Accounting documents

Billing Coordinator prepares the client document with its record number, subject, document date and responsible owner. Select the client business partner and the practice organization before adding lines. The document type distinguishes an Invoice from a Credit, Expense or Adjustment. Keep that distinction visible when Finance Manager compares the prepared work with the ledger.

For a design fee, the line description should identify the design stage being charged. Record quantity, unit price, tax and net amount using the practice’s agreed calculation rules. Each line has an account reference and a revision, so the reviewer can check the accounting destination alongside the commercial explanation.

• Prepare the document. Billing Coordinator starts in Draft and checks the document owner, client and organization. Link approved design milestone evidence before requesting a decision. A subject such as schematic design fee should remain understandable to the client.
• Review the amount. Finance Manager checks the line amounts against the document total and the accepted fee. The review follows the current revision. A Return decision sends the document back to Draft; a rejected charge remains visible for resolution.
• Carry approval forward. After approval, use the same document as the source for the journal. Keep posting dates and the eventual posting result with the document so financial reporting can distinguish prepared fees from posted value.

Define the document numbering convention and which person owns each client’s billing. Agree the line calculation, rounding and tax treatment with Finance Manager. Establish when to use a Credit or Adjustment, and what evidence must accompany a correction. Confirm that the selected ledger account belongs to the intended practice organization.

Discuss how changes after review are handled. A revised fee or line description needs a visible revision and the applicable fresh review. Decide who resolves a returned document and how they tell Finance Manager that the corrected evidence is ready. Rehearse these decisions before importing open invoices.

Use an example accepted design fee of USD 8,000 with no tax in the rehearsal. Billing Coordinator enters a quantity of one, the agreed unit price and the line’s net amount. Finance Manager compares the line with the milestone acceptance, confirms the invoice total and records a decision for that revision.

Next, change the fee to USD 8,500 before approval. The reviewer should see the changed revision and ask for the supporting acceptance. Retain the earlier review context instead of treating an old approval as consent to the new amount. Once approved, trace the resulting document into its journal and compare the posting date with the selected period.

Use an Expense document in a separate rehearsal. Its accounting treatment and evidence differ from a client invoice even when the document screen is shared. Ask the reviewer to explain the type and account choice before the document advances.

• Documents in preparation — Draft, Review and Rejected documents that still need billing attention.
• My fee documents — Documents assigned to the signed-in team member, with client and document date visible.
• Documents awaiting review — The current document revision and amount for Finance Manager’s decision.

Use document preparation to approval before journal review to posting. Keep the reviewed document linked throughout.