Capture Debtor Notes & Arrangements
Finances > Debtors > Capture Debtor Notes & Arrangements
Finances > Debtors > Capture Debtor Notes & Arrangements
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There are three different types of Notes namely, an Internal Note, a Text Note, and a Payment Arrangement. Payment arrangements are commitments or notes made by debtors or other debtors to either pay at a later stage or to come to some other agreement. The user right required is 5.3.5 under the school profile.
How to capture an internal note
Internal notes are as the name suggests, internal. It is a way for the school to keep a record of any and all conversations with debtors. You do have the option to print this on the debtor's and other debtors statements but it's not suggested.
- Click on "create a note".
- Choose Debtor type, either School Debtors or Other Debtors
- Select the debtor account
- Click on "continue"
- Enter the date that you want to create the note.
- The accountable person will default to the accountable person that is linked to the chosen family or then the person responsible for the other debtor account.
- Choose "internal note" by type of note.
- Enter your note/conversation in the Note body.
- Once you have recorded the necessary information and you would like to save the note, you can click on the "continue" button.
How to create a text note
A text note works on the same concept as the internal note with the exception that it usually does get printed on the debtor's statement.
- Click on "create a note".
- Choose the debtor type, either School Debtors or Other Debtors
- Choose the debtor account
- Click on "continue"
- Enter the date that you want to create the note.
- The accountable person will default to the accountable person that is linked to the chosen family or the person responsible for the other debtor account
- Choose "text note" by type of note.
- At the communication medium option, you can choose the method of how you communicated with the accountable person in the first instance.
- Enter your note/conversation in the Note body.
- Once you have recorded the necessary information and you would like to save the note, you can click on the "Continue" button.
How to create a promise to pay arrangement
A promise to pay arrangement is when the debtor promise to pay certain amounts on certain dates. The system will keep a record of this and also remind the school to follow up on these arrangements. You will also be able to have this printed on the debtor's statement.
- Click on "create a note".
- Choose the debtor type, either School Debtors or Other Debtors
- Choose the debtor account
- Click on "continue"
- Enter the date that you want to create the note.
- The accountable person will default to the accountable person that is linked to the chosen family or the person responsible for the other debtor account.
- Choose "promise to pay" by type of note.
- At the communication medium option, you can choose the method of how you communicated with the accountable person in the first instance.
- Enter your note/conversation in the Note body.
- Under the "promise to pay information" tab, fill in the dates as well as the promised amounts in.
- Once you have recorded the necessary information and you would like to save the note, you can click on the "continue" button.
Once a note has been created, it can be deleted.
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