Reference Type

Debtor reference that is printed on statements and invoices. Values include:

• Child Name. For example, Jason(S9), Andrew(S10).
• Child Name and Surname. For example, Jason Rudd(S9), Andrew Paydon(S10).
• Child Name and Surname if Different to Debtor. This only shows the surname if it is different from the surname of the debtor. For example, Jason(S9), Andrew Paydon(S10).
• Manual Reference. Typically used for school leavers. You can customise the text that appears on the statements and invoices.

  Note: The default value is set using the Reference Type for New Debtors field. Also, the students' preferred names are used unless set otherwise using the Use Student Given Name in Debtor Reference field. See Synergetic Financial Configuration - Debtors tab in the Finance manual.

Active

If selected, the debtor record is active.

Note: This field is not editable. To make a debtor account active or inactive, use the buttons described below.

Statement Group

Debtor's statement group, if applicable. Leave this field blank if the debtor is not part of a statement group.

Use statement groups to group like debtors together for the purposes of statements, reports and so on. For example, you might group all the debtors that have made payment arrangements with you or all the hirers of facilities together.

Note: If you have the relevant security permission you can add new statement groups to the luDebtorStatementGroup lookup table. See Maintaining lookup tables in System maintenance.

BPay Reference

BPAY number used to identify debtor's payments.

Statement Method

Type of statement or invoice sent to the debtor. Values include:

• Statement only
• Invoice only. Invoices display GST
• Both statement and invoice.

If you have defined multiple recipients of the statements/tax invoices, each recipient will receive a duplicate copy of whatever the main debtor is sent. See Debtor Maintenance - Statements tab for details of how to define multiple recipients.

Last Overdue Letter Code

Last Overdue Letter Date

Overdue Letter Reference Date

Date and code of last overdue letter sent to the debtor.

To generate letters to debtors that have outstanding payments due, see Managing overdue accounts.

Note: This program generates overdue letter codes to help you to extract debtors with overdue balances. You can then export the information to Microsoft Word and use the mail merge facility to generate the letters.

Amount

Overdue amount.

Days Between Letters

Number of days between overdue letters.

Button

Description

Make the debtor account active or not active. See Deleting debtors or making them inactive.

Note: Only one button will appear at a time, depending on whether the debtor account is active or not active.

• receive 'overdue' letters
• be charged interest on overdue amounts
• be sent a receipt
• have sales generated for them in the Sales program

• be asked for voluntary contributions
• be automatically archived when their student(s) have left the school
• have their financial balance synchronised to an alternative financial database. For example, a Building Fund financial database.

Field

Description

Arrangement Active

Select to show that a payment arrangement is in place.

This flag automatically activates and de-activates as follows:

• When an arrangement is entered on the Arrangements tab, this flag is automatically set.
• If the arrangement has a follow up date entered on the Arrangements tab, once this date has been reached the flag is cleared and the debtor is re-included in the next overdue letter run.

Arrangements can also be shown on statements. See Contact Synergetic Management Systems in the Introduction manual if you need assistance with customising your statement.

Allow Interest to be Charged

Select to include the debtor in the interest postings for overdue amounts.

See Applying debtor overdue charges.

Allow Interest on Credit Balance

Select to pay interest to the debtor if there is a credit balance on their account.

Allow Receipt Print

Select if the debtor requires a receipt.

Allow Voluntary Contributions

Select to allow the debtor to make voluntary contributions.

Note: When you create a new debtor this flag is selected by default.

Allow Sales

Select to allow the debtor to purchase goods and services on credit from your organisation via the Sales module.

Allow Reminders

Select to include the debtor on the next overdue letter run.

Note: Ensure that you have a setting in your overdue letter merge query that only includes the debtor if they are selected here.

Non-Student Debtor

Select if the debtor is a non-student debtor. You can use this flag:

• In a query.
• When archiving using the Debtor Bulk Archive program to selectively archive these records. Normally, these records are retained in Synergetic even after the account has been inactive for a period of time. See Archiving debtors in bulk.

Allow Transfer Balance to Other Database

Select to allow outstanding balances to be transferred to another Synergetic financial database.

Allow Auto Archive

Select to automatically archive the debtor if their last child has left your organisation when you run the Debtor Bulk Archive program at the end of the year.

Note: The debtor will not be deleted if they have an outstanding balance.

Clear this flag if you want to keep the account active after running the Debtor Bulk Archive program. See Archiving debtors in bulk.