This article describes the daily and weekly finance tasks a school finance administrator should carry out in d6 to keep learner accounts, cashbooks, and debtors management up to date. It is for school finance administrators.

Finance > Cashbook  |  Finance > Debtors

Daily tasks

1. Open d6 and scan notices — check for any system notifications or alerts.

2. Capture cash, card, and EFT receipts — enter any payments received at school on the day. Receipt cash and cheque payments to the undeposited funds account. Receipt EFT payments directly to the main bank account.

3. Allocate overnight EFT payments — check your bank account for any EFTs that arrived overnight and allocate them to the correct learner accounts.

4. Respond to parent queries — address any finance-related queries before they age into disputes.

Weekly tasks

Importing your bank statement

1. Download your bank statement from your internet banking portal in OFX, OFC or CSV format.

2. Rename the file in the format YYYYMMDD.(for example, 20260630.ofx).

3. In d6, navigate to Finance > Cashbook > Import Bank Statement.

4. Select the correct cashbook (your main bank account) and upload the file.

5. Allocate each imported line to the correct learner account or General Ledger code.

6. Reconcile the imported lines against your receipts for the period.

Depositing cash

1. When you physically deposit cash at the bank, navigate to Finance > Cashbook > Deposit.

2. Select the undeposited funds cashbook and enter the deposit amount.

3. Confirm the deposit moves the balance from undeposited funds to your main bank account.

4. When you import your bank statement, match the deposit line to this deposit record.
   

5. Payments - Make sure you capture payments, you can do payments from petty cash or bank account, your monthly bank statement must be reconciled to the cent each month.

Weekly debtors management

• Link new learners on the same day they are captured in d6. Linking them late results in missed billing months.

• Run the age analysis weekly via Finance > Debtors > Age Analysis. Flag accounts at 60 days and take action on accounts at 90 days.

• Send monthly statements via email or balances shows on d6 connect to keep parents informed of their account status.

• Process adjustments for discounts, write-offs, or corrections as they arise — do not accumulate them.

• Archive leavers - the system will automatically remove the remaining billing once you make them left if they have an outstanding balance you will still be able to send statements.

Frequently asked questions

What format does d6 need for the bank statement import?

d6 accepts OFX , OFC or CSV format. Download the file from your internet banking, rename it YYYYMMDD. using the statement date, and import it via Finance > Cashbook > Import Bank Statement. Ensure the date in the filename matches the statement date to keep your cashbook history in order.

A parent paid by EFT but it has not appeared in my cashbook. What do I check?

First check your bank statement to confirm the payment arrived. If it has, import the latest bank statement and the payment will appear as an unallocated line. Allocate it to the correct learner account using their family code. If the payment reference does not match a family code, check the parent's account details manually and allocate by name.

How often should I run the age analysis?

At least weekly. Running the age analysis weekly lets you identify overdue accounts early and take action before they reach 90 days. Leaving the age analysis to run monthly means accounts can reach a critical level before you notice. The age analysis takes only a few minutes to run and review.

When should I archive a learner who has left the school?

Archive a leaver immediately the billing will be removed automatically to a zero, outstanding amounts can still be send via email each month.