How to handle other debtors and creditors, and how to post Journal 1 — the opening balance journal that confirms your finance migration is complete. Journal 1 is posted by your implementer.
Finance > Debtors > Debtors Opening Balances | Finance > Creditors > Creditors Opening Balance
Your school may also have other debtors and creditors on the General Ledger, which are handled separately from learner balances. Journal 1 then confirms that your bank balances, debtors (including other debtors and creditors), and income received in advance all reconcile correctly. You have three months from your sign-off date to provide your Trial Balance or Audit financial statement.
Before you can capture or import an opening balance for an external account, the account profile must first exist in the system. Follow these steps to create an "Other Debtor" or "Creditor" and apply their opening balance.
Log into the system and go to the Finances module.
Select Debtors from the menu, then click on Accounts.
Click on Create an Account.
In the setup window, choose whether you are creating an Other Debtor or a Collector.
Fill in the required profile details.
Scroll to the bottom of the page to find the Opening Balance field.
Input the balance directly here to complete the setup.
⚠️ Note: Always verify whether the opening balance should be entered as a debit or a credit before saving to ensure your aging reports remain accurate.
Besides learner debtors, your General Ledger may also include other debtors (for example, a bursary fund or a staff loan account) and creditors (suppliers or other parties the school owes money to). These accounts are handled differently from learner opening balances.
Here is the formatting for your Knowledge Base (KB) to keep it consistent with your other documentation:
Follow these steps to create a new creditor profile in the system and capture their initial opening balance.
Log into the system and go to the Finance module.
Select Creditors, then click on Accounts.
Click on the blue button that says "Create a creditor".
Fill in the required and necessary information fields for the creditor profile.
Scroll to the bottom of the information page to the Opening Balance section.
Input the starting balance as either a debit or a credit amount.
Save the account to complete the setup.
PImportant Note on Adjusting Balances:
You can adjust this opening balance at any time after creating the Other Debtor or Creditor. However, once the Opening balance journal has been approved and posted, you will no longer be able to edit this opening balance directly.
to make any changes after approval, you will need to process a manual journal entry.
Not bulk imported: Your implementer does not create other debtors or creditors for the school during the migration, as this data cannot be bulk imported into d6.
Added in your finance administration session: Your implementer will show you, during a finance administration training session, how to add a creditor and how to capture other debtor data yourself.
Confirm before Journal 1: Before Journal 1 can be posted, you and your implementer must confirm the total balance of all other debtors and creditors, in addition to the learner opening balances confirmed in Step 1.
Journal 1 is the opening balance journal that brings your General Ledger into balance at your finance start date. Before posting, confirm that:
Every bank account balance matches your previous system as at your finance start date.
Other debtors and creditors are confirmed: The total balance of all other debtors and creditors added during your finance administration session (Step 2) is verified and included.
Debits equal credits: the journal will not save if it is out of balance.
You have three months from your sign-off date to provide the d6 implementation team with your Trial Balance or Audit Financial Statement from your previous system. This is used to verify that your d6 opening balances match, including learner debtors and other debtors and creditors. Submit it via your implementer or email implementations@d6.co.za.
Cannot post directly to the debtors control account. You cannot journalise directly against the debtors control account — it is automatically maintained by d6 based on individual learner balances.
Do not post Journal 1 too early. Post Journal 1 only once all learner opening balances and all other debtor and creditor balances are confirmed, and all cashbook opening balances are verified. Posting prematurely and then making corrections is complex and risky.
Journal 1 must balance. Debits and credits must be equal. If they are not, the system will reject the journal.
No. All learner opening balances must be in place and verified before Journal 1 is posted. Posting Journal 1 prematurely and then adding learner balances afterwards will break the reconciliation between your debtors control and your learner debtor list.
Other debtors and creditors cannot be bulk imported into d6, unlike learner opening balances. Your implementer will show you how to add a creditor and other debtor data yourself during a finance administration training session.
Yes. Alongside your learner opening balances, the total balance of all other debtors and creditors must be confirmed with your implementer before Journal 1 is posted.
You have three months from your finance sign-off date. Submitting early is encouraged — it allows your implementer to confirm the migration before you have processed any live transactions, making corrections much simpler if any discrepancies are found.
Last updated: July 2026 | Version 1.0