Debtors DebtorsThe Debtors Screen is used to correlate a list of Client's 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.
To access the Debtors Screen, select 'Finance' from the top toolbar menu and select 'Debtors'.
1) 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. (Client Details) |
| 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. |
| Account Type | Filter by All, HCP or Non-HCP account transactions. |
| Include Credit Accounts | IF enabled, Creditors are included in the Debtors list. |
2) 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.
3) 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.
4) Once you have selected one of the above options, a list of Clients will be displayed.
Once Debtors has 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'.
At this stage, surcharges and discounts for early settlement can be applied. For more information, see the section: Surcharges and Early Settlement Discount.
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.
Once Debtors have been run, Statements and/or Invoices can be generated.
1) Select the type of Statements and/or Invoices you wish to generate/email.
2) Select 'Email & Print' or 'Print'.
For further information see the Send Email from Debtors page.
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