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Debtor Charges Entry

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

To add new debtor charges:

  1. Add or select a debtor charges posting. Either:
    • Select an existing posting. See Selecting existing debtor charges postings.
    • Add a new posting. See Adding new debtor charges postings.
    The Debtor Charges Entry window is displayed.
  2. Enter details of the debtor, the fee and the general ledger allocations.
  3. 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.
  4. Repeat steps 2 and 3 to add charges for the same or another debtor.
  5. Click Posting Action to perform key actions. See Debtor Charges Entry - Posting Actions.
  6. 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.
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.
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