The Chart of Accounts (COA) serves as the foundation of the d6 Finance module, acting as a repository for all financial transactions. It categorises and summarises data into a logical structure to facilitate accurate bookkeeping, financial reporting and auditing.

Finances > General Ledger > Accounts

GL accounts are categorised by Account Type, which determines how the system handles balances, year-end procedures and reporting. Balance Sheet (BS) accounts carry closing balances forward; Income Statement (IS) accounts reset to zero at year-end.

Account type reference

• Income (IS): Revenue accounts in the Income Statement. Resets to zero each year.

• Expenses / Expense (IS): Operational cost accounts. Resets to zero each year.

• Bank Account (BS): Cheque, savings, investment and petty cash accounts. Uses a sub-ledger for bank reconciliations.

• Profile Control Account (BS): Also known as the Debtor or Learner Control Account. Manages billing and invoices.

• Project Control Account (BS): Tracks specific project-based finances.

• Accounts Payable (BS): Short-term liabilities owed to creditors.

• Fixed Asset / Fixed Assets (BS): Long-term tangible assets not intended for resale (e.g. equipment, vehicles, furniture).

• Cost of Goods Sold (IS): Direct costs for goods sold (e.g. tuckshop stock). Resets to zero each year.

• Credit Card (BS): Records credit card transactions. Short-term liability until settled.

• Equity (BS): Residual interest after deducting liabilities. Includes retained earnings and accumulated surpluses or deficits.

• Long Term Liability (BS): Financial obligations due beyond one financial year (e.g. loans).

• Other Asset (BS): Non-current assets that do not fall under standard categories.

• Other Current Asset (BS): Short-term assets realisable within one financial year (e.g. deposits paid).

• Other Current Liability (BS): Short-term obligations not under standard liability categories.

• Other Expense / Other Income (IS): Non-operational or irregular expenses/income. Resets to zero each year.

• Salary Control Account (BS): Manages and reconciles salary-related transactions. Short-term liability until settled.

How do I create a General Ledger account?

1. Click Create an Account.

2. Select the Account Type.

3. Enter a unique Account Code (follow your institution’s numbering logic for consistency).

4. Enter the Account Name.

5. Select the Account Active From date.

6. For Income, Expense or Asset types: enter a Budget on account from date, select a Budget Category and a Budget Head.

7. Tick Sub Account of if this account falls under another account, then choose the parent account from the dropdown.

8. Enter an optional Description or Note.

9. Click Add.

How do I edit an account?

Select the account from the list, click Edit, modify the allowed fields, then click Save.

How do I close an account?

Ensure the account balance is zero, select it from the list, click Close Account, choose the Close Account on date and confirm with Yes. An account with a non-zero balance cannot be closed.

How do I re-activate a closed account?

Change the Account Status filter to Closed, select the account, click Re-activate Account and confirm with Yes.

Frequently asked questions

Why can’t I post a manual journal to a Bank or Control account?

Bank and Profile Control accounts rely on sub-ledger transactions (e.g. Bank Reconciliation or Debtor Billing). Manual journals would cause the General Ledger to go out of sync with the sub-ledger, breaking reconciliations.

What happens if I rename an account?

All historical reports for previous years will reflect the new name. To preserve the audit trail, rather close the old account and create a new one with the correct name.