#Debtors

Track money owed to your organization by customers or other parties.

#Creating a Debtor

1. Go to Finance → Debtors
2. Click New Debtor
3. Fill in:
   • Name — Debtor's name
   • Amount — Total amount owed
   • Date Opened — When the debt was created
   • Contact Info — Email, phone, address (optional)
   • Notes — Additional information

#Creating a Debtor from an Invoice

Instead of creating a debtor manually, you can promote an existing invoice into the debtor ledger:

1. Open the invoice
2. Click Create Debtor Record
3. The outstanding balance becomes a linked debtor automatically

Once linked, the debtor's balance stays in sync with the invoice — payments, credit notes, and refunds recorded on the invoice update the debtor automatically. Use View Debtor on the invoice to jump to the linked record.

#Debtor Reconciliation

Finance → Debtor Reconciliation lists every debtor alongside its linked invoice's outstanding amount (where one exists), flags any that have drifted out of sync, and labels debtors with no linked invoice as Freeform.

#Managing Debtors

#Viewing Debtors

The table shows:

• Name
• Original amount
• Current balance
• Active status
• Date opened

#Recording Payments

When a debtor makes a payment:

1. Open the debtor record

2. Click Add Payment

3. Enter:

   • Amount — Payment amount
   • Date — Payment date
   • Payment Method — Cash, Check, Bank Transfer, Credit Card, or Other
   • Description — Optional notes

4. Click Save

What happens:

• Payment is recorded
• Balance is automatically reduced
• If balance reaches zero, debtor is marked inactive

#Payment Methods

#Viewing Payment History

Open a debtor and check the Payments tab to see all recorded payments.

#Editing a Debtor

1. Click on the debtor
2. Click Edit
3. Make changes and save

#Closing a Debtor Account

When fully paid:

• The debtor is automatically marked inactive
• You can set a Date Closed for your records

To manually close:

1. Edit the debtor
2. Toggle Active off
3. Set the Date Closed
4. Save