Finance
Connect dealer receivables, supplier payables and stock costs to each entity's books.
Approval conditions
Status: Draft → PendingApproval → Approved → Posted requires that decision before local posting.
PendingApproval
- INV-12932 DLR-4845 3 d
- INV-52258 DLR-9413 13 d
- INV-43712 DLR-3905 5 d
- INV-22080 DLR-7977 14 d
- INV-10368 DLR-2492 5 d
INV-12932
- Dealer
- DLR-4845
- InvoiceDate
- 14 Sep
- NetAmount
- 800
- TaxAmount
- 700
- Snapshot
- DR-73772
Approval waits for the finance manager.
- Entities
- Currencies
- ExchangeRates
- AccountingPeriods
- ChartOfAccounts
- TaxCodes
- PaymentTerms
- StandardCosts
- PostingProfiles
- ReceiptAcceptances
- Invoices
- InvoiceLines
- Bills
- BillLines
- CashReceipts
- CashApplications
- PaymentRuns
- Payments
- PaymentAllocations
- CreditApplications
- Refunds
- FinanceCorrections
- BankAccounts
- BankStatementLines
- RevaluationRuns
- RevaluationLines
- JournalEntries
- JournalLines
- CloseTasks
- ApprovalDecisions
- MasterChanges
Keep each entity's books distinct
Every financial document belongs to its legal entity, currency and eligible accounting period. Entity-functional journals use the approved chart and source-specific posting profiles. A shared warehouse or trading name cannot combine balances from different companies.
Retain original invoice and supplier dates. Posting needs an eligible same-entity period; late documents cannot silently reopen a closed period or rewrite their original date. Changes to accounts, bank destinations, tax or costs follow independent domain review.
- Balance journal debits and credits in functional precision.
- Preserve transaction currency and the reviewed conversion basis.
- Restrict subledger controls to their authorized source effects.
- Correct posted history through linked, reviewed entries.
Approval conditions
Visible to: Finance Manager. Visibility does not establish approval authority.
PendingApproval
- PR-40680 DR-24186 7 d
- PR-44840 DR-29417 12 d
- PR-70423 DR-45983 6 d
- PR-16405 DR-50637 3 d
- PR-37588 DR-13541 9 d
PR-40680
- PaymentDate
- 10 Sep
- PreparedBy
- MY
- Snapshot
- DR-24186
- Status
- PendingApproval
Approval conditions.
Approve billing from actual eligible fulfilment
Accountant prepares customer invoices from unbilled, title-transferred shipment quantities and their accepted net amounts. Delivery terms require accepted title-transfer evidence. Under dispatch terms, later proof of delivery creates no additional billable quantity.
Independent Finance Manager approval is mandatory for each invoice and credit note. The review binds the exact source allocations, tax evidence, currency, period and current revision. A material change invalidates the earlier decision.
Invoice posting records receivables, revenue and tax. Stock cost was recognized at its applicable title event and is not charged again. A customer credit reverses its original eligible net and tax into customer credit, which remains separately available for application or refund.
StatusMatchingPendingApprovalDisputed
Reconcile purchases at their original accrual
Accepted owned receipts recognize standard inventory, the reviewed receipt accrual and any applicable purchase variance. Supplier bills consume their allocated posted acceptance tranches and clear that original accrual. The bill’s price or rate difference remains identifiable without another full inventory debit.
Accountant matches the supply evidence; Finance Manager reviews mismatches and non-PO exceptions. Recoverable and nonrecoverable purchase tax follow their configured treatment. Missing evidence cannot be replaced by a zero tax rate or a fabricated goods receipt.
Supplier credits retain their original bill, return and commercial basis. Current stock carrying value may differ from the commercial credit after standard revaluation, so the difference needs its explicit financial treatment.
StatusOpenInProgressReviewRequired
Record cash once, then apply it
A confirmed customer receipt posts the bank amount and an unapplied-cash liability, even when the dealer has not yet been identified. Attribution needs evidence before that cash can settle the dealer’s invoices.
Applying cash consumes receipt-currency funds and settles the appropriate invoice-currency amount. Approved discounts and write-offs are separate noncash amounts. The application clears the existing liability rather than debiting the bank again.
| Financial event | What it establishes |
|---|---|
| Actual receipt | Cash and the remaining unapplied balance |
| Invoice application | The exact debt settled by cash and authorized noncash amounts |
| Credit application | Use of a bounded credit balance without another cash receipt |
| Confirmed refund | Actual bank movement from its authorized funding source |
Concurrent applications and refunds reserve their eligible balances. A paid-invoice credit preserves the historical cash application; unspent surplus cannot be treated as already refunded.
unapplied amount > 0
| Receipt Number | Dealer | Received At | Currency | Unapplied Amount |
|---|---|---|---|---|
| CR-26742 | DLR-3620 | 03 Sep | CRR-1347 | 550 |
| CR-92053 | DLR-6405 | 11 Sep | CRR-9230 | 940 |
| CR-15290 | DLR-8314 | 06 Sep | CRR-4927 | 350 |
| CR-81719 | DLR-5238 | 05 Sep | CRR-5384 | 30 |
| CR-61216 | DLR-9741 | 13 Sep | CRR-3340 | 240 |
| CR-39325 | DLR-6346 | 06 Sep | CRR-7299 | 50 |
Release payments against confirmed outcomes
Accountant prepares the payment run and its exact supplier, bill allocations and protected beneficiary version. An independent Finance Manager releases the run within current authority, including the required separation from preparation and underlying bill exceptions.
A submitted or acknowledged instruction does not mark a bill paid. Authoritative settlement posts bank, payable and applicable currency effects once. Pre-settlement rejection releases reservations after reconciliation; uncertainty retains them until execution is known.
A returned payment compensates its original cash and allocation effects through reviewed correction. A retry cannot turn an uncertain instruction into a second payment. Beneficiary changes invalidate affected unsent authorization.
Explain currency, credits and refunds
Settlement releases the current carrying value, including prior revaluation. The new exchange difference and reclassification of prior unrealized exchange are distinct, preventing another net gain from an amount already recognized. Bank disposal has its own carrying basis, separate from the payable being settled.
Every refund needs independent Finance Manager authority and exactly one eligible funding source. A customer-credit refund cannot also reduce the original cash receipt; an unapplied-cash refund consumes only that remaining cash source. Supplier prepayments clear into AP without another bank payment. Supplier-credit collections retain source and bank evidence.
Close on reconciled evidence
Accountant coordinates bank, AR, AP, stock, transit, WIP, receipt accrual, tax, credit and interface reconciliation at the period cutoff. Revaluation uses each remaining monetary source once; its subledger detail and control total are not both revalued.
Finance Manager reviews required exceptions and closes the entity period only with current evidence. Changed source populations invalidate stale completion. Migration follows one opening ledger with nonposting detail, preserving prior quantities and settlements without replaying their financial effects.
Modules
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Sales & dealer orders
Keep dealer terms, accepted orders and the stock promised to customers in agreement.
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Purchasing
Turn supply requests into approved purchases and reconcile what arrives with what suppliers bill.
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Inventory & warehouses
Track owned stock, protect order reservations and reconcile warehouse quantities with their carrying value.
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Delivery planning
Organize delivery stops, follow partial results and keep every dispatched quantity accounted for.
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Production & kitting
Assemble, kit or repack goods with clear material requirements, work instructions and output costs.
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Finance
Connect dealer receivables, supplier payables and stock costs to each entity's books.
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Reporting
Understand delivery, stock and financial results from the same accepted quantities and posted evidence.
Reports
All reportsReceivables and Payables Aging
As-of posted open debit balances net actual applications/credits/corrections by entity, party, document currency and due-date bucket, with functional carrying reconciliation; unapplied cash and credit surplus shown separately, never silently netted across parties/entities.
Cash and Bank Reconciliation
Actual bank balances, statement matches, unapplied customer/supplier balances, reserved unsettled/uncertain instructions and returned payments by entity/currency; pending transport responses are not cash settlements.
Roles and permissions
Independently accepts dealer orders and owns commercial master and exception review.
Prepares local bills, invoices, journals, reconciliations and guarded settlement allocations.
Independently controls each entity's credit, valuation, payment and period decisions.
Related processes
Order to cash
Carry the dealer's accepted terms through fulfilment, reviewed invoicing and cash application.
5 stages · 2 approvals
Procure to pay
Approve supply commitments, accept actual deliveries and pay reconciled supplier obligations.
9 stages · 4 approvals
Plan and deliver
Release a practical route, record actual delivery results and reconcile the remaining goods.
6 stages · 1 approval