Journal to close
Review expenses and journals, resolve outstanding differences and close the accounting period.
4 stages · 3 approvals
Roles and responsibilities
-
Step 1Employee expense review
Claim NumberEmployeeClaim DatePurpose
-
Step 2Journal approval
Journal Entry NumberDateDescriptionTotal Debit
-
Step 3Period close
Period NamePeriod TypeStart DateEnd DateQuarter
-
Step 4Financial reporting
Journal Entry NumberDateDescriptionSourceAR
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Approval required
Employee expense review
Review the claimant, supporting receipts, expense policy and accounting period. The reviewer cannot be the claimant. Reimbursement uses the independently approved EmployeePayees destination for that employee. Pending instructions reserve the unpaid claim balance, and only confirmed clearance settles it.
Approval required
Journal approval
Review the submitted revision independently from preparation. Validate balanced debits and credits, permitted accounts, source uniqueness and an open period before posting.
Approval required
Period close
Resolve pending work, reconcile subledgers and bank balances, then close the period atomically with posting locks. Reopening needs a reason and a retained decision.
Financial reporting
Produce entity-scoped statements from posted ledger lines and aging from open document balances. Preserve reporting basis, dates and supporting drill-down; separate external filing acknowledgments.
Approvals and controls
3 approvals required in this process
-
Employee expense review
Controller / CFO signs · journal approval waits
ExpenseClaims, ExpenseClaimItems, Employees, EmployeePayees, PaymentsMade -
Journal approval
Controller / CFO signs · period close waits
JournalEntries, JournalEntryLines -
Period close
Controller / CFO signs · financial reporting waits
AccountingPeriods, JournalEntries, BankReconciliations - Keep expenseJournal reviewers independent of the claimant or preparer.
- Reimburse the employee through their approved EmployeePayees destination; a pending instruction reserves the unpaid amount.
- Resolve or explicitly address remaining work before the period lock; retain the reason and decision if reopening is required.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Employee expense review | ExpenseClaimsExpenseClaimItemsEmployeesEmployeePayeesPaymentsMade | Review the claimant, supporting receipts, expense policy and accounting period |
| 2 Journal approval | JournalEntriesJournalEntryLines | Review the submitted revision independently from preparation |
| 3 Period close | AccountingPeriodsJournalEntriesBankReconciliations | Resolve pending work, reconcile subledgers and bank balances, then close the period atomically with posting locks |
| 4 Financial reporting | JournalEntriesJournalEntryLinesChartOfAccounts | Produce entity-scoped statements from posted ledger lines and aging from open document balances |
Process reports
All reportsTrial Balance
All GL accounts for a selected period with opening, debit/credit movement, and closing balances. Drills from summary account down to source JournalEntryLines. The anchor report — every other statement derives from it.
Balance Sheet
Assets, Liabilities, Equity rolled up to summary accounts as of a selected date. Comparative current vs. prior period.
Income Statement (P&L)
Revenue, COGS, Operating Expenses, Other Income/Expense, Net Income for a date range. Month, QTD, YTD columns with prior-period comparatives.
Cash Flow Statement
Indirect method: operating, investing, financing activities derived from Balance Sheet movement plus non-cash reconciliations. Period and YTD.
General Ledger Detail
Every posted JournalEntryLine for a selected account and date range with running balances. The audit-trail report — used at close and at year-end.
AR Aging
Open invoices bucketed 0–30 / 31–60 / 61–90 / 90+ days past due, by customer. Drives the dunning queue.
AP Aging
Open bills bucketed 0–30 / 31–60 / 61–90 / 90+ days, by vendor. Drives the pay-run scheduling view.
Run by an agent
Agent support
Proto cannot supply a missing business approval, invent external payment or posting outcomes, or weaken the server permissions. Reviewed source records and configured integrations determine the available actions. Retain the result of each actual operation and investigate unsupported requirements before enabling automatic execution.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› journal to close · employee expense review on ExpenseClaims, ExpenseClaimItems, Employees, EmployeePayees, PaymentsMade
⏸ approval · waiting for the controller / cfo
# 3 more stages after approval: journal approval, period close, financial reporting
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