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- Accounting Document and Account Reconciliation
- Who it's for
- Finance shared services
Finance shared services
A shared service team can prepare documents for several operating groups while retaining clear ownership of each decision. The accounting document is the handoff point: it identifies the organization, counterparty, owner and current status. Supporting attachments, reviewer decisions and operation receipts give the next person a way to understand what has already happened.
How Accounting Document and Account Reconciliation is set up for you
Work assignment
An owner field identifies the team member handling the document. The document status board shows dated records and their assigned owners.
Review queue
Documents at review status show the reviewer the current revision and amount before a decision.
Evidence history
Attachments identify the uploader and visibility. Decision rows preserve the reviewer, reason and date.
External result
Provider instruction and event identifiers connect local work with external activity.
Exception handling
Reconciliation items and operation receipts keep unresolved differences visible rather than hiding them in a closed status.
A shared service team can prepare documents for several operating groups while retaining clear ownership of each decision. The accounting document is the handoff point: it identifies the organization, counterparty, owner and current status. Supporting attachments, reviewer decisions and operation receipts give the next person a way to understand what has already happened.
Pilot a short handoff from a preparer to a reviewer and then to the person investigating provider evidence. Set one rule for when a document is ready for review, one for what evidence establishes confirmation and one for who owns a reconciliation exception. Use a normal case, a rejected revision and a provider event whose date differs from the candidate document. Read each case as an auditor after the handoff to see whether the reason and source references are sufficient.
A shared service manager can review workload by document status and owner. Finance leadership can use the account and exception reports to choose which unresolved items need attention. Keep direct record access aligned with each role when reports are shared.
[See the review process](/design-purchase-reconciliation-gst-india/processes/document-review) and [open reports](/design-purchase-reconciliation-gst-india/reports).
Features to start with
Review and evidence
Keep independent decisions and supporting files tied to the document revision.
Provider instructions
Trace an authorized instruction through submission and verified provider outcome.
Accounting documents
Keep each finance document, counterparty, owner and line amount together for review.
Roles on the team
- Auditor
- Read authorized evidence and reports in a scoped, read-only audit view. No record writes and no action execution.
- App Administrator
- Maintain organization configuration and membership. Administrative membership does not confer approval, financial or execution authority and cannot grant an independent reviewer entitlement.
- Accounting Reviewer
- Review eligible document revisions independently and reconcile operational evidence. Approve or reject through guarded actions only; no unrestricted editing of protected or executed records; a reviewer cannot approve their own submission.
- Accounting Preparer
- Prepare assigned operational records and execute eligible reviewed actions. Own organization and draft scope only; accepted, posted and supplier evidence is read-only; guarded workflows authorize every transition.
- Admin
- Configure access and review organization membership without acting as an independent financial approver by default.
Set up Accounting Document and Account Reconciliation your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.