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Orbit Finance
ENBM
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App guides · Debtor & Creditor

How to record debtors and creditors in Orbit

Debtor and Creditor tracks credit transactions where money has not changed hands. A debtor owes you, while a creditor is someone you owe. Use this module to record sales and purchases on the day they happen. Each entry creates a double entry in your accounts, ensuring your Profit and Loss reflects the correct period.

Checked against Orbit Finance · 6 November 2026

What is this module for?

This is the plain ledger for credit buying and selling. It records sales and purchases on the day they occur, not when cash moves, so your monthly Profit and Loss is accurate. Real company invoices normally create the debtor entry automatically, while practice companies default to manual entry so trainees learn the accrual.

How do I record a customer debt?

  1. Press Add entry at the top right to open the Debtor dialog.
  2. Set the Date to the day you supplied goods or finished work.
  3. Enter the Amount in RM and choose the Party from the dropdown.
  4. If the party is missing, type their name and press Add party to create them as a customer.
  5. Add optional Details to help you recognise the line later.
  6. For an invoice, add an entry by hand only when its detail says Not posted to Sales. Otherwise the sale is recorded twice.
  7. Press Save. The line appears in the table and in the By party panel.

How do I record a supplier bill?

  1. Use the Debtor and Creditor switch in the table toolbar to view the Creditor side.
  2. Press Add entry and confirm the dialog title reads Creditor.
  3. Set the Date to the date on the supplier's bill.
  4. Enter the Amount and choose or add the Party.
  5. Press Save. The party is created as a supplier in Contacts.

How do I check who owes what?

  1. Read the By party panel on the right for current financial year totals.
  2. Use the search box to filter by party name, details, or amount.
  3. Flip the tabs to swap between Debtor and Creditor sides.
  4. Use Prepare reminder or Letter of demand for unpaid invoices. This opens Documents without posting new entries.

How do I remove an incorrect entry?

  1. Find the row and press the bin icon at the end of it.
  2. The entry is marked deleted and written to the audit trail.
  3. If the financial year is closed, the app refuses deletion. Post a correcting entry in an open period instead.

What this does to your books

Saving a debtor entry posts Dr Trade Debtors (1100) and Cr Sales / Revenue (4000). Saving a creditor entry posts Dr Purchases (5000) and Cr Creditors, Accruals & Other Liabilities (2000). Deleting an entry removes these amounts from the totals without posting a reversing entry.
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Questions, answered

What is the difference between a debtor and a creditor?

A debtor is someone who owes you money, recorded as an asset in Trade Debtors (1100). A creditor is someone you owe money to, recorded as a liability in Creditors, Accruals & Other Liabilities (2000).

Why is my invoice not showing in the debtor list?

Check the invoice posting status. If it says Posted to Sales, the entry was created automatically. Do not add it manually, or you will record the sale twice. Only add manual entries if the status says Not posted to Sales.

Can I delete an entry from a closed financial year?

No, the app refuses to delete entries from closed years to protect filed figures. You must post a correcting entry in an open period instead. Deletions in open years are marked as deleted and remain visible in the audit trail.