Debtor creation windows

The Create New Debtor - Name window is displayed first. The debtor can be an individual, a company or an individual at a company address (personal company). The fields on the Person and the Personal Company Name windows are identical.


Example of a name details window for a person or personal company	Example of a name details window for a company

New debtors can be Personal, Company or Personal Company. Select the appropriate radio button at the top of this window. The data input windows that follow depend on your choice of record type:

Personal is for an individual person or couple.
Company is for a company where the company is the primary contact. For example:Jackson HoldingsAttn: Mr John Roberts
Personal Company is for a company where a person is the primary contact. For example:Mrs Anne JohnsonSalbut Enterprises

If you select Company, the windows that follow are similar but will not require you to enter any individual personal information.

Enter the name details of the debtor. If the information you enter matches one or more members of the community database, Synergetic displays a window showing possible matches.

The following windows are displayed after the Name window, depending on the selections made:

Spouse details, if applicable. See Spouse Name window in the Community manual.
Address details. See Address window in the Community manual.

Note: You can enable the Quick Address System (QAS) to display matching address records as you type into address fields. See Configuring address validation in the System maintenance manual.

Note: You can use the optional Rapid Addressing Tool to match addresses with the Australia or New Zealand Post barcode database. See Maintaining postal addresses in the System maintenance manual.

Couple relationship. See Couple relationship window in the Community manual.
Contact's phone and occupation details. See Phone/Occupation window in the Community manual.
Spouse's phone and occupation details, if applicable. See Phone/Occupation window in the Community manual.
Debtor details. See Debtor Details window.

Create New Debtor - Name window fields (Personal or Personal Company)

Field	Description
ID Use Existing ID	Debtor's Synergetic ID number. If the debtor already exists, select the Use Existing ID checkbox and enter the debtor's Synergetic ID number.
Title	Debtor's title.
Surname	Debtor's surname.
Given 1	Debtor's given name.
Preferred	Debtor's preferred name. This field is automatically completed with the primary contact's given name. You may type another name if required, for example if the primary contact's given name is Stephen, you could type Steve.
Other Given	Debtor's other given names.
Gender	Debtor's gender. This field is automatically completed when you select the primary contact's title. Note: You can define the list of genders used at your organisation using the luGender lookup table. See luGender lookup table. Note: The following window is displayed when there is a gender mismatch between the Title field and Gender field.
Date of Birth	Debtor's date of birth.
Mail format	Address format for the community member. For example, whether their initials should be used, or an ampersand instead of 'and'.
Sub ledger	Sub ledger code to assign to this debtor. Note: This field is only displayed if sub ledgers are enabled for your organisation. See Synergetic Financial Configuration - Debtors tab - Sub Ledgers sub-tab in the Synergetic Finance manual.
Student Billing	Select this field if you want to create a new debtor linked to a student. Note: You can select whether to change the student's debtor to the new debtor, or create the new debtor without changing the student's existing debtor. For example, a company is paying all or part of several students' fees. If they are not listed as the student debtor, they will get a statement per student.

Create New Debtor - Name window fields (Company)

Field	Description
ID	Synergetic ID of the debtor.
Use existing ID	If you know the Synergetic ID of an existing community member, select this field and enter the ID into the ID field. The details of the person are retrieved from the community database.
Occupation Description	Description of the company's main business, for example 'Garden Maintenance'.
Company	Company name.
Attention	Name of recipient within the company if required.
Sub Ledger	Sub ledger code to assign to this debtor. Note: This field is only displayed if sub ledgers are enabled for your organisation. See Synergetic Financial Configuration - Debtors tab - Page 2 sub-tab in the Finance manual.

Several debtors may be responsible for the debtor's account

In Maintaining current students (in the Current students manual) you nominate the debtor who is responsible for the student's account. Although there is only one debtor attached to a student, other debtors can be charged all or part of the fees by setting up split payments against the primary debtor, using the Split Payments tab of Debtor Maintenance. See Debtor Maintenance - Split Payments tab.

A couple may be defined but only one person is flagged as the debtor

There may be circumstances where the community member is a couple but you want the debtor to be one member of the couple, for example where a re-marriage has occurred. In this case, select the Primary Person Only flag on the debtor record.

Note: Set the Primary Person Only flag on the individual student's record, as different students in the same family might have different requirements.

A debtor may have multiple billing accounts

Your organisation may want to bill the same debtor on separate accounts. For example, if your organisation also runs a swimming school, you may want to separate the swimming school billing from the standard fees. See Creating debtor accounts for separate billing.

A community member may receive duplicates of a debtors statements

Some community members may want to receive duplicate statements, such as when an organisation is fully or partially funding a student. You can manage recipients of duplicate statements for individual debtors using the Statements tab of Debtor Maintenance. See Debtor Maintenance - Statements tab.