The Other Debtors function enables schools to bill and manage debtors other than school learners. Invoices, credit notes, statements, debit orders, debtor notes, and project links are all available for other debtor accounts. 

Finances > Debtors:  Accounts

How do I create an Other Debtor account?

1. Go to Finances > General Ledger:   Accounts, click the plus icon, and create an Accounts Receivable account.

2. Go to Finances > Debtors > Accounts, click on Create a debtor account, and under Account information, Type, choose Other Debtors.

3. Complete the required details: account type, other debtor information (new, existing, or pre-approved), accountable person identity (institution or person), trading and registered name, registration number, VAT status, contact details, physical address, contact persons, tax clearance certificate status, BEE rating, and banking details.

4. Under Debtor account: select the Ledger control account (must be an Accounts Receivable account created in the General Ledger), set the Account active from date, and click Add.

How do I create an invoice for an Other Debtor?

1. Go to Finances  >  Debtors:  Invoices.

2. Click Create an invoice. The debtor type defaults to Other Debtors.
   

3. Select the other debtor and click Continue.

4. Select the date, payment terms, and indicate if the invoice is payable via debit order.

5. Enter the invoice total amount and description.

6. Add line items (type or select from the drop-down), enter quantity and unit price, and allocate each line to an Account/Project.

7. The invoice total must match the sum of all line items before saving. The Balance not allocated must be 0.00.

8. Click Save or Save as draft. Invoices that have been saved cannot be deleted.

• To edit: search for the invoice, select it with the radio button, and click Edit.

• To copy: select the invoice and click Copy. The system creates an editable draft copy.

• To delete: select the invoice and click Delete (only draft invoices can be deleted).

How do I create a credit note for an Other Debtor?

1. Click Create a credit note. The debtor type defaults to Other Debtors.

2. Select the other debtor and click Continue.

3. Enter the date, total amount, description, and line items (quantity, unit price, account/project allocation).

4. Indicate whether the credit note amount should be deducted from the debit order amount (only applicable if the school uses d6 debit orders, and only if the debit orders have not yet been submitted).

5. The total must match the sum of line items before saving. Click Save and send or Save as draft.

• Credit notes can be edited, copied (creates a draft), or deleted (click the X icon or Delete button).

How do I print a statement for an Other Debtor?

1. Go to Finances  >  Debtors:  Account statement.

2. Under Statement information > Statement for, choose Other Debtors.
   

3. Under Print options, indicate whether to print project detail and/or debtor notes on the statement.

How do I set up a debit order for an Other Debtor?

1. Capture banking details when creating the other debtor account.

2. When creating invoices, indicate that the invoice is payable via debit order.

3. Other debtor debit orders will appear alongside school debtor debit orders when submitting to Stratcol/Netcash.

How do I capture debtor notes for an Other Debtor?

Three note types are available:

• Internal note — for internal record-keeping only. Not usually printed on statements.

• Text note — similar to an internal note but typically printed on the debtor's statement.

• Promise to pay — records agreed payment arrangements by date and amount. The system tracks these and can print them on statements.

For all note types: click Create a note, choose Other Debtors, select the account, click Continue, enter the date, choose the note type, complete the note body, and click Continue to save.

• Caution: Once a note has been created, it cannot be deleted. You can change the details but the note itself remains permanently on the record.

How do I link a project to an Other Debtor?

1. Go to Finances  >  General Ledger:  Projects.

2. Click Create a project and complete the project details: project name, project manager, project control account, profit/loss account, and expected end date.
   

3. Set Link learners to project to No. Set Link other contacts/debtors to project to Yes and select the other debtor.

4. Click Add to save the project.

How do I write off money from an Other Debtor?

1. Go to Finances  >  Debtors:  Journals  >  Do a Journal.

2. Choose Debtor Write-Off Journal > Other Debtors to Ledger Account/Project.
   

3. Select the other debtor account and click Continue.

4. Enter the date, select the write-off ledger account (e.g. Bad Debts), enter the total amount, choose the approval authority (Governing Body, Financial Committee, or Department of Education), and add a description and remarks.

5. Select the months to write off. The balance indicator turns green when the amounts match. Click Continue to post the journal.

How do I issue a receipt for an Other Debtor?

1. Go to Finances  >  Cashbook:  Receipts  >  Issue receipts.

2. Select Debtor Other from the drop-down, choose the other debtor, and click Continue.
   

3. Select the receipt type, enter the date, the person who made payment, the payment method, the amount received, and a description.

4. Allocate the payment accordingly.

Frequently asked questions

Can I delete a saved invoice for an Other Debtor?

No. Only draft invoices can be deleted. Once an invoice has been saved (posted), it cannot be deleted.

Can I delete a debtor note?

No. Once a note has been created it cannot be deleted. You can edit the details, but the note remains permanently on the record.

Where do I find reports for Other Debtors?

Go to Reports > Finances > Debtors. Reports include Age Analysis, Outstanding Fees, and Project Detail reports. For each, select Other Debtors from the relevant drop-down when configuring the report.