Reports (Web App)

The Age Analysis will indicate all the Amounts still outstanding or not paid yet. This will be grouped into certain age groups for example Current, 30 Days, 60 Days etc. The Age Analysis will also be divided into Total, Medical Aid and Patient Outstanding on each invoice.

Settings and Parameters are factors that will be taken into consideration to determine what information and data will be generated on a Report. Settings and Parameters allow the user to customise the information that appears on the Report to their specific needs.

• The contents of this user manual will consist of the following information: 
• Timespan
• Accounts
• Grouping and Filtering
• Additional Filters
• Settings

• This user manual will start on the Reports screen.

• Click on the +Add New button.

• The Report Profile screen will open.

• Select the Debtor option on the Report Category drop-down menu.
  

• Select the Debtor Age Analysis Report option on the Report Type drop-down menu. 
  

• The Settings and Parameters of the Debtor Age Analysis Report will open.
  

• An explanation will be given for each field and option on the Report Profile screen:

• Report Category: The classification or grouping of the Report. 

• Report Type: The specific Report that you want to use.

• Report Description: A brief explanation as to what the Report is about.
• Click on the Report Description field to enter a relevant description.

Timespan

A specific Time Period of the Report.

• An explanation will be given for each field and option in the Timespan section:

• Financial Year: A 12-month period used for accounting purposes and preparing financial statements.
• Click on the To drop-down menu to select the most appropriate Financial Year.

Please Note: The current Financial Year will be selected by default. All the years since the entity started will be visible within the drop-down menu for you to make selections from.

• Financial Period: A period within the Financial Year.
• Click on the To drop-down menu to select the relevant Financial Period.

• Capture Date: The date that the transaction was captured on the system.
  
• Click on the To drop-down menu to select the relevant end dates.
  

• Transaction Date: The Date that the service was rendered to the Debtor.
• Click on the To drop-down menu to select the relevant end dates.

• IFRS 15 Date: International Financial Reporting Standard Date - The date the contract ended.
• Click on the To drop-down menu to select the relevant end date.

Please Note: Selecting the relevant Dates is not compulsory, as it is not always possible to know when the start and end date of the contract was.

Accounts

Which Debtor Accounts will be used when the Report is generated.

• An explanation will be given for each field and option in the Accounts section:

• Selection Type: The Debtor criteria that will be used to generate the Report.

• All: All Debtors on the system will be taken into consideration when the Report is generated.

• Range: A specific range of Debtors on which the Report will be generated.
• Click on the Type drop-down menu to select the appropriate option from the list.

• Number: A series of account numbers as specified in the From and To fields.
• Name: A specified name as entered into the From and To fields.
• File Number: A series of file numbers as specified in the From and To fields.
  
  

• List: A group of specific Debtors as indicated on the list.
• Click on the relevant button in the Add Debtors section to add the relevant Debtors to the list.

• Search: Allows you to select the desired Debtors from the Debtor List screen.
• Previous Report: The Debtors have been selected from a previous Report that was generated.
• Raw Text: Enter a list of Debtor IDs using sequences of numbers, separated by non-numeric characters. For example, comma or space-separated IDs are allowed, and prefixes are also allowed.

Please Note: Once Debtors have been selected, they will appear on the list.

Grouping and Filtering

How the Data of the Report will be Grouped together.

• An explanation will be given for each field and option in the Grouping and Filtering section:
  
  

• Values: What type of data is used to group or filter the information on the Report.
• Transaction-level (if applicable): The Report will be generated using the transaction data.
• Debtor-data (if applicable): The Report will be generated using Debtor Information data.

Additional Filters 

• An explanation will be given for each field and option in the Additional Filters section:
  
  

• Amounts: What amounts will be taken into consideration when the Report is generated.

• All: All amounts will be taken into consideration when the Report is generated.

• Select Amounts (Total): Only specified Amounts will be taken into consideration when the Report is generated.

• Type: The type of amounts that will be taken into consideration.
  
• Click on the Type drop-down menu to make a selection from the list that becomes available.
  
• Total (Account Balance): The entire amount which is outstanding on the account.
  
• Patient Balance: Only the amount that is outstanding for which the Patient is liable.
  
• Medical Aid Balance: Only the amount that is outstanding for which the Medical Aid is liable.
  
• Patient or Med Aid Balance: Either the outstanding amount of the Patient or Medical Aid.
  

• Operator: Helps perform actions like comparing or combining values.
• Click on the Operator drop-down to select the desired option from the list that becomes available.

• Amount: The specific amount that will be used to generate the Report.
• Click on the Amount field to enter the desired amount.

• Age Type: The type of age that will be taken into consideration when the Report is generated.
  
  

• All: All ages will be used.
  

• Specific Age: Only the specific age that you have selected will be used.
• Click on the Specific Age drop-down menu to select the desired age from the list that becomes available.

• Type: What type of data will be used to determine the specific age. 
• Click on the Type drop-down menu to make a selection from the list that becomes available.
• Total: The Age will be determined by the Total Amount outstanding on the account.
• Medical Aid: The Age will be determined by the Medical Aid outstanding portion of the account.
• Patient: The age will be determined by the Patient outstanding portion of the account.

• Operator: Helps perform actions like comparing or combining values.
• Click on the Operator drop-down to select the desired option from the list that becomes available.

• Amount: The specific amount that will be used to generate the Report.
• Click on the Amount field to enter the desired amount.

• Oldest Age: View all the outstanding accounts with the oldest ages. 

• Specific Age: Only the Specific Age that you have selected will be used.
• Click on the Specific Age drop-down menu to select the desired age from the list that becomes available.
  
  

• Level of Detail: The amount of detail that will be displayed on the Report.
• All: All detail will be displayed.
• All - Separate Columns for Unlinked Docs: This option will display two extra columns on the Report:
• Overpaid: All Accounts that are in Credit, the Patient or the Medical Aid has paid too much on the account.
• Unallocated Amounts: All the Receipts that were not allocated to Invoices.
  
• Unlinked Docs Only: Will only show unlinked transactions.
  

• Show by Type: How the Report will display.
• Tick the checkbox of the relevant options:
• Total: Will reflect the total amount outstanding on the Debtor, Patient and Medical Aid liable.
• Medical Aid: Will reflect only on Medical Aid liable accounts.
• Patient: Will reflect only on Patient liable accounts.

• Debtor Days Periods: The number of days that the account is outstanding.
• Click on the Debtor Days Periods field to enter the desired amount of days.

• Calculate Age According to How the Ages of the Report is Calculated.
• Fin. Period: The Age will be calculated within a specific calendar month.
• Invoice Date: The Age will be calculated according to the date of the Invoice.
• Capture Date: The Age will be calculated according to the date that the Invoice was captured.

• PMB: Accounts of Patients that are registered for PMB conditions.
• All: All PMB accounts will be included in the Report.
• Include: PMB account information will be displayed on the Report.
• Exclude: No PMB account information will be displayed on the Report.

Settings

Extra options for information that will be displayed when the Report is generated.

• Tick the relevant checkbox in order to make a selection of the extra information that will be included in the Report.
  
• Contact Details: The contact information of the Debtor will be included in the Report.
• Print Last Payment Date: The date the Last Payment was made on the account will be included in the Report.
  
• Print Last Note Entry: The Last Note that was made on the account will be included in the Report.

• Click on the Generate Report button to create the Report.

• For more information regarding how to open the Debtor Age Analysis Report that you have generated, the information displayed and the options for the Report, please refer to the user manual: Age Analysis Report.