Create a debtor account using existing contacts

TABLE OF CONTENTS

• Introduction
• Create a new debtor account 
• Select contacts  
• Select students 
• Check summary details

Introduction

A debtor is a person or company responsible for paying a student's school fees.
In Zunia, a debtor account is where schools store the payment and billing details of at least one debtor.
A debtor account can have more than one debtor and multiple students. In a debtor account, you'll find:  

• the debtor contact details  
• student billing and payment details  
• the methods of payment used   

This guide shows you how to create a debtor account using contacts that are already in Zunia.

Create a new debtor account 

To create a debtor account in Zunia, go to Fees and billing > Debtor accounts, then select Add debtor account.  

1. In Add account, start adding your debtor account details. 
2. In Debtor ledger, use the drop-down list to select the fees your school will charge to this debtor account.  
3. In Statement group, use the drop-down list to select how the debtor will pay the school fees, then select Next.  

Now you're ready to add the debtors and their contact details.
 

Select contacts  

Make sure the debtor for this account already has a community profile set up in Zunia. If they don’t, go to Create a new debtor account using new contacts. Enter the debtor’s name or company name in the Contacts field and a list of contacts displays.  

1. Select the debtor from the results.  
2. If the selected debtor links to other debtor accounts, a message displays letting you know. This isn’t an error a debtor account can have multiple debtors.  
3. If you're adding another debtor, enter their surname or company name in the Contacts field. Select the debtor from the results, then select Next. 

If you make a mistake, select X to remove a debtor. Now, you're ready to add students to this debtor account.
 

Select students 

The debtors you've added are responsible for paying school fees for the students you're adding to this debtor account. 

1. Enter the student's name or their school ID in the Students field, then Search. 
2. A list of students displays. Select the student you want to add from the results. 
3. If you have more than one student to add to this debtor account, search and add them. When you've added all the students, select Next.  

To display the details of the students you’ve added, select their name. Check the details are correct and select X to remove any student details you don’t need.
The last step is to check the Summary and confirm that all the debtor account details are correct.
 

Check summary details

Before you save, make sure all the debtor account details are correct. 

1. In Summary, confirm that you have all the correct details.
2. In Accounts, confirm that you've added the correct billing details.
3. In Debtors, check you've added the correct debtors to this account. Make sure you’ve selected the correct person responsible for paying the fees.
4. In Students, check you've added the correct students to this account.
5. Finally, if all the debtor account details are correct, select Save.  

A confirmation message displays when you’ve finished and the new account details display. 

You’ve now created a debtor account. The contacts and students you’ve added are now linked to this debtor account.