Introduction:

This article provides an overview of the Accounts in Fease, detailing how to monitor outstanding balances, manage debtor accounts, and interact with account-level information.

Dashboard Overview 

The Accounts Dashboard provides a quick summary of key financial metrics:

• Missing Contact Information: Displays the number of accounts with incomplete contact details (e.g., 1783 accounts shown).

• Total Outstanding: Shows the total amount of money owed to the school (e.g., R 17,724,968.87 shown).

• Total in Advance: Indicates the total amount of money paid in advance by accounts (e.g., R 98,070.00 shown).

• Accounts with Outstanding: The total number of accounts that currently have outstanding balances (e.g., 1013 accounts shown).

• Pending Actions: Displays the number of pending actions related to accounts (e.g., 1 action shown).

• Age Balances Graph: Visualises outstanding amounts by age brackets (e.g., 0-30 days, 31-60 days, 61-90 days, 91-120 days, 121-150 days, 151-180 days, 180+ days).

• Category Summary Graph: Breaks down financial contributions by categories such as Registration Fee, School Fees, and In Advance Payments.

Debtors and Accounts Management 

The Debtors section allows you to view and manage individual accounts.

• Accessing Accounts: Navigate to Debtors > Accounts.

• Filtering Accounts:

• Side Filter: Filter accounts by age bracket (e.g., "Highest Age Bracket").

• Workflow Filter: Filter accounts by their Workflow status by clicking on the down arrow to see your options (e.g., Active, Paused, Disabled).

• Drilling into an Account: Click on an individual account to view detailed information.

Individual Account Details 

When you drill into an account, you can access comprehensive information and perform specific actions.

• Workflow Status: View the current workflow status (e.g., Active, Paused, Disabled). You can change the workflow status (e.g., Pause an account until a specific date or disable indefinitely).

• Contact Information: Once you click on the accountable person’s name, you will see their contact details like email and mobile number. On this screen, you can enable or disable communication. Please note that selecting SMS or Email will not automatically send communication to those platforms.

• Activities: The admin user's "to-do list" is managed through scheduled activities. To create a reminder, select an Activity Type (email, call, or meeting) and assign it to an admin user with a due date. The assigned user will receive an email reminder on the due date. These activities are also visible in the navigation bar (clock icon), where you can view when activities are due. You will also be able to edit, cancel, or mark it as done directly from the activity screen or account screen.

• Tabs:

• Balances: Shows current financial balances for the account per learner and per category. You will also see if an account is billed yearly or monthly.

• Learners: Lists associated learners (children) with their respective total balances.

• Notes: Allows you to add different types of notes:

• Text Note: For general remarks. 

• Promise to Pay: To record a commitment from the debtor to make a payment. This can include the date, amount, and communication type. The debtor will receive a reminder email on the due date that is set here.

• Internal Note: For internal communication not visible on statements.

• Note: Text notes and Promises to Pay will appear on the debtor's statement, similar to d6 Plus.

• Actions: Displays scheduled or completed follow-up actions for the account (e.g., sending a Letter of Demand).

• Transactions: Provides a detailed list of all financial transactions related to the account.

• Timeline: Offers a chronological view of all communications, payments, and actions related to the account, useful for understanding historical interactions.

Follow-Up Actions & Statements

• Preview Statement: Generate a preview of the account statement. This statement includes category tabs for the parent to see outstanding amounts per category. It also includes the Pay now button if the school has cashless integration enabled as well as promise to pay commitments. If the account received a Section 41 letter and the school has enabled a Red banner to appear at the top of the Statement, this is also where it will be reflected and the parent will be able to view their Section 41 letter.

• Scheduling Actions: You can schedule follow-up actions like sending a Letter of Demand directly from the individual account view. The system will show the next action and its associated cost. Users will have the flexibility to override the system's default settings for follow-up actions and waiting periods. For instance, users can send multiple reminders without adhering to a 7-day waiting period. Additionally, they can initiate follow-up actions, such as sending a Registered Letter of Demand, even if the account's age does not yet align with the standard age bracket for such actions.

• Scheduling & Sending: After previewing, you can Schedule & Send immediately or the action can be scheduled and send it later from the Actions Report. 

Reports: Actions 

The Reports section gives a summary of every action that has taken place or is planned to take place across all accounts.

• Accessing the Action Report: Navigate to Reports > Actions.

• Bulk Actions: From this report, you can Send individual actions that has been scheduled or Bulk Send multiple actions (e.g., all scheduled letters of demand). You also have the option to Cancel scheduled actions.

• Group By: Users will be able to view the report with various filters by going on the “search” field and selecting filters from there or adding custom groups to filter to specific months or next follow up actions

• Pivot tables & graphs: Navigate to these icons: to view the data differently.

All reports could be exported to excel. Navigate to the gear icon and “Export All”.

FAQ: Fease - Accounts Overview

This FAQ addresses common questions about managing debtor accounts within the Fease platform, including navigating, filtering, and interacting with individual account details.

What is the "Debtors and Accounts" section in Fease used for?
The "Debtors and Accounts" section allows you to view and manage all your individual client accounts at a glance.

How can I filter accounts in the Debtors section?
You can filter accounts in several ways:

• Side Filter: Filter accounts by age bracket (e.g., "Highest Age Bracket").

• Workflow Filter: Filter accounts by their current workflow status (e.g., Active, Paused, Disabled).

What information is available when I "drill into" an individual account?
When you select an individual account, you can access comprehensive details including:

• Account Status: View and change the current workflow status (e.g., Active, Paused, Disabled).

• Contact Information: Displays contact details such as email and mobile number.

• Balances Tab: Shows current financial balances for the account.

• Learners Tab: Lists associated learners (children) with their respective total balances.

• Notes Tab: Allows you to add Text Notes, Promises to Pay, and Internal Notes. Text Notes and Promises to Pay will appear on the debtor's statement.

• Actions Tab: Displays scheduled or completed follow-up actions.

• Transactions Tab: Provides a detailed list of all financial transactions.

• Timeline Tab: Offers a chronological view of all communications, payments, and actions.

Can I record a "Promise to Pay" from a debtor?
Yes, you can record a "Promise to Pay" under the "Notes" tab of an individual account. This allows you to log the date, promised amount, and communication type.

How do I preview or send statements and follow-up actions from an individual account?
You can preview a statement directly from the individual account view. From there, you can also schedule and send follow-up actions like a Letter of Demand. The system will indicate the cost for such actions.

Where can I see an overview of all scheduled actions across different accounts?
All scheduled actions can be viewed under Reports > Actions. From this report, you can send individual actions or perform bulk sends.