Debtor Maintenance - General tab

Use the General tab to:

change the debtor's reference type
allocate a statement group for statement runs
check the code and date of the last overdue letter.

Opening the General tab

To open the General tab:

Select Module > Debtors > Debtor Maintenance from the main menu.

Tip: You can also access the debtor functions by clicking .
Search for the debtor. See Searching for debtors.
The Debtor tab of the Debtor Maintenance window is displayed.
Click the General tab.
The General tab of the Debtor Maintenance window is displayed.

Debtor Maintenance - General tab key fields and buttons
General area fields

Field	Description
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. See luDebtorStatementGroup lookup table lookup table in the Synergetic Finance manual.
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.

Buttons

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.

Flags area fields
The following flags allow you to indicate whether the debtor should:

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 your organisation
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.
School Administered Payment Plan Only	Select to disable the self-administer option for the selected debtor. Note: Selecting this option will cause the self-administer field to be greyed-out on the Community Portal in Payment plans.
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 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.
Allow Payment Plan Discount	Select to enable a discount on the amount charged to the debtor. Note: Clearing this field will hide discounts on the Community Portal in Payment plans.
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 Portal Payment Plans	Select to allow portal payment plans for the selected debtor.
Allow Sales	Determines whether the selected debtor is allowed to purchase goods and services on credit from your organisation via the sales module. You can select: Yes (All Business Units) to allow purchasing from all business units Selected Business Units Only to select business units the debtor is allowed to purchase from No to not allow purchasing from any business units.