Debtors and billing reminders

The Debtors list shows who owes the club money past the due date. It is the treasurer's view of whom to chase first.

Only people with at least one issued, unpaid and overdue payment note are on the list. The due date itself still counts as within term: the note becomes overdue the following day. Charges still to issue and notes still within term put nobody on the list.

Reading the list

• At the top, four cards split the debt by age: "Up to 30 days", "31 to 60 days", "61 to 90 days" and "Over 90 days", with the amount and the number of members. Selecting a card filters the list to that band; selecting it again removes the filter.
• "Ageing" counts the days since the due date of the person's oldest overdue note. The colour of the bar and of the strip to the left of the name follows the same band.
• "Notes" is the number of overdue notes and "Overdue" their total. "Upcoming" is what the same person owes on issued notes still within term.
• "Last reminder" is the date of the last reminder sent after the due date: the automatic reminders and the alerts you send by hand for a note that is already overdue.
• Select a column header to sort, except for "Team".

To narrow it down, use the "Age group", "Team", "Ageing" and "Search" filters, by member name. Membership dues and one-off income have no team, so they drop out when you filter by team. "Export" downloads the list as CSV or Excel, with the filters applied.

Automatic reminders

Reminders email families about unpaid notes. Switch them on in Communication, in the "Reminder communication" block:

1. In "Send billing reminders?", choose "Yes".
2. Set the rules you want, each with its number of days and the "Email" channel on:
   • "Days before the due date": one reminder, that many days before the note falls due.
   • "Days after the due date": one reminder, once only, that many days after the due date.
   • "Resend interval (days)": after the due date, a reminder every so many days until the note is paid.
3. Check in the "Summary" what will go out and select "Save".

Reminders only concern issued, unpaid notes, and are checked once a day. They go to the email chosen in "Send to" on each person's record, and the text is edited in Email templates. A note paid or cancelled in the meantime no longer gets the reminder.