This article explains how to manage other debtor accounts in d6+, including invoices, credit notes, notes, projects, receipts and reports.

Finance > Other Debtors

How do I create an other debtor account?

1. Go to Finance > General Ledger > Accounts and create a new Accounts Receivable account.

2. Go to Finance > Debtors > Accounts and click the plus icon.

3. Under Type, select “other debtor”. Select whether it is new or existing.

4. Select whether the accountable party is an entity or a person.

5. Enter the trading name, registered name and registration number.

6. Indicate VAT registration. Enter contact details and contact person information.

7. Enter bank details if debit orders are applicable.

8. Select the General Ledger control account. Indicate the active date and click Add.

How do I manage invoices?

1. Click Create an invoice, select the debtor and click Continue.

2. Select payment terms and indicate tax and debit order status.

3. Enter the total, description, items, quantity and unit price.

4. Select the project or general ledger account. Save temporarily or finally.

5. To edit: select the invoice and click Edit (temporarily saved only).

6. To copy: select the invoice, click Copy and confirm.

7. To view or email: select the invoice and click View or Email.

How do I manage credit notes?

1. Click Create a credit note, select the debtor and click Continue.

2. Enter the date, tax status, amount, description and items.

3. The Balance not allocated must be zero to save.

4. Edit temporarily saved notes only. Copy or remove via the relevant buttons.

How do I create debtor notes?

Three types of notes are available:

1. Internal note: Not printed on the statement. Builds a history of conversations.

2. Text note: Printed on the debtor's statement. Select the communication medium.

3. Payment arrangement note: Enter dates and amounts under the arrangement section.

Notes can be edited but never deleted.

How do I link a project?

1. Click Create a project. Enter the project name, manager and control account.

2. Select the profit/loss account and enter the start and end date.

3. Link other contacts/debtors if needed and click Add.

How do I load a debit order?

1. Enter bank details on the debtor's account.

2. Indicate on each invoice whether it is paid by debit order.

3. The debit order appears together with school debtors at Stratcol/Netcash.

How do I write off amounts?

1. Select Debtors Write-off Journal > Other Debtors to General Ledger Account/Project.

2. Select the account, enter the transaction date and write-off account.

3. Enter the amount. The system indicates whether it balances (green/red).

4. Enter a description, select the approval meeting and click Continue.

How do I correct an incorrect allocation?

1. Select Other Debtors to General Ledger Account/Project and the account.

2. Enter the transaction date, general ledger account and amount.

3. Enter a statement description and comment and click Continue.

How do I issue a receipt?

1. Click Issue receipt (via Finance > Cash Book or the bank statement).

2. Select Other debtors and click Continue.

3. Enter the date, type, bank details and amount. Allocate funds and click Continue.

How do I print reports?

1. Age analysis: Reports > Finance > Debtors > Age Analysis. Select date and Other Debtors.

2. Outstanding amounts: Reports > Finance > Debtors > Outstanding Amounts Report.

3. Project detail: Reports > Finance > Transactions > Project Detail Report.

Frequently asked questions

Can I edit an invoice after it has been saved finally?

No, only temporarily saved invoices can be edited.

What does the red balance mean?

The amounts on the lines do not match the total. Adjust them so that the balance is zero.

Can I delete a note?

No, notes can be edited but never deleted.

What is the difference between an internal note and a text note?

An internal note is for internal reference only. A text note is printed on the account statements.