Debtor Accounts

Debtor Accounts

Finance > Debtors > Accounts

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This function allows you to create accounts for the various debtors, collectors and other debtors of the school. This will facilitate the capturing of debtor transactions including journals, adjustments, handovers, and receipts on the account.  Please note that this is not the General Ledger Account, but the account for the debtors and collectors.

School Debtors

  •  When the accountable person is added to the system they are automatically debtors
  • The account keeps track of every transaction, like for instance, monthly invoices issued, receipts issued and any journals that were passed
  • If a learner leaves, his account will be "closed" but you will have access to it at any given time. Because it keeps record of every single transaction that took place on the debtor's account you can use this option to see when the last transaction took place on the account so that you can print a statement for them

How to add a collector

  • Click on the "create a debtor" button
  • Complete the necessary details which are as follows
  • Account information
  • Type: Select collector
  • Collector information
  • Collector: Indicate whether it's a new collector, existing or D6, collector
  • Accountable person identity
  • Accountable person: Indicate whether it's an institution or person on the drop down
  • Institution type: Select the type of institution 
  • Trading name: Complete the name
  • Registered name: Type in the name
  • Registration number: Type in the number
  • Registered for VAT: Indicate Yes if they are registered for VAT
  • Contact detail for an accountable person: Contact numbers for the person responsible for the accounts
  • Telephone number: Insert the contact number as well as the fax number
  • E-mail address: The email address of the responsible party.
  • Website: Institution web page details
  • Physical address: Type in the post and physical address
  • Contact persons for an accountable person:
  • Name
  • Surname
  • Telephone number
  • Cell phone number
  • E-mail address
  • Role of contact person
  • Other accountable person information
  • Tax Clearance Certificate? If yes, select the year it was obtained
  • BEE rating: Select the BEE rating of the institution
  • Preferred suppliers rating: Select the rating
  • Banking details of accountable person: Capture the bank details 
  • Debtor account
  • Ledger control account: Select the control account for the transactions. This should be created in the General Ledger accounts.
  • Ledger account for collection costs: The account that will be used to allocate the collection costs charged and received.
  • Account number: defaults to the collector's numbers, cannot be changed
  • Reference/Account number at collector:
  • Account active from Insert the date  the account will be active
  • Click on the "add" button

How to add an Other Debtor

  1. Click on the "create a debtor" button
  2. Complete the necessary details which are as follows
  3. Account information
  4. Type: Select Other Debtors
  5. Other Debtor information
  6. Other Debtor: Indicate whether it's a new other debtor, existing or a pre-approved other debtors
  7. Accountable person identity
  8. Accountable person: Indicate whether it's an institution or person on the drop down
  9. Institution type: Select the type of institution 
  10. Trading name: Complete the name
  11. Registered name: Type in the name
  12. Registration number: Type in the number
  13. Registered for VAT: Indicate Yes if they are registered for VAT
  14. Contact detail for an accountable person: Contact numbers for the person responsible for the accounts
  15. Telephone number: Insert the contact number as well as the fax number
  16. E-mail address: The email address of the responsible party.
  17. Website: Institution web page details
  18. Physical address: Type in the post and physical address
  19. Contact persons for an accountable person:
  20. Name
  21. Surname
  22. Telephone number
  23. Cell phone number
  24. E-mail address
  25. Role of contact person
  26. Other accountable person information
  27. Tax Clearance Certificate? If yes, select the year it was obtained
  28. BEE rating: Select the BEE rating of the institution
  29. Preferred suppliers rating: Select the rating
  30. Banking details of accountable person: Capture the bank details 
  31. Debtor account
  32. Ledger control account: Select the control account for the transactions. This should be created in the General Ledger accounts & it should be an Accounts Receivable Account
  33. Account number: defaults to the Other Debtors numbers, cannot be changed
  34. Reference/Account number at other debtor:
  35. Account active from Insert the date  the account will be active
  36. Click on the "add" button


How to edit a collector or other debtor

  • Select the collector or other debtor and then click on edit. Complete all the necessary changes and then save.

NB : If you do not have a collector created, you will not be able to use the Debtor Handover Journals, where you hand over outstanding debtor account to collectors.

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