Skip to main content
A debt in Hitaji 360 is money owed to your business that did not come from a sale — for example money you lent someone, an expense you paid on a partner’s behalf, or a refund a supplier owes you. It’s the catch-all for “someone owes us, but there’s no sales invoice for it.” You’ll find this at: /accounting/debts — in the navigation this is labelled Debts & Money Lent (under the Money In · Receivables group).
Sale receivables (normal customer invoices) are recorded on the Invoices screen, not here. Debts are for the non-sale money owed to you. Both, however, show up on the outstanding-receivables list and are cleared the same way — by recording a receipt.
📷 Screenshot: The Debts & Money Lent page listing outstanding receivables with their balances — to be added.

​
Who can do what (permissions)

​
Why the money is owed (debt reasons)

Every debt has a reason, and the reason decides which receivable account the money is booked to:
Employee salary advances are not recorded here — they’re owned by the Advances module. “Money Lent” here is for external parties.

​
Recording a debt

When: the moment someone starts owing you money for a non-sale reason.

​
Steps

  1. Go to Debts & Money Lent (/accounting/debts) and start a new debt.
  2. Fill in:
  1. Save. A debt is posted immediately on creation — there’s no separate “post” step.

​
Behind the scenes

Recording a debt posts a simple two-leg journal entry:
  • Debit the receivable account (Loans Receivable or Other Receivable, per the reason) — this asset records that you’re owed the money.
  • Credit the source account you chose — typically the bank the cash left, or whatever account the value came out of.
Because the debt posts on creation, the period must be open: if the period is closed or locked the debt is rejected up front, before any record or document number is consumed. Both accounts must be real, active, postable (non-group, non-frozen) accounts, and they must be different from each other.
A debt is created as an Other-Receivable invoice behind the scenes and then automatically approved and posted, which is how it reuses the same receivable + receipt machinery as ordinary invoices.

​
Settling a debt

You don’t settle a debt on this page — you settle it by recording a receipt against it on the Payments page, exactly like paying off an invoice. When the receipt is allocated to the debt and posted:
  • The receipt’s Accounts-Receivable credit is automatically routed to the debt’s own sub-ledger (Loans Receivable / Other Receivable), not trade AR.
  • The debt’s balance goes down; when fully covered it’s marked Paid.

​
The outstanding-receivables list

The Debts page lists all outstanding receivables — both non-sale debts and ordinary sales invoices that still have a balance due (credit notes are excluded). This gives you a single “who owes us money” view across sale and non-sale receivables.

​
Per-book debt defaults

To avoid re-picking accounts every time, each accounting book has debt defaults (managed under accounting settings; requires accounting:admin or accounting:config). For each reason you can set:
  • a default receivable (debit) account — otherwise the reason’s seeded system account is used, and
  • a default source (credit) account — which has no system default, so setting one here saves you typing it on every debt.
There’s also a book-level default deposit-to account — the cash/bank account the receipt modal pre-fills and the per-reason credit default falls back to when unset. If you leave a side unresolved and the book uses a custom chart with no seeded system accounts, Hitaji 360 falls back to a heuristic; if it still can’t resolve a source account, recording the debt fails with a clear message asking you to set a default or pass an account explicitly.
📷 Screenshot: The Receivables / debt defaults settings panel with per-reason account pickers — to be added.

​
Reminders for overdue debts

Because debts and sale invoices share the outstanding-receivables machinery, they’re covered by the same overdue reminder system. Per accounting book you can configure (requires accounting:admin or accounting:config):
  • Enabled — the master on/off switch.
  • Frequency — how often the digest actually goes out: daily, weekly, biweekly, or monthly (the job checks daily and only sends a given book when it’s due).
  • Channels — any of email, in-app, and push.
  • Recipients — either the book’s finance roles, or a specific list of users.
The reminder digest only fires once per book per day even if re-run, and there’s a Run now action to send it immediately on demand.

​
Working across multiple businesses

Debts, their receivable accounts, and their defaults are all scoped to a single accounting book, and each business has its own book. Confirm you’re in the right business before recording a debt — the contact, the source account, and the receivable account must all belong to that book.