Archiving debtors in bulk
Use this program to archive debtors whose children have left the school. Debtors will only be archived if they have:
- a total balance of zero
- no instalment payments outstanding
- no students currently at the school
- no future students associated with them
You would normally archive debtors on a yearly basis to clean up your records.
To open the Debtor Bulk Archive window:
- Select Module > Debtors > Debtor Bulk Archive from the main menu.
The Debtor Bulk Archive window is displayed.
A summary report of all debtors who you archived is produced.
Debtor Bulk Archive window key fields and buttons
Fields
Field | Description |
|---|---|
Process All Statement Groups | Select to include all statement groups. |
Statement Group | If Process All Statement Groups is cleared, select statement groups to either include or exclude in the process. |
Include / Exclude | Select whether to perform the archiving process on:
|
Allow Deletion of Non-Student Debtors | Select to also process debtors with the Non Student Debtor field selected. See Debtor Maintenance - General tab. |
No Transactions Dated After | Select the date from which debtors must have been inactive to qualify for archiving. For example, if you want to archive debtors that have been inactive for at least two years, set No Transactions Dated After to two years ago. |
Buttons
Button | Description |
|---|---|
| Reprint the summary of a prior archive process. |
| Archive the selected debtors. |
| Close the Debtor Bulk Archive window without archiving debtors. |
