Review debtors and payment plans
Check balances and agreed instalments before family follow-up.
Checked on 29 October 2026
Overview
The debtor list supports a regular review of outstanding invoices and payment arrangements. Verify receipts and allocations before contacting a family.
Get to know the screen
Practice example: all names, records and amounts are fictional. Options vary with your school’s curriculum, currency and access.
Phone example
Interface labels are shown in English. Follow the translated steps below to find each control. Follow the sequence, review the recorded information and choose the next step.
Who can use this feature
Use your own authorised school account. Live Finance requires the School Finance module and a finance officer, administrator, owner, co-owner, director or head-teacher role. Publishing fees and deciding money adjustments require an owner, co-owner or director; a person cannot approve their own adjustment request.
Before you start
Check the school, live or sample mode, currency and reporting period. Have approved source records ready and confirm who may save, approve or send this record. School subscription invoices belong to the separate Administration guide.
Confirm live family balances, due dates, approved follow-up policy and authorised paying-guardian contacts. Have the agreed plan terms available.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| Payment-plan period and instalments | Required when applicable | An offered plan needs the correct family, year, term 1–3 and at least one instalment. Review due dates, amounts and requested terms against the agreed arrangement before an authorised acceptance. | Approved school policy, source document and authorised responsibility. |
| Reminder recipients and channel | Required when applicable | Review the actual recipient scope before sending: a request without explicit family IDs can include all eligible debtor families. Check SMS/email, paying-guardian contacts, message and credits. Reminders are not sent to learners. | Checked academic import, family membership and saved finance accounts. |
Picklist prerequisites
| Choice | Options come from | Earlier selection | If missing |
|---|---|---|---|
| Families and open invoice lines | Saved family accounts, academic membership and issued invoices. | Complete the academic import and family assignment; select the family before reviewing allocation. | Check school, family status, filters and live mode. A family without open invoices may leave a payment unallocated. |
| Approval queue and categories | Saved requests, school rules, financial roles and configured budget categories. | Save or submit the originating record, then use the authorised reviewer account. | Check pending/needs-information status, filters and reviewer permissions; do not raise another request before checking history. |
Desktop walkthrough
Check the school, person and current record.
Screen walkthrough · 0:45Download GIF ↓- Open Finance → Debtors and check period, search and status filters. Open the correct family statement to verify the balance.
- Check receipts, pending reconciliation, unallocated money and approved adjustments before treating an amount as overdue.
- Review an offered payment-plan request or existing plan. Check family, year, term, instalment dates and amounts before authorised acceptance or rejection.
- Check reminder rules and message preview separately. Review the actual recipient scope, paying guardians, SMS/email route and any credits before Send reminders.
- Check plan status, reminder/delivery history and the family record afterwards. Record the next agreed follow-up; a sent reminder is not proof of payment.
Mobile walkthrough
Check the school, person and current record.
Screen walkthrough · 0:45Download GIF ↓On a phone, open Finance and swipe the section tabs to find the named feature. Work through one panel at a time; scroll wide records or use landscape. Close the keyboard to reach the final controls.
Make prerequisite selections before later fields. Check the selected family and period again after changing filters. Use a larger screen for fee matrices and bulk billing; the written steps remain available.
Wait for confirmation, reopen the saved record and compare it with the source. If a request may have succeeded, inspect the receipt, run or history before retrying.
Save and verify
The balance review, agreed plan and follow-up history are consistent with the source records and the family’s arrangement.
Troubleshooting
A family disputes the balance or did not receive a reminder
Recheck recorded payments and allocations first. Then inspect contact, channel, recipient scope and delivery status before resending; keep reminders directed to paying guardians rather than learners.
A record or choice is missing
Check live mode, school, permissions, year and filters. Complete the earlier family, fee-version or setup task first. An empty sample view or a loading error is not proof that a live record does not exist.
The action did not complete
Read the validation or access message. Check the saved state and any partial completion before retrying. Keep source references and ask the authorised finance lead to resolve a locked record or approval restriction.
