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Feature · Finance
Example screen with sample data
Finance
Control invoices, cash, supplier payments and entity close.
OverviewInvoices awaiting approval×
Dairy ERP · Finance
New
Invoices awaiting approval
Approval waits for the finance manager
| Invoice number | Dealer | Total amount | Posting date | Status | Decision | |
|---|---|---|---|---|---|---|
| INV-70710 | DLR-7279 | 170 | 14 Oct | Pending approval | AD-74861 | |
| INV-58828 | DLR-7996 | 180 | 10 Oct | Pending approval | AD-24642 | |
| INV-36532 | DLR-2065 | 20 | 03 Oct | Pending approval | AD-50816 | |
| INV-22369 | DLR-6139 | 900 | 05 Oct | Pending approval | AD-88493 | |
| INV-63227 | DLR-9907 | 60 | 08 Oct | Pending approval | AD-94698 |
6 of 6 records
DLR-7279Invoices · INV-70710
Pending approvalTotal amount170
Posting date14 Oct
DecisionAD-74861
What you can do
Control invoices, cash, supplier payments and entity close
Accountant prepares an invoice from eligible order and delivery scope. The document retains currency, rate, tax, posting period and the exact billed line quantity. Finance Manager independently approves it before posting. A partial delivery can produce partial billing, but the next invoice cannot claim the same transferred title or accepted order value again.
Actual customer cash enters as a receipt and unapplied balance. Cash applications reserve a bounded amount against an invoice, using the retained rate evidence. Supplier bills follow accepted receipt matches, while payment runs and payments retain release and settlement states. A submitted bank instruction is not a settled payment. Bank statement lines provide external evidence for reconciliation, and uncertain outcomes remain open for review.
For each entity, Accountant prepares close tasks across bank, receivables, payables, inventory and other sources. Finance Manager reviews revaluation and the period close decision. Posted journals retain their source and reversal lineage. A correction uses a reviewed new entry rather than editing posted history. The Business Overview page helps the team find overdue receivables and unresolved exceptions before close.
How the work is organized
- Bill. Accountant prepares invoices from eligible transferred-title scope and matches supplier bills to accepted receipts.
- Decide. Finance Manager approves billing and payment release against the current document and available authority.
- Settle and close. Accountant applies confirmed cash and reconciles bank evidence; Finance Manager reviews revaluation and the entity period close.
What to agree during setup
Agree entity books, posting profiles, tax codes, exchange-rate evidence, bank reconciliation ownership and payment authority. Test the close in an open period with representative invoices and bills. Keep the decision owner separate from the preparer for controlled releases. Use a real sample that includes a correction, so the operating team sees where the original record remains available.
Check the handoff on an actual case
Bill a partial delivery, apply only confirmed cash, reconcile an actual bank statement line and review the remaining invoice. Then close the period with complete tasks and verify that a later correction requires authority. Ask the next owner to trace the source, decision and actual event in order. Compare the remaining quantity and value after each partial action. Record the person who resolved an exception and the evidence they used.
What your team sees
- Invoices awaiting approval — Prepared invoices with value and posting date for Finance Manager review.
- Open receivables — Posted, partially settled or disputed invoices with due date and outstanding balance.
Follow the work through
Follow dealer order to cash and finance to close.
What it keeps track of
Data model- Invoices
- Local customer debit/credit documents with mandatory independent Finance Manager approval.
- Invoice lines
- Exact unbilled title-transferred accepted price allocation or original credit scope.
- Cash receipts
- Actual customer cash recognized once to unapplied liability before invoice allocation.
- Cash applications
- Cross-currency cash allocation consumes both receipt and invoice scope atomically.
- Bills
- Local supplier debit/credit documents with matching, carrying and separate settlement.
- Bill lines
- Supplier charges matched to accepted receipts, with explicit nonstock exceptions.
- Payment runs
- Frozen payable settlement proposals and protected beneficiary snapshots.
- Payments
- One economic supplier disbursement with authoritative settlement/rejection/return evidence.
- Bank statement lines
- Actual external bank evidence, not inferred payment success.
- Journal entries
- Balanced entity-functional journals with source identity and immutable postings.
- Close tasks
- Current source reconciliation evidence for an entity cutoff.
- Accounting periods
- Entity-specific fiscal periods and guarded close.
Who uses it
Permissions- Accountant
- Prepares billing, allocations, reconciliation and close tasks.
- Finance Manager
- Approves invoices, payment release, revaluation and close decisions.
- Sales Manager
- Helps resolve disputed dealer scope.
Set up Dairy ERP your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.