How to manage Debtor Accounts

How to manage Debtor Accounts

The Debtor Accounts function allows you to create and manage accounts for school debtors, collectors and other debtors. It facilitates capturing transactions including journals, adjustments, handovers and receipts. Note that these are debtor accounts, not General Ledger accounts.

Finances > Debtors > Accounts

How do school debtor accounts work?

  • When an accountable person is added to the system, they become a debtor automatically.

  • The account tracks every transaction: monthly invoices, receipts, journals and adjustments.

  • If a learner leaves, their account is closed but remains accessible. You can view the last transaction and print a statement at any time.

How do I add a Collector account?

  1. Click Create a debtor. Under Account information, set Type to Collector.

  2. Under Collector information, indicate whether it is a new, existing or d6 collector.

  3. Under Accountable person identity, indicate whether it is an institution or a person. Complete the trading name, registered name, registration number, VAT status, contact details, physical address, contact persons and other accountable person information (Tax Clearance Certificate, BEE rating, preferred suppliers rating, banking details).

  4. Under Debtor account, select the Ledger control account (created in General Ledger accounts) and the Ledger account for collection costs. The account number defaults to the collector’s number and cannot be changed. Enter the reference/account number at the collector and the Account active from date.

  5. Click Add.

How do I add an Other Debtor account?

  1. Click Create a debtor. Set Type to Other Debtors.

  2. Under Other Debtor information, indicate new, existing or pre-approved other debtor.

  3. Complete the accountable person details as described above (institution or person, contact details, address, banking details).

  4. Under Debtor account, select the Ledger control account (must be an Accounts Receivable account in General Ledger). Enter the reference/account number at other debtor and the Account active from date.

  5. Click Add.

How do I edit a collector or other debtor?

Select the collector or other debtor, click Edit, complete the necessary changes and click Save.

Frequently asked questions

Why can't I use Debtor Handover Journals?

Debtor Handover Journals are only available when a collector account has been created. If no collector exists in the system, the handover function will not be accessible.

Last updated: March 2026  |  Version 7.0

© Copyright d6 group (Pty) Ltd.

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