Summary: Schools can now download account details and reports in bulk using download options in the account list view. This allows for data export, analysis, and reporting outside of Fease.
Fease > Debtors > Accounts > Download
What Can I Download?
From the Accounts list, you can download:
- Account list: Names, contact details, outstanding amounts
- Debtor report: Comprehensive account data (balance, age, category breakdown)
- Filtered results: Only the accounts matching your current filters
- File format: CSV or Excel (.xlsx) for easy analysis
Use cases: Mail-merge letters, offline review, custom reports, sharing with collectors.
How to Download Accounts
- Navigate to Debtors > Accounts.
Apply any filters you want:
- By age bracket: Show only 30+ days old, for example
- By category: Show only tuition debt
- By status: Show only active accounts (exclude paused/disabled)
- Look for the Actions button (usually top right of the list).
Click on Export and choose:
- Download as CSV: Opens in Excel with basic account info
- Download as Excel: Richer formatting with multiple tabs/sheets
- The file downloads to your computer.
- Choose what fields and data you would like to export.
- Open in Excel for analysis, mail merge, or printing.
What Data is Included?
| Field | Example | Use |
|---|
| Account Holder Name | John Smith | Mail merge, identification |
| Email Address | john@example.com | Manual email communication |
| Phone Number | +27 21 123 4567 | Manual SMS/call follow-up |
| Outstanding Amount | R5,000 | Collections, prioritization |
| Days Outstanding | 45 | Aging analysis |
| Last Payment Date | 2026-08-15 | Track payment behavior |
| Category Breakdown | Tuition: R3K, Bus: R2K | Category-specific follow-up |
| Account Status | Active / Paused / Disabled | Filter for action |
Example Use Cases
Use Case 1: Mail Merge Letters
- Download all accounts 60+ days old as CSV
- Open in Word Mail Merge
- Create personalized letter: "Dear [Name], your account is now [Days] days overdue..."
- Print and mail
Use Case 2: Send to Collectors
- Filter to accounts ready for handover
- Download as Excel
- Share with your collector/lawyer
- They use it to begin collections
Use Case 3: Monthly Analysis
- Download all accounts at end of month
Analyze in Excel:
- Average outstanding amount
- Number of accounts by age bracket
- Payment trends
- Report to leadership
Use Case 4: Backup/Archive
- Download complete account list monthly
- Store as backup
Filtering Before Download
Good practice: Always filter before downloading to keep files manageable:
| Filter | Result |
|---|
| Age: 30-60 days | Only accounts in that bracket (easier to manage) |
| Category: Tuition | Only tuition debt (relevant for tuition-specific follow-up) |
| Status: Active | Excludes paused/disabled (focuses on actionable accounts) |
| Amount: > R1,000 | Only significant debts (ignores small amounts) |
CSV vs. Excel vs. Report
| Format | When to Use | Fields | Size |
|---|
| CSV | Mail merge, import to other systems | Basic (10-15 columns) | Smallest |
| Excel | Analysis, sorting, formatting | Standard (20-30 columns) | Medium |
| Report | Comprehensive analysis, board reports | Comprehensive (40+ columns) | Largest |
Best Practices
- Filter strategically: Download only what you need to avoid huge files
- Name your files: Include date and filter info: "Debtor-List-60-Days-Sept-2026.xlsx"
- Secure the file: Downloaded files contain sensitive data; store securely
- Don't edit then re-upload: Changes in Excel won't sync back to Fease
- Use for reference only: Fease is the source of truth; use downloads for reports/analysis
Privacy & Security
- Contains sensitive data: Names, contact details, debt amounts are personal information
- Secure access: Only download if you have permission to view this data
- Delete after use: Don't leave downloaded files on shared computers
- Encrypted email: If sending to collectors, use encrypted email
Troubleshooting
A: Make sure you're in the Accounts list view (not a single account). The Actions button is in the toolbar at the top. Also check your browser's download folder.
Q: The file is huge and won't open in Excel
A: Filter before downloading (e.g., by age bracket, category). Or try downloading as CSV first (smaller file size).
Q: Can I schedule downloads to happen automatically?
A: Not yet. You must manually download each time. Contact d6 CS if you need automated reporting.
Sprint 3 Feature | Created: September 2026