[Revised Jan 2013]
Journal entries are used for 3 purposes;
1. Adjustments can be made and errors corrected by reversing the faulty transaction and entering again. For security reasons, and because a tax invoice may have already been issued and could be made fraudulent by altering the original transaction, it is not possible to edit or delete an existing debtor transaction.
2. Shop items can be added to an account on a Dispensary-only system, and payments received. If a PoS module is installed these are available from the PoS screen on any unit.
3. Insurance script payments by Insurance companies for scripts.
To enter a 'Journal entry'
From the Debtors menu, select the appropriate account.
-Select 'Tools' then 'Journal Entry' Or the <F3> shortcut key.
-Select whether you wish to credit or debit an account and specify the amount (a debit will add to the account and a credit will minus from the account).
-Put any explanation of the journal entry 'Reversal of payment credited in error' or whatever, in the comment box for printing on the next statement.
- Click 'OK' to complete.
You can also use Journal entry to add a message entry onto the statement.
Journal Entry for a previously "rolled over" statement
There are specific rules on how to use this feature. Please contact HealthSoft for the pin number (from BigBro).
To enter a Journal Entry into a previous statement that has already been cut off:
Go into the Debtor (via individual accounts), then select ‘Tools’, ‘Journal Entry for this Debtor’. The Journal Entry box will display, select ‘Edit’ and the click on ‘Change Statement Date’.
A box will come up asking for a Pin Number. (You’ll need to call HealthSoft for this pin number).
Type in the pin number and then underneath the heading ‘Statement to show on’, select the statement date you want to enter the journal entry into.
A prompt will come up to remind you to recalculate this account. (See Help on recalculate)
Note
Journal entries can be made from any unit.
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