The Creditor Accounts module allows you to create and manage accounts for the school's suppliers. These accounts facilitate the capturing of supplier transactions including invoices, credit notes, and payments. Note that this is the supplier account, not the General Ledger account.
Finances > Creditors > Accounts
This module centralises supplier account management, enabling finance staff to create new creditor accounts, maintain supplier details, and control access through a verification workflow.
Click Create a Creditor and select the supplier type: New Supplier, Existing Creditor, or Pre-Approved Supplier.
New Supplier: Captures a brand-new supplier for the first time.
Existing Supplier: Creates a new account for a supplier already on the system. Identity and contact details are reused; only banking and account details are required.
Best practice: Always check if a supplier is Pre-Approved before creating a new account.
All fields marked * are mandatory. The system will not save until all required fields are completed.
Select Institution or Person. Complete the relevant identity fields (trading name, registered name, registration number, or name and ID number).
Indicate VAT registration status. If registered, enter the VAT Number.
Enter telephone, cellphone, fax, and email details. Use Add Another to add multiple entries. Use the radio button to set the preferred contact. Tick and click Delete Selected to remove entries.
Capture contact person details. Click Add Another for multiple contacts.
Complete other supplier information: Tax Clearance Certificate status (and year if applicable), BEE Rating, and Preferred Supplier Rating.
Select Yes to capture the supplier's banking details.
Select the Ledger Control Account (only Accounts Payable type accounts appear here — set these up under Finances > General Ledger > Accounts).
The system auto-generates a Creditor Number (starting with "C").
Enter the Reference/Account Number. This is the default reference per transaction but can be overridden per invoice. Tip: If a supplier uses invoice numbers as references, enter "Invoice Number" as a reminder for staff.
Select Payment Terms (days to pay), enter a Credit Limit (use R0 if unknown), and set the Active From date.
Click Add to save.
All new accounts require verification. A task is created for the user with Verify Creditors rights.
Select the account via the radio button and click Verify. The captured details display in read-only mode. Click Add to confirm. If changes are needed, edit the account first.
Filter by status and search by supplier name, account number, or creditor number.
Select the account via the radio button and click Edit. Update the required fields and click Save.
Note: Verified accounts can only be edited by users with Verify Creditors rights.
Search for the account, select it via the radio button, and click the red X or the Close button.
Important: Only accounts with a balance of R0.00 can be closed.
Select the closing date (defaults to the last transaction date) and click Yes to confirm.
Verified accounts can only be edited by users with Verify Creditors rights.
Closing requires a nil balance (R0.00).
The Creditor Number is auto-generated and cannot be set manually.
The Ledger Control Account dropdown only shows Accounts Payable type accounts.
Once verified, only users with Verify Creditors rights can edit the account. Contact your System Administrator to request this access.
The account balance must be R0.00 before it can be closed. Ensure all transactions are fully processed first.
A New Supplier is being captured for the first time. An Existing Supplier already has details on the system — selecting this reuses identity and contact information, requiring only new banking and account details.
Only Accounts Payable type accounts appear in this dropdown. Create the correct account under Finances > General Ledger > Accounts first.
It is the default reference applied to transactions. It can be overridden per invoice. If a supplier requires their invoice number as reference, enter a reminder like "Invoice Number" so staff know to update it when capturing each invoice.
Last updated: March 2026 | Version 3.0