Debit Journals


Occasionally, Capable 21C will show too much credit on a patient/client file. This may be due to untrusted data converted from another system, or because a payment was processed in error. This article explains what procedure to follow to remove excess credit from a patient/client file.

Underlying challenge

In general, if the excess credit on a patient/client file is the result of a recognisably incorrect payment, the best way to correct the problem is to correct the faulty payment. However, on occasion, the credit may be from a very old payment, from a database conversion or a combination of many small credit amounts. In the situation where it is unwieldy to correct the faulty credit(s), the preferred approach is to apply a Journal Debit.


To apply a journal debit:

  • Create a product group called Journals.
  • Create a product in that group named Journal Debit.
  • Raise an invoice for the patient/client using the new Journal Debit product.
  • Detailed Information

    To create a new product group:

  • Go to Setup|Setup Product Groups.
  • Click the button to create a new product group. /li>
  • Name the product group ‘Journals’.
  • Click the Apply Button.
  • To create a new product:

  • Switch to the ‘Products’ tab.
  • Click the button to ‘Create a New Product’.
  • Name the new product ‘Journal Debit’.
  • Tick the boxes to ensure that this product is applied to both private and insurance invoices.
  • Ensure that the ‘GST Chargeable’ tick box is not checked.
  • Ensure that the ‘Included in normal patient/client stats’ tick box is not checked.
  • Close the Product Properties window.
  • Close the Product Group Properties window.
  • To raise an invoice for the journal debit:

  • Go to Patient/Client Visits History.
  • Click in the left hand box and choose the option to raise an invoice for specific date.
  • Click OK to accept today’s date.
  • Select an appropriate practitioner to apply the debit for.
  • Select Products and choose the Journal Debit option.
  • Key the amount of the journal debit and click Ok.
  • Close the Patient Visits History window.
  • This knowledge resource is designed for use on a Windows (tm) XP system operating at a screen resolution of 1024x768 or better. Windows Media Player must be installed for this training resource to operate correctly.

    Copyright 2008 Capable Software Pty Ltd

    Training Sessions

    Fundamentals Training Modules

    Intermediate Training Modules

    Advanced Training Modules

    Other Resources

    Return to Capable Software home

    Contact Technical Support