Debtor Maintenance - Instalments tab

Use the Instalments tab to view instalment charges for the selected debtor and select the instalment frequency used for each instalment. Also, see How instalments operate.

As default, when the debtor receives the instalment fee, the first instalment is charged and placed on their next statement.

Note: Instalment charges are set up in Fee Maintenance. See Maintaining debtor fees.

Payment plans

If your school has configured payment plans, instalment charges (maintained using this tab) and payment plan payment preferences (entered on the Payment Plans tab of the Community Portal and maintained using the Automatic Payments sub-tab) can be linked or unlinked. When they are:

linked updating the information on one tab automatically updates the other
unlinked the tabs can be updated independently.

For more information, see LinkInstalmentsAndPlansFlag configuration setting.

Opening the Instalments tab

To open the Instalments 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 Instalments tab.
The Instalments tab of the Debtor Maintenance window is displayed.

Debtor Maintenance - Instalments tab key fields and buttons
Override Instalments Details fields

Field

Description

Frequency

Set one frequency for all instalments for this debtor. Frequencies are controlled by the luDebtorInstalmentFrequency lookup table. See luDebtorInstalmentFrequency lookup table in the Finance manual.

Note: This overrides the instalment frequency for all of this debtor's instalments.

Instalment Count

Number of instalments per year. This is automatically filled when an Override Instalments Frequency is selected.

Day of Month

The day of the month that instalments are charged.

Note: Day of Month cannot be applied to Fortnightly or Weekly frequencies, as these frequencies do not fall regularly within a month.

Instalments fields

Field

Description

Show

You can elect to display:

only instalments that are incomplete
only instalments that are complete
all instalments.

Buttons

Button	Description
	Change the frequency of instalments for this debtor. See Updating instalment frequencies.
	Click to reverse a charge, charge the remaining amount or charge the next amount. See Applying process adjustments.
	View the instalment history of the selected debtor in the Instalment History window.

Grid area fields

Field	Description
Date	The date of the originating posting. It will normally be the date of the first charge.
Fee	The instalment fee code that the debtor has been charged.
Amount	Total amount of the charge. This can only be changed on the General tab of Debtor Fee Maintenance before the debtor receives this charge. See Maintaining debtor fees.
Charged	Total amount that has been charged so far to the debtor in instalments.
Frequency	Automatically sets to the default Instalment Frequency that you have defined on the Debtors tab of Finance Configuration Maintenance. See Synergetic Financial Configuration - Debtors tab in the Finance manual. You can still change the frequency on this tab by clicking in the field and then selecting the new frequency from the drop-down list.
Instlmnts	Displays the total number of instalments that the charge is broken down into. It can be changed here if required. The default number of instalments is defined on the Debtors tab of Finance Configuration Maintenance. See Synergetic Financial Configuration - Debtors tab in the Finance manual.
Nxt Date	This date is used when running Debtor Instalment Charges. The Process Date is compared with the Next Date field to see if it is time to charge another instalment to this debtor. This date is initially set to that date that you have defined when running the Automatic Tuition program. The Date to appear on transactions field is automatically updated each time the debtor receives another instalment charge.
Nxt Amt	The amount that will be charged on the next instalment. This can be changed if required. Note: If the Next Amount is greater than the total amount yet to be charged then this next amount will automatically change to the outstanding amount. Debtors will not be charged more than the total amount of the fee. For example: Total amount of fee charged = $500 Amount charged so far = $480 If next amount is $50, it will automatically change to $20 at the time of the charge.
Stopped	Select this field to stop the debtor from being included on the next instalment run. For example, if you do not want this debtor to receive the next instalment charge or if you want to stop charging them this fee altogether.
Student Name	Name of the student the charge is for.
Student ID	ID of the student the charge is for.
Post No.	Posting number of the originating fee. This normally originates from an automatic charge.
Post Src	The Synergetic program that the originating instalment charge came from. For example: DEBCHG is always the posting source for the overall instalment. DEBINS is the posting source for each individual charge originating from an instalment fee but won't appear here.
Description	Description of the instalments.
Statement	The statement number that the originating instalment fee appeared on. Shows student ID and name as well.
Seq	A unique number identifying the instalment charge.