Creditor Transaction Drilldown

Please revisit this page on 31 March 2022 to see the latest version of the User Manual. Thank you for your patience.

This Manual will explain how and where to access and set up the Creditor Transaction Drilldown Report.

This Creditor Transaction Drilldown Report is used to generate the following monthly reports of the Creditors:

  • Ledger report:
    • The Ledger report groups all the transactions into different sections, eg Creditor invoices, Debit Notes (Credit Notes), Journals and Cheques.
    • The Ledger report will also have an opening balance from the previous period and a closing balance for the current period.
    • This is only a summary that summarises all the transactions and gives the movement total of all the Creditors for a certain period.

  • Audit trail report:
    • The Audit trail shows all the debtor transactions that were done for a certain period. The details will be on invoice level. The report can be used for fault finding and grouping information. The different columns in the report will be the same on all types of transactions but only the information applicable to that transaction will display in the column.

  • Audit trail invoice detail report:
    • The Audit trail shows all the creditor transactions that were done for a certain period. The details will be on the item level. The report focuses on the items that were received or services that were rendered to the practice, on all the creditor accounts, with more information applicable to the lines. The report can be used for fault finding and grouping information or filtering on certain codes or certain stock items. The different columns in the report will be the same on all types of transactions but only the information applicable to that transaction will display in the column. 

The Creditor Transaction Drilldown Report can be found under the Financial Reports Module.

  • The contents of this User Manual will consist of the following information:
    • Current Profile: Creditors Transaction Drilldown (Daily Report) Overview. 
    • Date Parameters.
    • Report Options.
  • Log In to the GoodX Desktop using your GoodX username and password.
  • From the Navigator click on Financial Reports.


  • The Financial Reports screen will open.


  • On the Menu bar, click on the Creditors menu.


  • From the sub-menu select the Creditors Transaction Drilldown option.


Current Profile: Creditors Transaction Drilldown (Daily Report)
  • The Current Profile: Creditors Transaction Drilldown (Daily Report) screen will open. 
  • The BLANK and NONAME profiles will be loaded by default.


  • Click on New to add a new profile to the list that can be customised to the needs of the practitioner.


  • Click on Edit to make changes to an existing profile set up.


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


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


  • Click on Set as Default to set the current selected Profile as the preferred profile.

  • Click on Options to access specific choices that can be applied to the profile. 
 

    • Rename: This allows the user to change the name of the selected profile.
    • Save As: This allows the user to create a copy of the selected profile. It will duplicate the profile and you can give the duplicated profile a New Name.
    • Unset Current default: This will remove the current default profile that was set as the default.

  • Click on Close to exit the Current Profile: Creditors Transaction Drilldown screen.


  • After selecting the profile and clicking on 'Print to grid', the 'Timespan for report' screen will open.
Date Settings

  • Select the Timespan for Report. 


  • Check that the Financial Year  is correct.
Please Note: The Report will always default the current Period and Financial Year according to the computer date. The financial year is a period of twelve months used for tax or accounting purposes and for companies to determine and calculate their budgets, profits, and losses, for example, the South African tax year, runs from 1 March until 28/29 February of the following year unless specified that the client has their own financial year-end date.
  • Select the Type of Dates (From the beginning when the system was used until the date in this section). The Creditor Transaction Drilldown Report can be pulled for All dates (the financial period for which the Daybook is drawn. The transactions that will be included in the report is for this specific financial period.) or between dates. 


  1. All dates - The financial period for which the Creditors Transaction Drilldown is drawn. The transactions that will be included in the report is for this specific financial period.
  2. Between Capture dates - The date the creditor transaction was captured on the system.
  3. Between Transaction dates - The date the service was delivered or the stock items was purchased.
  4. Between weeks - All the creditor transactions between specific weeks.

Please 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 date the transaction took place on the system.

  • Click on the Next button to continue.


  • The Creditor Transaction Drilldown Report screen will display as follows depending on the Settings and Parameters in the Report Set-up.


  • Ledger tab: the creditor ledger report will display a summary of the total debits and credits amounts for the specific Supplier/Creditor for that specific date with the running total. 

  • The Ledger Report tab - the following columns will display on the Ledger Report:


    • Date: the date of the transaction on the system.
    • Description: the name of the ledger account or the type of transaction name.
    • Grouping Details: the name of the type of transaction in which it was grouped for example Creditors Turnover, Creditors Payments.
    • Debit: the total amount of the Creditor Invoices that was posted.
    • Credit: the total amount of the payments made by the Practice for the expenses. 
    • Drill down: if the drilldown tick is selected it will display the detail of all the transactions included in the total in the Audit trail Report.
    • Running Total: the total amount of the debt (owed to creditors) minus the credit amount (paid to creditors).
  • Audit trail tab: the creditor audit trail report displays a complete list of all the Creditor transactions processed for that specific period.


Please Note: the Audit Trail Report detail is divided into sections of 6 to explain the different columns on the report.

  • The Audit Trail Report tab - the following columns will display on the Audit Trail Report:


    • Batch: the batch number that the transaction was posted to.
    • Transaction Date: the date, when the transaction took place.
    • Capture Date: the date on which the transaction is captured onto the system (is not necessarily the same as the transaction date).
    • Document no: the number generated by the system for the transaction.
    • Ledger: the ledger account the transaction was posted into for example EXP26 - Stationary.
    • Account: the system account number for the creditor for example CRE05.


    • File Number: the number allocated to the creditor to refer back to any hard copy files.
    • Creditor: the name of the creditor or supplier.
    • Split: the reference number that is used for a split transaction (the main transaction that is split between Ledger accounts.)
    • Source Doc: a reference to refer back to the detailed document.
    • Description: the name of the type of transaction that was posted.
    • Description: a free text field on the different transactions for example on the payment, credit note or creditors invoice. 


    • Jnl. Action: the type of journal that is posted example Bad Debt or Settlement Discount.
    • Jnl. Ledger: the ledger account that is linked to the journal action, the journal action is posted to this journal ledger.
    • Amount: the amount for the transaction exclusive of VAT.
    • VAT: the value-added tax on the transaction.
    • Total (incl): the total amount inclusive of the value-added tax.
    • User: the user who posted the transaction.
    • Price List Collection: N/A. Still in development. 

  • Audit trail invoice detail tab: The Audit trail shows all the creditor transactions that were done for a certain period. The details will be on the item level. The report focuses on the items that were received or services that were rendered to the practice, on all the creditor accounts, with more information applicable to the lines. The report can be used for fault finding and grouping information or filtering on certain codes or certain stock items. The different columns in the report will be the same on all types of transactions but only the information applicable to that transaction will display in the column. 


Please Note: Please refer to the Audit trail section for a full explanation of the report columns.

Report Options 
Mail a View
  • This option allows to e-mail the current view on the screen.


Mail all Views
  • This option allows for an e-mail to be sent in the current view on the screen.


Drill down
  • This option allows for the report to be exported to a CSV file.


Print
  • Click on Print to print the full report with both the Ledger tab and Audit Trail tab included.


    • Print Active View - All Columns: the print active view all columns option will only print the active sheet you are currently on. All the columns will be included when the report is printed. 
    • Print Active View - Choose Columns: the print active view choose columns option will only print the active sheet you are currently on and only the columns that you select to print.
      • Click on the Print Active View - Choose Columns option.
      • The Specify Columns to Print screen will open. The specify columns to print option allows the user to select the columns that they would like to print in the Print column by ticking the available options. 


Export
  • Click on Export to export and save the Report in an MS Excel sheet.


  • Click on Exit in order to return to the Current Profile Screen. 


  • When clicking on Print the Report will display as follows.


  • From here you have the option to E-mail an HTML/PDF, Print Preview, Save or Print the Report in *pdf format.
  • Click on Close to exit the report print screen.

Last modified: Monday, 28 February 2022, 1:26 PM