The Creditor Accounts function allows you to create and manage accounts for the school's suppliers. Supplier transactions including invoices, credit notes, and payments are captured against these accounts. This is not the General Ledger account — it is the account for the individual supplier.

Finances > Creditors: Accounts

How do I create a Creditor Account?

1. Click Create a creditor account.

2. Select the supplier type: New Supplier (first time), Existing Creditor (new account for an existing supplier — reuses identity and contact details), or Pre-Approved Supplier. Check whether the supplier is already pre-approved before creating a new account.

3. Complete the Supplier Identity Information: select Institution or Person, then enter trading name, registered name, registration number, and VAT status (enter the VAT number if registered). For a person, select the title and enter name, surname, and ID number.

4. Enter contact details: telephone, cellphone, fax, and email. Use Add Another for multiple numbers or addresses. Select a preferred contact and use Delete selected to remove entries.

5. Add Contact Persons for the supplier using the Add another link.

6. Complete Other Supplier Information: Tax Clearance Certificate status (and year if applicable), BEE rating, and Preferred Supplier rating.

7. Add Banking Details by selecting Yes.

8. Complete the Creditor Account section: select the Ledger Control Account (Accounts Payable type, set up under Finances > General Ledger > Chart of Accounts). The system auto-generates a Creditor Number starting with “C”. Enter a reference/account number (this is the default reference — it can be updated per invoice). Set the Payment Terms, Credit Limit, and Account active from date.

9. Click Add to save. A verification task is created for a user with Verify Creditors rights.

How do I edit a Creditor Account?

1. Search for the creditor using the status drop-down and the search block (supplier name, account number, or creditor number).

2. Select the account using the radio button and click Edit, or click directly on the account.

3. Make the required changes and click Save.

• Note: Once a creditor account has been verified, only users with Verify Creditors rights can edit it.

How do I close a Creditor Account?

1. Search for the creditor and select it using the radio button.

2. Click the dustbin icon on the left hand side of the Supplier, or the Close account button at the bottom.
   

3. Only accounts with a nil balance (R0.00) can be closed.

4. Select the closing date (defaults to the last transaction date) and click Yes.

Frequently asked questions

Why can I not edit a creditor account?

Once a creditor account has been verified, only users with Verify Creditors rights can edit it. Contact your system administrator to have these rights assigned or to request the edit.

What is the difference between a New Supplier and an Existing Creditor?

A New Supplier creates a completely new supplier record from scratch. An Existing Creditor creates a new account for a supplier already in the system, reusing their identity, contact details, and other supplier information. Only the banking details and new account setup require new input.

Can I close an account that still has a balance?

No. Only creditor accounts with a nil Rand (R0.00) balance can be closed. Ensure all invoices, credit notes, and payments are fully processed and the account is cleared before attempting to close it.