There are three types of debtor notes: an Internal Note, a Text Note, and a Payment Arrangement. Payment arrangements are commitments made by debtors to pay at a later date or under a specific agreement. The user right required is 5.3.5 under the school profile.

Finances > Debtors > Capture Debtor Notes & Arrangements

How to capture an internal note

Internal notes are for internal school use — a way to record conversations with debtors. These can optionally be printed on statements, but this is not recommended.

1. Click Create a note.

2. Choose the note type: Single Note or Bulk Note

3. Choose the debtor type: School Debtors or Other Debtors.
   

4. Select the debtor account and click Continue.
   

5. Enter the note Date. The Accountable person will default to the linked family or other debtor account.

6. Under Note Type, select Internal note.

7. Choose the Communication medium, Email/SMA/Telephonic etc. Enter the note or conversation in the Note body.

8. Click Continue to save.

How to create a text note

A text note works on the same concept as an internal note, but is typically printed on the debtor's statement.

1. Click Create a note, choose the note type, debtor type and debtor account, and click Continue.

2. Enter the note Date. Under Note Type, select Text note.

3. Select the communication medium (how you communicated with the accountable person).

4. Enter the note in the Note body and click Continue to save.

How to create a promise to pay arrangement

A promise to pay arrangement records specific amounts the debtor has committed to pay on certain dates. The system tracks these and reminds the school to follow up.

1. Click Create a note, choose the note type, debtor type and debtor account, and click Continue.

2. Enter the note Date. Under Note Type, select Promise to pay.

3. Select the communication medium.

4. Enter the note in the Note body.

5. Under the Promise to pay information tab, fill in the dates and promised amounts. You can add/remove for multiple arrangements.

6. Click Continue to save.

Note: Once a note has been created, it can be edited, deleted and restored if needed.

Frequently asked questions

What user rights are needed to use this function?

User right 5.3.5 must be enabled under the school profile. Contact your System Administrator to request access.

Can notes be printed on debtor statements?

Text notes and payment arrangements can be printed on statements. Internal notes can technically also be printed, but this is not recommended as they are intended for school use only.

Will the system remind me to follow up on a payment arrangement?

Yes. Once a promise to pay arrangement is captured, the system will track the agreed dates and prompt the school to follow up when a payment date is approaching or has passed.