Summary
The Debtors Screen is used to correlate a list of clients who owe money at the end of each month. This facility can be used to produce statements, invoices and chase up letters/emails for debtors.
In addition, the Debtors Screen is used to manage Surcharges and Early Settlement Discount.
Details
View Debtors
To access the Debtors Screen, select 'Finance' from the top toolbar menu and select 'Debtors'.
Run Debtors
Specify your Client Criteria using a combination of filters:
Parameter | Default Setting |
From & To | Client's Surname ('From' 0 'To' zzz will show all clients). |
Category | The Client's registered Client Category. |
Debt Level | 'Less than' or 'Greater than' a specified figure. Leave blank to not apply this filter. |
Client Site | The Client's registered site. |
Last Payment Date | Filter out any clients that have made a payment since the date specified. |
Ignore All / None | Checking this box will tick every client's 'Ignore' column. Unchecking this box will do the reverse. |
Exclude Bad Debtors | If checked, any clients with the account category 'Is Bad Debtor' assigned will be filtered out. |
Client Type | Filter Clients by All, Charity or Non-Charity. |
Account Categories | Filter by Clients registered with a specific Account Category. This also includes 'undefined' for any clients without an account category assigned. |
Account Type | Filter by All, HCP or Non-HCP account transactions. |
Include Credit Accounts | If enabled, Creditors are included in the Debtors list. |
Specify your Date and Period criteria.
Current Period From Date = The date you are running your Debtors from.
Period 1 = Usually set to one month i.e. 30 days.
Period 2 = Usually set to the previous month i.e. 60 days.
Period 3 = Usually set to the following month i.e. 90 days.
By default, the billing periods are set to 30 days but it is possible to amend these according to your requirements e.g. so that the date is the last day of each month respectively.
To change the dates for 'Current', 'Period 1', 'Period 2' and/or 'Period 3', either type directly into the 'Days' fields (e.g. changing 30 to 31) or you can use the date calendar to select specific dates to define each period.
Note: The last used period days are stored in your user profile, for example, if your debtor periods are always 7,14 and 21 days, the system will remember this preference.
Once you have specified the above criteria, the next step is to run the debtors using one of the following option:
'Run' = Runs debtors using the criteria specified showing all debt.
or
'Run for Non Paid Insurance Items Only' = Runs debtors using the criteria specified but only shows insurance debt.
Once you have selected one of the above options, a list of clients will be displayed.
Viewing Debtors
Once the Debtors have been run, a list of clients will display along with details of their debt.
Clients with outstanding insurance debt are shown in the debtors screen with a tick in the column labelled 'Ins'.
Surcharges and Early Settlement Discounts
At this stage, surcharges and discounts for early settlement can be applied. For more information, see the section: Surcharges and Early Settlement Discount.
Exporting Debtors
The Debtors list can be printed using the 'Print Debtors List' button and it can also be exported as a CSV file using the 'Export to CSV' button.
Sending Statements and/or Invoices
- Select 'Statement and Invoicing Options'.
- Once selected, the below window will open:
4) Select a Statement Type (format of statement you wish to send) from the drop-down list.
5) Select an Invoice Type (Fully paid, Partially paid, Non-paid or All invoices) and select 'Multi Invoice to compile invoices for the same client (rather than an individual invoice for each invoice number).
6) Select 'Email & Print' (If you don't want to email, select 'Print).
7) Select the Chase up letter template you wish to send and Select 'Generate'.
8) An 'Email to Debtors' window will appear with a list of clients with valid email addresses. Check the 'Email' column for the clients you wish to send an email to.
9) For clients with No email address registered (or deselected clients), select 'Print Statement/Invoices' and 'Print Letters' to generate chase up letters.
10) For clients with email addresses registered, select 'Email'.
11) The clients will now have been emailed their statements/invoices/chase up letters.
12) An entry will be added into the Communications tab displaying a date and time stamp they were sent a debtors chase up.
