Ledger and periods

Controller starts with an approved expense document and its coded lines. Each journal header points to the source document and an accounting period. Journal lines hold the actual debits, credits, account and dimension. The period’s start, end and status determine whether the chosen posting date is eligible. The journal operation key gives Controller a way to recognize a repeated attempt.

For a supplier expense, Controller totals debits and credits, checks that every line has an account in the organization, and compares the posting date with an Open period. Controller approves the draft journal and posts it only after those checks. A Closed period or imbalance leaves the journal out of posted books while the source and operation result remain available to inspect.

• Prepare the source. Enter the ledger account, journal date and eligible period and keep the related record available to the next owner.
• Make the decision. Check debit and credit equality and the source document. Record the named decision on the revision under review.
• Follow the result. Keep the next accounting action tied to its source rather than treating a status label as the whole history.

The first pass should use an actual billing or cost case that the team recognizes. Choose one organization and one counterparty, then follow the record to the point where a reviewer or controller must act. Read the linked lines and evidence before changing status. If a figure differs from its support, send the record back with a reason and let the owner correct that same business case.

Agree the organization’s account codes and which period dates are eligible for posting. Controller needs the source document, posting date, journal lines and operation key. Decide who may change a period from Open to Review or Closed, and how a reversal links to the earlier journal. Keep a prior posted entry available after a correction.

Use an approved supplier cost document. Prepare debit and credit lines with the same total, link an Open period and check the posting date falls within its dates. Then change one journal line to create an imbalance and repeat with a Closed period. Controller should leave both invalid cases out of the posted register and identify the exact line or period that needs attention.

• Journals ready for posting — Approved journals show their source, period, posting date and operation key.
• Accounting period schedule — Controller checks start and end dates before choosing an Open period.

Start with document review, follow certified billing, and use journal posting or cash settlement for the resulting accounting work.