How to confirm and manage bank accounts and cashbooks in d6
This article explains how to confirm your bank accounts and cashbooks are correctly set up in d6 after implementation, and what to do if you need to add a new bank account later. It is for school finance administrators.
Finance > Cash Book Accounts
Overview of cashbooks in d6
Each cashbook in d6 mirrors a real bank account: your main bank account, investment, petty cash. Their opening balances must match your previous system to the cent on your finance start date. Discrepancies here will affect every bank reconciliation going forward.
What do I check on my bank accounts before going live?
All accounts present: Every bank account you use is set up in d6, including petty cash.
Finance / General Ledger / Accounts
Opening balances: The opening balance on each cashbook matches the closing balance on your previous system as at your finance start date.
Allowed payment types: Cash only for petty cash; cash and cheques only for the undeposited funds account.
Finance / General Ledger / Accounts - Edit a bank account and make sure of the following:
Make payments information is setup correctly (Implementer will do this)
Receive payments information is setup correctly (Implementer will do this)
Single undeposited funds account: You should have one undeposited funds account, not two. Having two causes splits when receipting and complicates reconciliation.
How do I add a new bank account after my finance start date?
Any bank account created after your finance start date can be set up by the d6 support team or school with a zero opening balance. This protects your sign-off and audit trail. Should you wish to request a new account creation, send an email to support@d6plus.co.za with the account name, account number, and the date it was opened.
How do I handle cash through the undeposited funds account?
Capture each receipt on the learner account, banked to undeposited funds.
When you physically deposit at the bank, go to Finance > Cashbook > Deposit to move the total from undeposited funds to your main bank account.
When you import the bank statement, your deposit will be on the right hand, then you can allocate the matching deposit line with your transactions that your imported .
Your undeposited funds balance should return to zero after each deposit cycle.
Important notes
Two undeposited funds accounts: If you find two undeposited funds accounts, transfer all balances to one, then contact support to archive the duplicate. One clean account is far easier to reconcile.
Petty cash setup: Petty cash should only allow cash payments. Setting other payment types on the petty cash cashbook causes reconciliation errors.
Opening balance mismatches: If an opening balance does not match your previous system, contact your d6 implementer before posting any transactions. Corrections are much simpler before Journal 1 is posted.
Frequently asked questions
My cashbook opening balance does not match my previous system. What do I do?
Do not post any transactions until the balance is corrected. Contact your d6 implementer with the correct closing balance from your previous system and the date it applies to. They will adjust the cashbook opening balance before Journal 1 is posted.
Can I open a new bank account myself in d6 after going live?
Yes. Bank accounts created after your finance start date can be set up by you or d6 support team to ensure the correct zero opening balance and audit trail. Email support@d6plus.co.za with the account details and the date the bank account was opened.
What is the undeposited funds account used for?
The undeposited funds account is a holding account for cash and cheques received at school before they are physically deposited at the bank. It keeps your main bank account balance accurate until the deposit is made. Once deposited, the funds are moved to the main bank via Finance > Cashbook > Deposit and the undeposited funds balance returns to zero.
Why must petty cash only allow cash payments?
Petty cash is a physical cash float. Allowing EFT or card payments on the petty cash cashbook causes the cashbook balance to diverge from the physical cash on hand, making reconciliation inaccurate. Set allowed payment types to cash only to keep it clean.
Last updated: June 2026 | Version 1.0
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