This is only relevant if you directly enter your students into your file (as the conservatoriums do). If you import them from a main database (as schools generally do), this does not apply.
Settings
In order to see the Debtor files, and to edit and manage them, you need to be set up to add rather than import students.
This is set at Home > Settings > General Settings > Students
If this is set to "Auto-enter", your system will display the Debtors file.
Create a Debtor
Note: If you just need to link the student to an existing debtor, see instead Add Student and Link to Debtor (Conservatoriums).
When you enter a new student into Music Monitor, you may need to also create a new debtor. Setting up the student, you will be in the Personal & Family Details window.
After entering the student's details, you will enter the Primary Contact details. Then come back to the Student Details tab.
The debtor linked to this student is shown in the bottom left of the tab. If they are not linked to a debtor, you will see the Add NEW billing details button.
If you have already entered the student's Primary Contact Details, this button will auto-enter the details from that tab into the Debtor window.
Debtor With No Linked Student
If you need to add a debtor without going via the Students record of a related student, you can add a new debtor directly from the Debtors file, using the green + button.
Edit Debtor Details
From a record in the Students file, you can go to the related Debtor using the red Debtor button.
From there, you can edit the details of the Debtor record. Note that you must select the Pencil icon to edit the details.
Note that if the debtor is also the student, or is the Primary Contact in the Students record, you can use the yellow button on this screen to copy your updates to that record as well.
The same is possible in reverse. If you update the details of the Primary Contact, there is a button that allows you to copy these details to the Debtor record.
Merge Duplicate Debtors
If you have accidentally created two records for the same debtor, you can merge them using the Merge Debtors script found in the Settings menu.
See Merge Debtors for more detail.
Debtor Balances
You can see a debtor's current account balance, as well as whether they have any overdue invoices, on the main screen that opens when you come to a Debtors record.
NOTE: The Account Balance includes all billing lines that have been created for this debtor, even those that have not been finalised onto an invoice/export yet. So an outstanding balance here does not necessarily correspond with having overdue invoices, which is marked separately.
*New in 2025!* This screen also has a Status, which shows as "Active" if the debtor has at least one Active student associated with them.
There is also a "traffic light" feature, which you set manually to indicate a level of alert you wish to be associated with this account. See Traffic Light in Debtors for detail.
The Debtors file also has tabs where you can see all the Invoices, Line Items, or Payments associated with this debtor, as well as a Notes/Other tab.
You will see there is also a View/Email Statement button on the Invoices tab. This runs a script that compiles the billing and payment history for this account that you can view and, if you choose, email to the debtor. You can select to view only the outstanding items, everything from a date range, or all items.
The Notes/Other tab is where you can record details of Special Payment Arrangements as well as the BPay Reference Number if you use that.
For more information on supporting a BPay option, see BPay Option on Invoices.