as follows.
  
• From here you have the option to E-mail, Print Preview, Save or Print the report.