Entities and master data
Set the entities, financial rules and approval boundaries that keep commercial, operating and employee records consistent.
StatusOpenSoftClose
- Entities
- Currencies
- ExchangeRates
- AccountingPeriods
- BankAccounts
- CostCenters
- Departments
- TaxJurisdictions
- TaxCodes
- PaymentTerms
- Accounts
- ContactPersons
- Approvals
- EnterprisePolicies
- DocumentRevisions
- AuthorityDelegations
- MasterChanges
- ProductPostingProfiles
- IntegrationEvents
- IntegrationDeliveries
- MigrationBatches
- MigrationItems
Map the campus behind each commitment
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.
YouPending
| Approval Number | Document Type | Document ID | Entity | Step |
|---|---|---|---|---|
| APP-96645 | Requisition | DI-182 | ENT-8496 | 40 |
| APP-23928 | PurchaseOrder | DI-565 | ENT-6998 | 610 |
| APP-12434 | Bill | DI-425 | ENT-9866 | 20 |
| APP-69101 | PaymentRun | DI-943 | ENT-4788 | 410 |
| APP-36399 | SalesOrder | DI-317 | ENT-8976 | 600 |
| APP-71674 | Quote | DI-124 | ENT-5017 | 540 |
Organize the legal entities
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.
Keep currencies and dates explainable
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. SoftClose permits only authorized adjustment scope, and HardClose 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.
Define how an event reaches the ledger
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.
| Reference data | What it controls |
|---|---|
| Chart of accounts | Account hierarchy, normal balance, control-account and intercompany rules |
| Posting mappings | The inventory, WIP, revenue, expense, accrual, tax and variance accounts for the actual event |
| Payment terms | Due dates and eligible early-payment discount conditions |
| Tax configuration | Effective jurisdiction, direction, additive tax, withholding and recoverable treatment |
| Bank configuration | Entity, currency, ledger account and authorized instruction format |
Maintain customer and vendor identities
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.
Record the person behind each decision
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.
Protect sensitive changes and cutover evidence
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.
Modules
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Ledger and close
Reconcile operating activity, review adjustments and produce a locked financial close with traceable group reporting.
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Payables and receivables
Match obligations to accepted work, control payment release and reconcile cash, credits and foreign-currency settlements.
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Sales and CRM
Connect the sales conversation to reviewed prices, customer commitments and the orders finance and operations fulfil.
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Purchasing and inventory
Control commitments, receipt quality and stock availability from the first requisition through delivery and returns.
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Production and quality
Plan the remaining demand, release a stable production plan and trace accepted output back to its material, time and quality checks.
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People and payroll
Connect employee changes, approved leave and time to a reviewed payroll run with clear settlement and correction history.
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Entities and master data
Set the entities, financial rules and approval boundaries that keep commercial, operating and employee records consistent.
Roles and permissions
Owns financial policy, independent finance decisions, reconciliation, the close and consolidation.
Captures and reconciles finance transactions, prepares payments and performs only the narrow routine settlement actions allowed by policy.
Works owned customers, contacts, leads and opportunities and prepares quotes and orders.
Owns commercial masters, customer contracts and the approved sales pipeline within entity authority.
Owns supplier purchasing and independent purchase decisions within authority, without receiving or approving their own order.
Schedules and supervises production and independently approves eligible plant time and leave.
Owns employment and leave policy and independently confirms sensitive employee changes proposed by payroll.
Prepares effective payroll calculations and independently confirms HR-proposed sensitive employee changes.
Uses own leave, time and pay records and acts on specifically assigned manager decisions within scope and limit.
Related processes
Order-to-cash
Carry an accepted offer through credit approval, fulfillment and invoice settlement without losing its commercial terms.
8 stages · 3 approvals
Procure to pay
Authorize the purchase, match accepted quantities and release a payment instruction with the right independent reviewer.
10 stages · 6 approvals
Plan to produce
Convert remaining demand into a released production plan, accepted output and a reconciled work-order cost.
8 stages · 3 approvals