Once you have added your clients to Savetime, the next step is to set up the purposes under which they will make payments and enter the amounts due for each client.
This helps Savetime keep track of what each client is expected to pay, what they have already paid, and what remains outstanding.
For example, a school may organize students according to their class or stream, while an estate may organize residents according to a particular contribution or category.
A Purpose is the category under which you expect to receive payments from a particular group of clients.
The purpose should describe the specific payment arrangement or group that the clients belong to.
For example, a school could have purposes such as:
An estate might have purposes such as:
A group may similarly have purposes that correspond to its different contribution categories.
Choose names that make it easy for you to identify the correct group when recording payments.
If you are entering clients individually, you should first create the purposes under which those clients will belong.
Go to:
Client Accounts → Enter Payments
From the payment entry page, create and save the purposes you need for your institution.
Once the purposes have been created, they can be used when assigning clients and recording their payments.
After your clients and purposes are set up, go to:
Client Accounts → Add Due Amounts
This is where you tell Savetime how much each client is expected to pay for a particular period or billing arrangement.
You can add due amounts in two ways.
Use the individual entry section when clients have different amounts to pay.
For example:
| Client | Amount Due |
|---|---|
| Client A | 2,000 |
| Client B | 3,500 |
| Client C | 2,500 |
Enter the appropriate amount for each client and save the entries.
This option is useful when the amount due varies from one client to another.
If several clients have the same amount due, you can use the Bulk Add Due Amounts section.
For example, if all clients in a particular category are required to pay 2,000 for the next period, you can add the same amount to the relevant clients at once instead of entering each amount individually.
This can save considerable time when you have many clients.
You can use this approach for amounts due for a particular:
When entering a due amount, make sure you select or enter the correct period for which the amount applies.
This is especially important for institutions that bill clients repeatedly.
For example, a school may have separate amounts due for:
Keeping the periods correct makes it easier to understand a client’s billing and payment history later.
Once the due amounts have been saved, Savetime can use this information when you record payments.
When a client makes a payment, you can select the appropriate purpose and client during payment entry.
The system can then keep the client’s billing and payment information together, allowing you to see what was due, what has been paid, and what remains outstanding.
Imagine a school has 30 students in Form 4 Red.
The school has already added the students as clients and created Form 4 Red as a purpose.
The school then needs to bill each student 2,000 for the next month.
Instead of entering 2,000 separately for all 30 students, the administrator can use Bulk Add Due Amounts and apply the amount to the appropriate students.
Later, when a student makes a payment, the administrator can select Form 4 Red, select the student, and record the payment.
The student’s account will then contain a record of the amount due and the payment made.
Make sure you have:
Once this is done, you are ready to use Enter Payments to record payments received from your clients.
For instructions on recording payments, see Recording Client Payments.