When you first start using Billing, you will need to set up all of the Debtors for your school. Debtor profiles are the financial representation of parents and guardians in Compass, and are separate from parents’ profiles in People Management.

Permissions

ParentProfileBase	Required to be able to search for and access Parent Profiles in Compass.
PeopleManagementBase	Required to access the People Management menu item and dashboard.
PeopleManagement.DebtorManagement	This permission gives users the ability to create debtors, modify them, relate students to existing debtors from the Debtors tab in People Management.
UserRecordsAdmin	This allows the user to have complete access to the People Management module (including the ability to reset local passwords for user accounts). Please note this will not allow the user to add/remove Permission Role Groups for users.  This permission also allows the user to see a staff member's 'Personal' tab when viewing their profile page.

 

Bulk Create Debtors

To bulk create debtors from your existing parent accounts, go to the 'People Management' page under the 'Organisation' menu and click to the 'Debtors' tab.

     

Click 'Actions' and select 'Bulk Create Debtors.'

     

Select the 'Default' option and click 'Create'.  This will then intelligently generate debtors for existing parents based off student households.

     

Split Fees

The Split Fees Creation Mode allows you to set up two or more different debtors to be responsible for a student’s fees. You can adjust the proportions of the fees for each student within the debtor profile to reflect how you want fees to be calculated for each debtor. 

     

This means that when you post fees for a Billing Schedule, two invoices will be created, one for each debtor, with the total cost of the fee split between the invoices. 

You can change the fee proportions throughout the year as needed, but this will only affect future invoices that are raised. It will not change the amount owing on invoices that have already been created, or who is responsible for paying them. 

Add Parental Debtor

Throughout the school year you may need to add new debtors on an ad-hoc basis, such as when a new student starts at your school. In these cases, you can use the 'Add Parental Debtor' option to just add a single Debtor profile.

     

Add all of the students in the 'Enter a Student Name' field, and the relevant adults in the 'Enter a parent name' field. Alternatively, you can select ‘Action’ and ‘Bulk Create Debtor’ again. This will generate debtors for any newly enrolled families at the school.

Separating Joint Debtors

If parents separate during the school year after invoices have been raised, you will need to take a few steps to separate the parents’ debtor profiles and make invoices payable by both parents.

Remember, once invoices have been raised, they can’t be changed. Any changes that are made to debtor profiles will only affect future invoices. 

First, you will need to ensure that the parents have separate accounts in People Management. This may require changes in your external SIS (CASES21, Maze, SAS, Denbeigh etc). 

Then, go to People Management in the Organisation Menu and go to the Debtors tab. Search for the current Joint Debtor account by typing a parent’s name in the search bar.

Click on the pencil icon to open the joint debtor profile. Remove one parent by clicking the red X next to their name. Click ‘Save’. 

You can then make a new debtor profile for the secondary family. Click ‘Add Debtors’, then ‘Add Parental Debtor’. Add the student and parent names in the relevant fields, and adjust the Fee Proportions as necessary. Click ‘Save’. 

Any invoices that have already been raised will only be associated with the original, joint debtor profile. To make these fees payable to both parents, you will need to cancel or credit note the existing invoices, and re-raise these fees using a new Billing Schedule so that new invoices are raised which are payable by both debtors. 

Making a Debtor Inactive

You may occasionally need to make Debtor profiles Inactive. 

To do this, click on the pencil icon to open the joint debtor profile. Change the ‘Status’ of the profile to ‘Inactive’.

     

Click ‘Save’. This will make the Debtor profile Inactive, so you won’t be able to raise any new invoices for this profile.