The Dashboard provides a quick summary of critical financial data:
Missing Contact Information: Displays the number of accounts with incomplete contact details.
Total Outstanding: Shows the total amount of money owed to the school.
Total in Advance: Indicates the total amount of money paid in advance by accounts.
Accounts with Outstanding: The total number of unique accounts that currently have outstanding balances.
Pending Actions: Displays the number of pending actions related to accounts.
Age Balances Graph: Visually represents outstanding amounts categorised by age brackets (e.g., 0-30 days, 31-60 days, up to 180+ days).
Category Summary Graph: Breaks down financial contributions by types, including Registration Fee, School Fees, and In Advance Payments.
Workflow Status: See and change the current status (e.g., Active, Paused, Disabled), including pausing until a specific date.
Contact Information: Click on the accountable person’s name to see their contact details and enable or disable communication (Note: Selecting SMS or Email here does not automatically send communication).
Balances Tab: Shows current financial balances for the account, broken down per learner and per category. It also indicates if an account is billed yearly or monthly.
Learners Tab: Lists all associated learners (children) with their respective total balances.
The Notes section allows you to add three types of notes:
Text Note: For general remarks.
Promise to Pay: To record a commitment from the debtor to make a payment (includes date, amount, and communication type). Note: Promises to Pay will appear on the debtor's statement, and a reminder email will be sent on the due date.
Internal Note: For internal communication that is not visible on statements.
Actions Tab: Displays scheduled or completed follow-up actions for the account (e.g., sending a Letter of Demand).
Transactions Tab: Provides a detailed list of all financial transactions related to the account.
Timeline Tab: Offers a chronological view of all communications, payments, and actions related to the account, useful for understanding historical interactions.
A PTP is a record used for tracking commitments made by a parent or guardian to the school. It ensures a clear record of the amount they promised to pay and the specific date on which they agreed to pay it.
PTPs are added directly to the individual debtor's account profile, which can be accessed via the Debtors > Accounts section.
Navigate to Debtors > Accounts.
Select the specific account.
Go to the Notes section.
Click Add Promise to Pay.
Set the Note type to Promise to pay.
In the section underneath "Promises to pay," enter the Date and the Amount promised.
Click Save.
This must be done within the d6+ Finance system, as the feature is not yet available on the Fease system.
You will need to allocate the payment in d6+ Finance and issue a receipt.
After this, return to Fease and click on the "Sync Now" button for the information to be updated.
Pausing an account temporarily stops that specific account from receiving any further automated follow-up communications, such as emails or SMS messages.
Navigate to Debtors > Accounts and select the specific account.
Locate the Workflow Status setting.
Change the status from Active to Paused. A label will appear to confirm it is paused.
Manual Unpause: Manually change the Workflow Status from Paused back to Active.
Automatic Unpause: Select a specific date when pausing. Once this date is reached, the account will automatically revert to Active status.
Notes are useful for keeping a clear and concise track record of all communication and important information received from a parent or guardian regarding their account.
Navigate to Debtors > Accounts and select the specific account.
Underneath the Notes section, select Add text note.
Select the Communication type (e.g., office visit, email, sms, etc.) to indicate the form of contact received from the parent.
Add your note detailing the communication or information received.
Click Save.
Navigate to the section containing the list or data you wish to export (e.g., Debtors > Accounts).
Look for the "gear" icon on the left-hand side of the table/list.
Click on the icon, and then select Export All.
The sheet will then be generated and exported for you.
No. The Dashboard provides a summary view. To export detailed account-level data related to the summary, you must navigate to the underlying tables, such as the Debtors > Accounts section.
Use Preview Statement to generate a preview of the account statement.
The statement includes category tabs, a Pay now button (if cashless integration is enabled), and a section for promise-to-pay commitments.
If a Section 41 letter has been sent and the school enabled the option, a Red banner reflecting the letter will appear at the top of the Statement, where the parent can view the letter.
After previewing the action, you can click Schedule & Send to initiate the action immediately, or you can schedule the action to be sent later from the Actions Report.
The Reports > Actions page provides a summary of every action that has taken place or is planned to take place across all accounts.
The Actions Report allows for Bulk Actions:
You can Send individual scheduled actions or Bulk Send multiple scheduled actions (e.g., all scheduled letters of demand).
You also have the option to Cancel scheduled actions.
Schools often have valuable insights and ideas on how to improve the system. We encourage users to share these suggestions directly through our built-in feedback platform.
Navigate to the top right-hand side of the screen.
Click on your Profile icon.
Select Request a Feature from the dropdown menu.
In many financial reports, accounts are listed by the primary account holder. However, if you need to identify specific students associated with those accounts, you can adjust the view to include learner details.
Navigate to Reports > Age Analysis.
Click on the Settings/Filter button (located in the top right-hand corner).
Click the filter/view options again in the middle top of the report settings.
From the dropdown menu, select the view: Accounts + Learners + Categories.
Detailed Filtering: Once this view is selected, the report will expand to show individual learner names linked to each account.
Searchability: You can then use the filter tools to search for a specific learner rather than searching by the parent or guardian's name.
Category Breakdown: This view also allows you to see exactly which categories (e.g., School Fees, Transport, or Music) the debt belongs to for each specific learner.
When sending formal communications, especially Registered Letters, it is essential that the recipient's email address is valid. If a school sends a Registered Letter to an invalid address, they will still incur costs for the attempt.
Incorrect Information: The email address was typed incorrectly or contains typos.
Capacity Issues: The recipient's mailbox is full and cannot accept new messages.
Invalid Addresses: The email account no longer exists or has been deactivated.
Navigate to Reports > Actions.
Use the status filter to select Fail.
Review the Reason column to understand why specific emails were not delivered.
Not Charged: Schools will not be billed for standard letters (non-registered) if they fail to deliver.
To view and manage outstanding balances for specific groups of learners—such as those currently enrolled or those who have left the school—you will need to access the reporting tools in the main d6 platform.
Note: This specific filtering feature is not available directly within the Fease interface. It must be accessed by logging into your d6 platform and following the steps outlined below.
Step-by-Step Instructions
Log into d6 and navigate to Reports.
Select Finances and then click on Debtor Analysis.
For learners: Use the filter to select between All Learners, Current, Registered, Left, or Per register class.
For year: Choose the specific year you wish to view.
Transactions included: Select the specific field relevant to your search.
Choose categories: Click on the Choose Categories button.
Category information: Underneath this section, select the specific fees you would like to include in your report (e.g., In advance payments, School Fees, etc.).
Outcome Once these selections are made, the system will display the specific information you have selected, providing you with a detailed overview of outstanding balances filtered by your chosen criteria.