Entities and master data

Keep campus codes and term labels consistent across the business office, purchasing and billing references. A campus can share a legal company with other campuses; its operating label does not create a separate ledger or open access to another company. Review external academic identifiers without copying student records into general operational notes.

Each entity identifies its functional currency, local calendar, tax registration, parent and reporting relationship. A document belongs to one entity’s ledger and must use compatible accounts, periods, warehouses and counterparties. An intercompany partner is identified explicitly rather than inferred from similar account names.

Ownership percentages and consolidation methods have an effective basis. Historical reporting retains the included entities and ownership used for that pack; changing today’s structure cannot rewrite a previously locked consolidation.

Cost centres provide management reporting within the entity. Departments organize positions and employees, and their defaults help route a charge. A line can carry its actual cost centre rather than inheriting a header default that hides where the work occurred.

Currencies retain their decimal precision. Exchange-rate records identify the currency pair, date, type and source. Transactions, settlements, revaluation, budgets and consolidation use the appropriate captured basis; a missing rate or ambiguous conversion requires resolution.

Document date describes the business document. Posting date determines the ledger period and must fall within a valid period for the same entity. Open periods accept eligible normal postings. Soft close permits only authorized adjustment scope, and hard close prevents new posting into the locked period.

A late supplier document keeps its original date. An explicitly authorized next-open-period posting uses its own posting date and explanation; it is not silently redated to make the entry succeed.

A control-account flag is not enough to choose the correct posting. Explicit mappings identify the account for each source and treatment. Subledger journals carry that evidence; broad master-data access does not authorize arbitrary manual entries into control balances.

Tax defaults help select a candidate treatment. Final tax still needs the actual product, counterparty, jurisdiction, date and exemption evidence. Withholding is separate from additive sales or purchase tax, and recoverable versus non-recoverable tax follows its configured expense, asset or liability treatment.

Accounts can be customers, vendors or both, with distinct commercial terms on each side. Contact persons retain their relationship, owner and activity history. Sales Manager and Buyer maintain their authorized commercial scope without gaining bank-change authority.

Duplicate review uses the actual identifiers and retained source history. A controlled merge preserves document relationships; a similar display name is not sufficient evidence that two counterparties are the same legal party.

Vendor banking changes follow a reviewed old-to-new change with actual actors and evidence. Company bank access and employee bank access follow different field policies. Payroll instruction generation receives only the details authorized for that task, rather than unrestricted account access.

Employees identify authenticated users, assigned roles and limits for specific document types. Approval captures the submitted revision, applicable policy, amount, currency, limit and actual signer. A numeric limit does not grant an action that the person’s role is prohibited from performing.

Delegation identifies the principal and the actual delegate with effective dates and permitted scope. It does not bypass conflict checks or let a requester’s name serve as their own approval. Material changes to a reviewed document invalidate the earlier decision for changed scope.

The Sales Rep’s eligible within-limit quote approval is an explicit exception to independent approval. PO approval remains independent even within a Buyer’s limit. Payment release requires an eligible Controller who did not prepare the run or approve its bills, and payroll approval excludes its preparer.

Employee pay, identity and bank fields use explicit masking that overrides broad table access. HR Manager or Payroll Administrator proposes sensitive employee changes; a different person in the other role reviews them. Effective compensation and approval history remain available for later pay corrections.

Master changes retain old and new values, effective timing and approval evidence. Opening migration uses reviewed source identities, cutoff and control totals, with currencies and accounts available before dependent records and a second pass for cyclic references.

Opening stock, open items, asset books, payroll YTD and leave balances are reconciled as nonposting baselines alongside the authorized opening ledger. Loading history must not create new receipts, orders, invoices or bank instructions.