Manage Debtors

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.

Debtors are the billing contacts that are linked to the student records. If you import your student records from another system, these contacts will be housed in that system, so Music Monitor doesn't display them. But if your settings are that you enter student records directly into Music Monitor, the Debtors file will also be accessible to you.

Account balances show against the debtors they are allocated to, and if you use Music Monitor to send invoices the Debtor contact is where they will be sent.

*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.

In order to see and manage the Debtors file, 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.

To create a new Debtor record, see How to Add a Debtor.

After creating a Student record, you can link it to a Debtor record that already exists.

See Add Student and Link to Debtor (Conservatoriums).

To update the details of a debtor record, see How to Edit a Debtor.

Before creating a new Debtor record, it's important to check that a record doesn't already exist for that person. Improved search functionality makes that easier, but it is still possible to accidentally create a duplicate record, especially when people use a different email or phone number from last time they contacted you.

If you discover a duplicate, there is a script to easily merge two records along with all their activities and associated students. See Merge Debtors for guidance.

Music Monitor can record and help you manage special payment arrangements for debtors. You can list different kinds of arrangements, record the next step in the arrangement for that Debtor, and distinguish those who have a special payment arrangement.

See Special Payment Arrangements and Finance Charges for guidance.

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.

To find the debtor balance as at a given date involves detailed calculations, so that is managed by a script.

See Find Debtor Balance for guidance.

The Debtor Report is a flexible report on amounts billed, amounts paid and totals for any time period and summarised by almost any field.

See Debtor Report for guidance.

The Debtors file has a "traffic light" feature, which you can set manually to indicate a level of alert you wish to be associated with this account. See Traffic Light in Debtors for detail.