Debtor Charges Entry (Next Year Process)

Use the Debtor Charges Entry window to add debtor charges to the selected posting.

To add new debtor charges:

Add or select a debtor charges posting. Either:
• Select an existing posting. See Selecting existing debtor charges postings (Next Year Process).
• Add a new posting. See Adding new debtor charges postings (Next Year Process).
The Debtor Charges Entry window is displayed.
Enter details of the debtor, the fee and the general ledger allocations.
Click to save the details of the debtor charge.
Note: If you click a second time, Synergetic warns you that you are about to enter a duplicate of the charge you just created into the posting.
Repeat steps 2 and 3 to add charges for the same or another debtor.
Click Posting Action to perform key actions. See Debtor Charges Entry - Posting Actions (Next Year Process).
Click when finished.

Debtor Charges Entry window key fields and buttons
Posting Summary Information area fields
This area displays information about the posting that the entry of this charge is contained in.
Fields

Field	Description
Number	Posting number.
Date	Posting date.
Description	Description of the posting. This is optional but is useful when reviewing past postings.
Control Amount	The total amount entered in the posting's transactions must add up to this value. This is optional but is a precautionary measure, as you cannot close off a posting if the sum of transactions does not equal this value.
Transaction Count	Number of transactions being posted.
Amount	Amount of the posting.

Student Debtor area fields
You can either search for the student that this charge is for, or for the debtor to be charged. See Searching for students or debtors - Debtor Charges Entry (Next Year Process).
Fee Details area fields

Field	Description
Repeat Charge	Select to indicate that the same charge will be entered to another debtor or student after the current charge.
Repeat Debtor	Select to indicate that the same debtor will be used for the next charge to be entered after the current charge.
Charge Date	Date recorded against the interest charge transaction, if overdue charges are applicable for the debtor. This field is also used for transaction and statement dates.
Fee Code	Code used to identify the type of fee to be applied. See Maintaining debtor fees in the Debtors manual. Tip: You can search for fee codes by right clicking on the Fee Code field and selecting Find Debtor Fee Code.
Amount	Amount of the charge to be applied. This defaults to the fee code's default amount.
Pay by Instalments	Select this if the charge is to be paid by instalments. Note: The instalment details default to those defined in Debtor Fee Maintenance. See Maintaining debtor fees in the Debtors manual.
Frequency	If Pay by Instalments is selected, select the frequency of instalments. See the luDebtorInstalmentFrequency lookup table in the Finance manual.
Instalments	If Pay by Instalments is selected, select the number of instalments.
Generate First Charge	If Pay by Instalments is selected, select to automatically generate the first instalment charge.
Description	Meaningful description of the charge. Tip: If you have selected Charge Description Only (copies fee desc if not entered) for this Fee Code in the Fee Maintenance window, leave the posting description blank and Synergetic will copy the current Fee Description into the statement description.

G/L Allocations area fields
The G/L Allocation area is used to allocate the charge to one or more G/L codes.

Field	Description
Override G/L Code(s)	Select to override the general ledger codes that default for the Fee Code. You can then: change the G/L code change the G/L Sub Allocation code change the tax code override the tax amount. Note: If you change the Fee Amount after overriding the tax amount, the override is removed to prevent incorrect tax allocations.
Ignore Split Payment Processing	If split payments have been defined for this debtor, they are not applied to this charge.
Manually Allocate Charge	Allocate the debtor charge against existing transactions instead of relying on automatic allocations. Can be used for credits to previous unpaid charges. Note: Negative amounts are automatically allocated in the following order: newest outstanding charge dated on or prior to the date of the credit; any other outstanding charges dated on or prior to the date of the credit; outstanding charges dated after the credit.
Allocate to Statement	Allocate the debtor charge to a previously produced statement. This option is off by default. To enable Allocate to Statement select the Allow Allowance to Statement when Entering Charges field in System > Finance Configuration Maintenance > Debtors tab > Page 2 sub-tab. Important Note: Use with care. This will affect ageing and charges will not appear on any future statements produced. For example, use if a previous statement needed modification.

Single Allocation sub-tab fields

Field	Description
G/L Code	The general ledger code of the charge.
G/L Sub-Alloc	The general ledger sub-allocation code for the charge.
Tax Code	The tax code for the charge.
Tax	The tax amount of the charge.
Override Tax Amount	Select to override the amount of tax on this charge. Note: If overriding tax amount multiple journals are generated, one for the taxable portion and one for the tax free portion.

Single Allocation sub-tab buttons

Button	Description
	Launch General Ledger Maintenance to add or modify general ledger codes. See Maintaining general ledger accounts in the General ledger manual.

Multiple Allocation sub-tab fields

Field	Description
G/L Code	The general ledger code of the charge.
G/L Sub-Alloc	The general ledger sub-allocation code for the charge.
G/L Description	Description of the general ledger code.
Percent	Percentage of the total charge amount allocated to this general ledger code.
Enter Amount	Amount allocated to this general ledger code.
Tax Code	The tax code for the charge.
G/L Amount	Amount allocated to this general ledger code after tax.
Tax	The tax amount of the charge.
Override Tax Amount	Select to override the amount of tax on this charge.

Multiple Allocations sub-tab buttons

Button	Description
	Launch General Ledger Maintenance to add or modify general ledger codes. See Maintaining general ledger accounts in the General ledger manual.
	Add a general ledger code to the list.
	Delete the highlighted general ledger code from the list.

Buttons

Button	Description
(Student ID)	Launch into Current Student Maintenance for the selected student. See Maintaining current students in the Current students manual.
(Debtor ID)	Launch into Debtor Maintenance for the selected debtor. See Maintaining debtors in the Debtors manual.
(Fee Code)	Launch into Debtor Fee Maintenance for the selected fee. See Maintaining debtor fees in the Debtors manual.
	Perform the following actions: close off the current posting change the control amount, posting description or posting date delete d0ebtor charges in the current posting change to another posting create a new posting view a copy of the audit print abandon the current posting return to editing the debtor charge in the current posting. See Debtors Charges Entry - Posting Actions.