Future Student Maintenance - Debtor tab

Use the Debtor tab to:

change the debtor if the debtor is not the future student's primary contact (SC1)
maintain parameters that determine how billing is undertaken for this future student and their family
flag the future student's record so that tuition fees or charges are not automatically applied
flag the future student's record as either full-fee or no student discount
flag whether there are any tuition variations or special billing.

Note: Leave the Debtor ID set to zero if the debtor is not the primary contact. Also, note that the debtor is created when the student is transferred to current students and the Debtor Bulk Additions program is run.

Opening the Debtor tab

To open the Debtor tab:

Select Module > Future Students > Future Student Maintenance from the main menu.
The Set Future Student Search Criteria window is displayed.
Tip: You can also access the future student functions by clicking .
Search for the future student. See Searching for future students.
Click the Debtor tab.
The Debtor tab of the Future Student Maintenance window is displayed.

Future Student Maintenance - Debtor tab key fields and buttons
ID area fields and buttons
Fields

Field	Description
Debtor ID	Debtor's Synergetic ID. Note: The debtor for the student defaults to the primary contact.
Student Billing	Whether student billing or family billing applies to the student. The Student Billing field is: selected by clicking cleared by clicking . Student Billing Use student billing to create a different billing arrangement for each student. This is useful: for blended families where more than one person is responsible for tuition fees where separate statements are required for each student. The Debtor ID and Student ID are both used to define the debtor account, when either: a charge is raised against the student debtor bulk additions is run.
NICHE Debtor Code	Debtor code for this student if the debtor was set up in Synergetic's predecessor, NICHE.

Buttons

Button	Description
	Select a community member who is not the primary contact for the student. The Debtor ID and debtor details are updated based on the selected debtor. Note: Take note of the current debtor details before making changes. You cannot discard changes to the Debtor ID.
	Set the Debtor ID field using the SC1 contact specified on the Contacts tab. The SC1 contact is usually the parent of a student. In the following example, Sarah Adamski's SC1 contact is Mr G & Mrs P Adamski. When you click , Mr G & Mrs P Adamski is set as Sarah's debtor.
or	You can select to bill by student or family. Click Set Student Billing to set Student Billing. Click Set Family Billing to clear Student Billing. Setting student billing To change from family billing to student billing: Click Set Student Billing. The following dialog box is displayed. Click . The Student Billing field is selected. The button is changed to Set Family Billing. Setting family billing To change from student billing to family billing: Click Set Family Billing. The following dialog box is displayed. Click . The Student Billing field is cleared. The button is changed to Set Student Billing.

Debtor Names area fields and buttons
Fields

Field	Description
Name	Debtor's name. The debtor's name can be overridden, if required. For example, the debtor may need the statements in their company name for tax purposes. See Overriding the debtor's name in the Debtors manual. Note: If the debtor has not yet been created or you do not have permission to access the finance database then the community name is displayed.
Address	Debtor's address.
Phone BH	Debtor's business hour's telephone number.
AH	Debtor's after hour's telephone number.
Mob	Debtor's mobile telephone number.
Primary Person Only	Select to address mail to the primary person only. Note: You can maintain the Address mail to primary person only field on the Debtor tab in Debtor Maintenance. See Debtor Maintenance - Debtor tab in the Debtors manual. Tip: If the student's costs are paid by more than one debtor, select the debtor who pays the miscellaneous charges as the primary person, not the debtor who pays the tuition fees.

Buttons

Button	Description
	Launch the Community Maintenance window for the selected debtor. See Maintaining community members in the Community manual.
	Launch the Debtor Maintenance window for the selected debtor. See Maintaining debtors in the Debtors manual.

Flags area fields

Field	Description
Full Fee Paying	Select if the student is paying full fees.
No Sibling Discount	Select if sibling discounts do not apply for this student. Note: Sibling discounts reduce tuition charges based on the family position.
Allow Auto Tuition	Clear to stop automatically applying tuition fees for the student. This feature may be needed if the debtor has paid in advance and those charges have already been applied.
Allow Auto Charges	Clear to stop automatically applying automatic charges for the student. The student is put in the Not to be charged grid of Auto Charges, with *No Auto* beside the entry. You can then choose to include them at that point. See Automatic Tuition in the Debtors manual.
Tuition Variation Type	Type of debtor to include or exclude from the auto tuition run, if required. For example, students paying full fees generally receive a different charge than other students. If a tuition variation is defined on any student records, these students become part of their own billing group for automatic charges. For NZ MOE roll returns, a Tuition Variation Type is defined for either: an international fee-paying student (FF student type) a NZAID (NZ Agency for International Development) student (FE student type) who is being charged for tuition for: the academic year a proportion of the year for which the student is enrolled. For details on student types, see Future Student Maintenance - NZMOE tab.
Special Billing Type	Code used for special billing. For example, New Students. Note: You can start a special auto tuition based on this flag, which can then be cleared automatically. This feature is typically used by organisations that bill significantly in advance.