This article explains how to hand over a family's outstanding debtor balance from the school to a collection partner for the first time. You will use a Debtor Handover Journal with the "School debtors to Collector" option to complete this process.

Finances > Debtors > Journals

Before you begin

Ensure the collection partner has already been set up as a d6 Collection Partner account under Finances > Debtors > Accounts. If the collector has not been set up yet, refer to the article How to set up a d6 Collection Partner account.

How do I hand over debtor accounts for the first time?

Follow these steps to create a School debtors to Collector handover journal.

1. Navigate to Finances > Debtors > Journals.

2. Click the Do a journal button.

3. Under Journal information, select Debtor Handover Journal as the journal type.

4. Set the Journal from field to School debtors to Collector.

5. Select the family you want to hand over and click Continue.

6. All learners in the family will appear with their individual balances. Choose the date for the journal.

7. Select the Handover collector — all collection partners you have set up will be listed here.

8. Enter the Total amount handed over, or leave this field open and the system will calculate the total as you select the months to journalise.

9. Select the months you want to include in the handover.

10. Add a remark in the Description block. Include as much detail as possible so the journal is easy to reference later.

11. If the journal balances, click Continue to finalise.

How does balance validation work?

The system uses two indicator blocks in the top right-hand corner to validate your journal before it can be finalised.

• Top block: Displays the total you entered or the total of the months you selected.

• Bottom block: Compares the total entered in the Total column against the balance of the selected months. If the amounts do not balance, this block turns red and you cannot continue. If they balance, it turns green and you may proceed.

If the system displays an error message, click Continue on the error to return to the previous screen and correct the amounts.

What happens after the journal is finalised?

Once the journal is finalised, the collection partner will be able to see the handed-over information in the d6 Collectors Tool or Google Sheets. The debtor balance will be moved from the school's account to the collector's account in d6 Finance.

Frequently asked questions

What journal type do I use to hand over accounts to a collector for the first time?

Select Debtor Handover Journal and set the Journal from field to School debtors to Collector. This is used when handing over a family's account to a collection partner for the first time.

Why is the balance block showing red and I cannot continue?

The red block means the total amount you entered does not match the sum of the months you selected. Correct the total or adjust the selected months until the amounts balance, and the block will turn green.

Can I leave the total amount field empty?

Yes. If you leave the Total amount handed over field open, the system will automatically calculate the total as you select the months to journalise.

Where can the collector see the handed-over accounts?

Once the journal is finalised, the collection partner can view the handed-over information in the d6 Collectors Tool or Google Sheets.

Why should I add a remark in the description block?

Adding detailed remarks makes the journal easy to reference in future. If you or another administrator needs to look back at why the journal was passed, the description provides that context.