This function enables you to post learner (debtor) opening balance journals when setting up the d6 finance module. It is separate from the General Ledger opening balance journal (balance sheet). Process all learner opening balances before posting the General Ledger opening balance journal — once the GL journal is posted, this function is no longer available.

Finances > Debtors > Learner Opening Balances

How do I manually capture learner opening balances?

1. Use the search field to find the relevant learner.

2. Enter debit balances in the Debit column and credit balances in the Credit column. Do not enter a negative sign in the Credit column — use positive values only.

3. Balances save automatically as you enter them. The running total displays in the top right of the page and must ultimately match the audited debtor balance from your previous financial year-end.

4. Once complete, proceed to process the General Ledger opening balance journal.

How do I import learner opening balances via Excel?

1. Click Download Excel template (or Open Google Sheets template to work directly in Google Drive).

2. In the template, capture each learner's balance in the Balance column using the following sign convention: positive value for a debit balance (e.g. 100.00), negative value for a credit balance (e.g. -100.00), and zero for learners with a nil closing balance on the previous system.

3. Optionally, enter the previous system's family code in the Old Family Code column. This code displays in brackets behind the family name on statements. If a family had multiple codes in the old system, combine them (e.g. KRU001 KRU002) on all learners of the new family.

4. Save the spreadsheet, then click Choose file, select the saved file and click Import file.

5. The balances are imported and remain editable on screen until the journal is posted. You may export and reimport at any stage before posting.

Frequently asked questions

Can I use a regular journal entry to capture learner opening balances?

No. Do not use Finances > Debtors > Adjustments for this purpose. There is a dedicated opening balances function that must be used to ensure correct financial setup.

What happens once the journal is posted?

Once the Learner Opening Balance Journal has been posted, this screen is no longer available. Ensure all balances are correct before posting.

How should I handle a family with more than one learner?

Enter the same old family code for all learners belonging to the same family. This ensures statements group them correctly under a single family account.