Balances and accounts

Ledger accounts hold the account code, name, external account identifier, currency, active state and owning business partner. Document lines and reconciliation items both refer to those accounts. The finance team therefore needs a stable account identity before it prepares entries or imports provider movements. An inactive account can remain part of history while new work uses the agreed active list.

Account snapshots record the provider’s dated ledger and available balances and its snapshot identifier. The distinction matters: available balance can differ from the ledger balance while transactions are pending. A snapshot is evidence for a point in time, not a substitute for the underlying movements. Reviewing the snapshots alongside confirmed instructions helps the team see where the account balance changed and where an exception needs attention.

• Account identity. The code and external identifier connect document lines with the provider-facing account.
• Dated evidence. Each snapshot records its as-of date and provider snapshot identifier.
• Balance review. The reviewer compares ledger and available balances with confirmed movement activity.

Import the account list with the organization and business partner relationships checked. Confirm the currency on each account and the date convention used by the provider snapshots. Decide who may activate or retire an account and how changes to an external account identifier are reviewed. Exchange rates are kept as dated read-only records; agree their source if a reporting process uses them.

The team should also define an opening balance point for a pilot account. Pick a snapshot whose provider identifier can be verified, then follow the subsequent confirmed movements and later snapshot. Keep a discrepancy open until the source movements explain it. A balance difference should not be concealed by editing a historical snapshot.

A finance reviewer selects an active account linked to a supplier or other business partner. The account’s external identifier matches the provider account being examined. The opening snapshot records one ledger balance and an available balance that differs because a request is pending. A confirmed instruction and its matching provider movement appear after that snapshot. The reviewer compares the signed confirmed movement with the next dated snapshot. If the resulting ledger balance differs, the reviewer investigates missing or duplicate provider activity before closing the account review.

When the provider issues a corrected snapshot, retain its own identifier and as-of date. The earlier snapshot remains useful evidence for how the team reached its first conclusion. Reports should keep the account and date visible so users do not mistake a balance from one day for a current balance.

• Account snapshots — Review dated ledger and available balances by account.
• Reconciliation exceptions — See provider movements that still prevent a clean account explanation.

Reconcile an account and plan implementation.