This article explains how to verify your General Ledger (chart of accounts) is correctly configured in d6 after implementation. It is for school finance administrators and covers confirming account types, budget categories, and your finance start date before you begin day-to-day finance work.

Finance > General Ledger > Accounts

Overview of the General Ledger

The General Ledger, also called your chart of accounts, is the spine of every finance transaction in d6. Your implementer has loaded it during setup, but before you start day-to-day work you should confirm it accurately reflects how your school runs. The opening balance journal (Journal 1) is posted against this structure, so corrections are much easier to make now than after transactions begin.

What do I check on the General Ledger before going live?

1. Navigate to Finance > Journal and search for the opening balance journal. Confirm it shows the correct finance start date.

2. Go to Finance > General Ledger > Accounts and verify that all accounts you use are present and correctly tagged as Income, Expense, Asset, or Liability.

3. Confirm that budget categories are linked to the correct accounts.

4. If any accounts are missing, add them under Finance > General Ledger > Accounts before posting your first transactions.

How do I set up the General Ledger for a school that runs a hostel or aftercare?

If a hostel or aftercare operates under the same legal entity as the school, rename the General Ledger codes so reporting can be split cleanly. A common convention is to prefix codes with S for School and H for Hostel (or A for Aftercare). Pair this with matching billing categories on the debtor side and reports will separate correctly per stream.

How do I add a new account to the General Ledger?

1. Go to Finance > General Ledger > Accounts.

2. Click Add Account.

3. Enter the account code, name, and select the correct type (Income, Expense, Asset, or Liability).

4. Link it to a budget category if applicable.

5. Click Save.

Important notes

• Account types: Incorrectly tagged account types affect your Income Statement and Balance Sheet. 

• Post-implementation additions: Any GL accounts added after go-live will have a zero opening balance by design. This is correct and protects your audit trail.

Frequently asked questions

Where do I find my finance start date in d6?

Finance > General Ledger— Journal - Opening balance journal (Journal 1) the date on that journal is your finance start date.

Can I add a General Ledger account after implementation is complete?

Yes. New accounts can be added at any time under Finance > General Ledger > Accounts. New accounts will carry a zero opening balance. If the account needs an opening balance, your d6 implementer can assist with a correcting journal.

What happens if an account is tagged with the wrong type?

Incorrectly tagged accounts will report in the wrong financial statement. For example, an Expense account tagged as a Liability will appear on the Balance Sheet instead of the Income Statement. Correct the type before your first month-end to avoid restating your reports.

Does d6 support separate reporting for a hostel and school under the same entity?

Yes. Use a prefixed GL code convention (e.g. S for School, H for Hostel) and match billing categories on the debtor side. This allows income and expense reports to be filtered per category without requiring a separate legal entity in d6.