The tables behind Education & School ERP

The account master, shared across entities, with a self-parenting tree for summary accounts, control flags for subledger accounts and an intercompany flag for elimination.

Fiscal periods per entity with the open and close state the close checklist drives.

The close checklist per entity and period: each task with its owner, its dependency, its due date and the evidence attached when it is done.

Balanced immutable general ledger entries from validated eligible subledger effects or approved manual adjustments; drafts and transport events do not post automatically.

Debits and credits by account, cost centre and tax code, with the foreign amount when the entry is not in functional currency and the partner entity when the line is intercompany.

Budget or forecast version per entity and fiscal year, approved by an independent Controller and locked as an immutable reporting version.

Amount per account, cost centre and period within a budget version.

Asset classes with the three accounts each posts to and the default method and life, so a depreciation run builds its journal from the category.

The asset register: capitalised from bill lines, depreciated monthly by category, transferred, impaired and disposed.

Monthly depreciation batch per entity, period and book, posted as one journal grouped by asset category with a line per asset behind it.

The charge per asset in a run, with accumulated depreciation and net book value after it, which is what the register and the auditor read.

Current-carrying monetary revaluation with item-level delta workings and immutable correction/rerun evidence. The baseline does not automatically reverse the prior month and recognise it twice.

A reporting-period pack with entity-specific closed-period snapshots, effective ownership/method, account-specific translation and reviewed balanced eliminations.

One line per entity and account in the run: the local balance, the translated balance, the elimination applied and the consolidated result, so the pack can be traced back.

Returns to an authority for a period: sales, use, VAT, GST, withholding and payroll tax.

Separate effective Book/Tax asset balances and depreciation parameters; only designated Book balances project to fixed assets.

Reviewed capitalisation, impairment, disposal and transfer preserve book-specific opening, movement and closing evidence.

Item-level monetary delta from current carrying amount, including bank, unapplied cash and other reconciled monetary balances, with traceable settlement release.

Approved versioned close checklist policy with task owners, dependencies and required evidence.

Every dependency of a period task, not just the retained single depends on summary field.

Reviewed cost-centre/account allocations retain balanced source and driver workings and a unique posting.

Driver and currency amounts for each allocation destination with exact remainder reconciliation.

Run-specific ownership/method, local-period and closed-ledger snapshot per included entity.

Balanced group adjustment/elimination details retain partner agreement, method and signed line evidence.

Vendor debit and credit documents with line-level accepted-scope matches, independent exception approval and separate settlement components.

Bill lines with the purchase order line and receipt line they were matched to, the match result, and the expense or asset account, cost centre and tax code they post to.

An approved payment proposal whose immutable instructions are released, transmitted, reconciled and settled separately; a bank file does not mean payment occurred.

One payment per vendor in a run, or a single payment outside a run. The allocations say which bills it settled.

Bill settlement using separate payment-currency cash and bill-currency funded/noncash amounts, posted only on confirmed settlement and reversed through linked compensation.

Customer debit invoices and positive-magnitude credit documents with separate posting, delivery, settlement and credit-allocation evidence.

Invoice lines with the shipment line they bill, the revenue account, cost centre and tax code they post to.

A real receipt recognises bank cash once against an unapplied-receipts liability; later allocation reclassifies that liability to the customer invoice.

Invoice settlement using separate payment-currency cash and invoice-currency cash/discount/write-off amounts, with current-carrying FX and reversal lineage.

Lines imported from the bank statement per bank account, matched to a payment, a payroll run or a journal and reconciled at close.

Cumulative matched bill portions reserve and consume accepted stock or service evidence once.

Allocates a posted AR or AP credit to a debit document or reserves its unapplied surplus for a refund.

Independently approved return of customer cash or receipt of vendor credit cash, with exclusive credit-funded or unapplied-payment funding.

Approved immutable bank/payroll/refund instruction separates release, transport, acceptance, settlement and returns.

The people at an account: the buyer, the decision maker, the accounts-payable clerk, the engineer. Calls are logged against a person, quotes are addressed to one, and a lead converts into one.

Unqualified interest from a person at a company, before it is worth an opportunity. Converting it creates or matches the account, the contact person and the opportunity.

A qualified deal with an account and a primary contact, an amount, a stage and an expected close date. The forecast is built from these.

Calls, emails, meetings and tasks logged against a person at an account, and related to a lead, opportunity, quote, contract or order.

An immutable submitted offer revision with authorised list/cost/tax evidence and the eligible quote decision; customer acceptance binds exactly that revision.

Quote lines with list price, offered price, discount, tax, and the standard cost and margin the approving manager sees.

Executed customer terms and effective line schedules. Unique cycle records control delivery versus direct billing, amendment and renewal without overlapping entitlement.

What the contract delivers: product, quantity per cycle, price, billing frequency and the next date an order or invoice is generated.

Named price lists per currency and entity, with effective dates.

A confirmed customer order that drives allocation, production, shipment and invoicing, in the customer’s currency with the rate to the entity’s functional currency.

Order lines with price, discount, source warehouse, tax, promise date, and the allocated, shipped and invoiced quantities.

Effective authorised list price per price book, product, currency and entity, including quantity break and unit basis.

Customer acceptance binds the complete current commercial revision and all required signers, with authenticated event or reviewed manual evidence.

One unique accepted term/line/cycle occurrence; delivery-order and direct-billing paths are mutually exclusive.

Atomic accepted-scope/order/shipment/invoice allocation prevents staged conversion or billing beyond approved quantity and net amount.

Atomic entity/customer credit exposure includes approved uninvoiced commitments and open receivables without counting an invoice twice.

Everything bought, made or sold: finished goods, sub-assemblies, raw materials, components, consumables and services.

Physical stock locations: raw stores, WIP buffers, finished goods, quarantine, in-transit.

A request to buy, from a person or from an MRP planned order, approved before a buyer acts on it.

What is wanted: a product or a description, quantity, estimated cost, where it goes, and the purchase order line that eventually covered it.

Orders to vendors for materials, services and capital, built from approved requisitions, in the vendor’s currency with the rate to the entity’s functional currency.

Order lines with the requisition line they cover, destination warehouse, account coding for non-stock lines, tax, and the received and billed quantities.

Immutable arrival evidence for goods in custody; partial acceptance and owned-stock/GRNI recognition are separate records.

Received physical quantity, lot/serial and custody state, with cumulative independent acceptance and rejection evidence.

Rejected or surplus material going back to the vendor, from a receipt line, with the vendor credit note that closes it.

Derived owned-stock positions by entity, warehouse and identity; pending receipt custody and blocked stock do not contribute available quantity.

Every physical movement of stock, each with a reason, a reference and the journal entry it posted.

Outbound deliveries against a sales order, with carrier, tracking and proof of delivery. The lines say which order lines, lots and serials went out.

One line per order line shipped: quantity, lot, serial and the warehouse it left, so partial shipment, recall and shipment-based invoicing all work from the line.

A return authorisation against a shipped line: what came back, why, what was done with it, and the credit note it produced.

Immutable partial acceptance of arrived stock; only accepted scope creates owned inventory and GRNI.

Independent evidence of a completed nonstock service portion without fabricated product, lot or warehouse.

One atomic stock operation groups balanced position movements and any source ledger effect.

Immutable origin and carried-cost lineage with derived remaining quantity/value, including migration openings.

Versioned exact-stock or demand claim; Soft to Hard conversion replaces the existing claim rather than deducting twice.

Locked warehouse/location identity scope with movement-safe snapshot and independent review above configured thresholds.

Per-position count and valuation evidence; unavailable percentage or cost cannot silently pass.

Bill of material header: the recipe for a made product, versioned by engineering revision.

Each raw material, component or sub-assembly consumed to build one unit of the parent.

Routing header: the sequence of operations to build a product, versioned with the BOM.

Each operation in the routing: where it runs, how long setup and run take, whether it needs inspection.

Machines, cells and assembly stations with capacity and a burdened hourly rate.

What the MRP run proposed: a work order for a made item or a purchase for a bought item, pegged to the demand that caused it, with the exception the planner or buyer has to act on.

Released BOM/routing/cost snapshots, material and labour provenance, accepted terminal output and reviewed remaining WIP/variance close.

Exploded bill demand for a work order: what is needed, from where, and how much has been issued.

Exploded routing steps for a work order: what runs where, in what sequence, by whom.

Timestamped operation throughput, time and scrap observations. Intermediate throughput is not finished production.

Inspections on a receipt line, an operation, a customer return or a final release, with the disposition that moves the stock or the operation.

Reproducible entity/warehouse/horizon demand-and-supply snapshot with stable pegging and firm-order deduplication.

Accepted terminal output is the only production source of finished quantity and cost transfer.

Append-only material, labour, burden, completion and variance effects retain original quantity and value sources.

Effective employment, role, limit and protected pay reference data. HR/payroll proposals and independent activation history govern sensitive fields; derived summaries do not overwrite the history.

Approved positions in the organisation chart. Headcount is planned and filled against positions, and a position carries the grade and reporting line an employee inherits.

Leave policy per entity: what is paid, how it accrues, how much carries over, whether evidence is required.

Public holidays per entity or country, one row per holiday, used to count leave days and to set pay dates.

Calendar-resolved daily leave scope reserved on submission and approved by a distinct eligible manager or formally delegated actor.

Accrued, taken and available leave per employee, leave type and year.

Hours per employee per pay period, approved by the manager before payroll picks them up. The lines carry the split by day, cost centre and work order.

One line per day and charge: the hours, their type, and the cost centre, work order and operation they charge.

Earning, deduction, employer-contribution and tax codes per jurisdiction, each with the account it posts to. The payroll engine computes a statement as a set of these.

Effective eligible payroll population and calculation snapshot per entity/pay calendar, reviewed independently and posted only for an operational run.

Per-employee pay-currency totals with explicit conversion to functional payroll aggregates and separately confirmed payment instructions.

Effective component calculations and signed correction lineage, with operational YTD totals and exact time/leave allocations.

Effective employee eligibility and calculation parameters for pay, deductions, benefits and statutory components.

Immutable approved effective salary/hourly and sensitive employment change history for calculation and retro deltas.

Effective employee workweek, hours and holiday jurisdiction; leave and payable time use the same daily basis.

Resolved dated calendar overrides and scheduled hours support partial days, holidays and cross-year allocation.

Append-only daily leave reservation, taken, accrual, carryover and correction effects by balance year.

Exact time/leave/component scope consumed by an operational payroll line, with distinct WIP absorption and salary-clearing effects.

Approved nonposting cutover YTD amounts by employee, component and tax year; not a fresh payroll payment or GL charge.

Legal entities under a reporting parent. Each entity owns its trial balance, functional currency, fiscal calendar, tax registration and consolidation method.

ISO currency codes used as functional, reporting and transaction currencies.

Dated currency multipliers by source and type; required rates are reviewed and frozen on a transaction, with missing-rate exceptions blocking its financial action.

Fiscal periods per entity with the open and close state the close checklist drives.

The company’s own bank accounts per entity: where customer cash lands, where payment runs and payroll are paid from, and what the statement feed reconciles to.

Departments, projects, business units and locations that expense, budget and payroll are charged to.

Organisational departments per entity: Finance, Sales, Procurement, Production, Warehousing, HR, IT.

Authorities that levy tax and receive filings: country, state, province, city.

Named tax rates for a jurisdiction and direction, with the account they post to.

One list of terms shared by customers, vendors, invoices and bills, so the due date and the early-payment discount are computed the same way on both sides.

Customer and vendor companies. A counterparty on both sides is one record with Type Both, with terms kept separately for each direction. A group entity that trades with this one is marked intercompany.

The people at an account: the buyer, the decision maker, the accounts-payable clerk, the engineer. Calls are logged against a person, quotes are addressed to one, and a lead converts into one.

One row per approval step on any document: who was asked, who acted (and for whom, when delegated), what they decided and why.

Versioned entity authority, costing, matching and operating rules; inactive or unreviewed policy cannot authorise an action.

Immutable submitted, accepted, approved or posted snapshot; lifecycle changes cannot alter its content or human authority.

Approved limited delegation preserves the actual actor, grantor and role scope; absence alone grants no authority.

Proposed old/new effective master values and independent activation; protected fields never change by generic Manage permission.

Entity-specific effective cost and posting mapping for products and nonstock source classes.

Authenticated inbound event or evidenced manual source; duplicate/late events cannot repeat financial or stock effects.

Durable outbound intent per destination and immutable source revision; transport success never proves the downstream business action.

Approved cutover manifest and nonposting import policy preserve history and suppress operational replays.

Replay-safe source-to-target mapping and retained partial balances for each imported record.