Finance

Financial documents preserve the entity, currency, rate, original transaction and approval basis. Actual money evidence drives settlement; posted history is corrected through linked reversals. The team keeps each handoff tied to its source record so changes to a later step do not quietly rewrite the earlier decision.

After a partial delivery, the accountant prepares an invoice for the eligible quantity. The finance manager reviews the current snapshot and approves it. Later, a bank-confirmed receipt is applied to the open invoice without consuming the same cash twice. Keep the approved revision with the work. When circumstances change, record the correction or next decision against that version.

• Prepare. Accountant ties each invoice or bill to eligible source quantities and current rates.
• Approve. Finance Manager reviews billing, payment and close decisions independently.
• Settle. Accountant applies confirmed cash and reconciles bank evidence before closing the period.

The preparation and execution records answer different questions. A planned quantity describes intent; a posted movement, accepted receipt or confirmed payment describes what actually occurred. Keep both when comparing what was promised with what happened.

Agree posting accounts, tax evidence, exchange rate sources, bank accounts and the cutoff for each period. Separate preparers from the manager who releases payments and closes books. Document the decision owner for each exception. Give users only the entity and location scope they need. Use a pilot with an ordinary case and a partial or failed case before allowing routine work to depend on the configuration.

The item code and customer or supplier identity should stay stable during migration. Where a document carries a currency or unit conversion, retain the applicable version with that document. A later master change should apply to future work, not change an accepted transaction.

Trace an invoice into the journal and a partial cash application. Reconcile remaining receivable and unapplied cash. Review an uncertain supplier payment against bank evidence before treating it as settled. Ask the preparer and decision maker to review the same case separately. Compare the source quantity, the actual recorded quantity and what remains available for the next step.

The receiving team should be able to explain why the record is ready, what still needs review and who owns the exception. Rehearse a repeat submission and a changed source after approval. Keep the original evidence visible when the case is corrected.

• Invoices Awaiting Approval — Review prepared billing against eligible shipment scope.
• Period Close Work — Track unresolved reconciliation tasks by owner and period.

Follow the connected process, then review the record map and access rules.