Accounting documents

A preparer opens an accounting document for the right organization and counterparty. The record carries its number, subject, date, gross amount, owner and current status. This gives a supplier-related finance item a clear owner without losing the organization whose account will be affected. The preparer can keep working on a draft before sending its current revision for independent review.

The amount on the document is the headline amount. Debit and credit lines provide the account-level detail that the reviewer must inspect. A line has its direction, net amount and ledger account. Keep the line population alongside the document so the reviewer can explain which account each amount affects. If the document changes after review, use its revision to identify which version a decision covered.

• Preparation. The preparer selects the organization, supplier or other counterparty, owner and date before assembling document lines.
• Review. A reviewer checks the submitted revision and records a decision separately from the preparer’s edits.
• Outcome. The document status and provider instruction reference show whether it remains in review, was authorized, or has confirmation evidence.

Agree how accounting document numbers are assigned and when a draft is ready for review. The team should settle who can prepare documents for each organization, who may decide independently, and which supporting files must accompany a supplier-related item. Set the account list before preparing lines. Agree the meaning of document date and posting date for internal reporting, since they answer different questions.

A useful pilot is one supplier-related document with debit and credit lines and one change made before review. The reviewer should see the current revision and the attached evidence. If the preparer changes a material amount, the team should require another decision on the new revision. This keeps the decision history understandable when the document is later compared with provider activity.

Suppose a supplier-related item is entered for one organization and assigned to a preparer. The preparer records the counterparty, dated gross amount and two account lines, then attaches the source document. The reviewer checks the account choice and the current amount. If the evidence is incomplete, the reviewer records a reason and returns the item for correction. If it is accepted, the decision belongs to that exact revision. The later provider reference belongs on the same document, allowing an auditor to follow the original preparation through the financial outcome.

• Documents in preparation — See drafts and records in review with their owners and counterparties.
• Review inbox — Inspect records waiting for an independent decision.
• Document status board — Separate records in draft, review, authorization and provider stages.

Prepare and review a document and see the data model.