How to Add a Debtor

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.

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.

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.

*New in 2025!* This screen has a Status, which shows as "Active" if the debtor has at least one Active student associated with them.

The Debtors file has 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.

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.

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.

This displays all invoices linked to this Debtor.

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:

This 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.