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- Mining ERP
- Features
- Finance
Finance
Approve billing, allocate actual cash and reconcile entity books.
OverviewInvoice approval inbox×
Mining ERP · Finance
New
Invoice approval inbox
Approval waits for the finance manager
| Invoice number | Status | Buyer | Total amount | Due date | |
|---|---|---|---|---|---|
| INV-80888 | Pending approval | BYR-4271 | 690 | 21 Oct | |
| INV-73544 | Pending approval | BYR-8580 | 450 | 17 Oct | |
| INV-47317 | Pending approval | BYR-9599 | 720 | 06 Oct | |
| INV-51548 | Pending approval | BYR-3461 | 290 | 12 Oct | |
| INV-65932 | Pending approval | BYR-7868 | 150 | 11 Oct |
6 of 6 records
BYR-4271Invoices · INV-80888
Pending approvalTotal amount690
Due date21 Oct
What you can do
Keep the financial source intact
Accountant prepares an invoice from eligible accepted order allocations and title-transferred quantity. Finance Manager independently checks the frozen document, tax, rate and open period before approval. Posted invoices retain their source and outstanding amount. Actual customer cash enters as a receipt and can be allocated once to an eligible invoice.
How the work is organized
- Source. Trace each posted balance to a source order, receipt, payment or journal.
- Decision. Finance Manager approves the frozen invoice and payment release.
- Evidence. Accountant matches supplier bills to accepted receipts and applies actual customer cash without exceeding the available amount.
Supplier bills follow accepted receipt matching. Payment runs freeze proposed payables and protected beneficiary details for release. Bank evidence distinguishes a submitted instruction from settlement. Journal entries retain source identity and balanced lines in an entity’s functional currency. Close tasks connect current reconciliation evidence to a period cutoff.
What to agree during setup
Agree the entity cutoff, bank evidence source, currency rate and who reviews each exception before a period closes. Review the roles that can prepare, approve and correct the record. Keep the source revision and its later decisions linked for audit.
Check the handoff on an actual case
Rehearse an order delivered in parts, with one invoice and a short customer payment. The allocation must use only available unapplied cash and leave the unpaid invoice balance visible. Check a supplier bill against accepted receipt quantity. Finance Manager should see any exception before releasing a payment or closing the period.
Bill a partial delivery, apply a smaller receipt and leave the unpaid amount open; separately match a bill only to unused accepted supply. Ask the receiving role to open the source and confirm the remaining quantity, decision and event date. Preserve a linked correction if an earlier event needs to be amended.
A bank statement line identifies an actual external movement and its reconciliation state. Keep an uncertain outbound instruction visible until the external result is known. The close review should expose the source of every open task and the person responsible for resolving it.
What your team sees
- Invoice approval inbox — Show invoices waiting for independent approval.
- Open receivables — Show posted and partly settled invoices with their remaining balance.
- Period close work — Show reconciliation tasks still open before period close.
Follow the work through
Read the main flow and the connected handoff.
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 matches
- Reserve and consume accepted receipt versus bill quantities/value once.
- Payment runs
- Frozen payable settlement proposals and protected beneficiary snapshots.
- Payments
- One economic supplier disbursement with authoritative settlement/rejection/return evidence.
- Payment allocations
- Reserved bill and payment currency quantities with current-carrying settlement.
- Journal entries
- Balanced entity-functional journals with source identity and immutable postings.
- Journal lines
- Nonnegative debit/credit magnitudes, one side per line, balanced in functional precision.
- Accounting periods
- Entity-specific fiscal periods and guarded close.
- Close tasks
- Current source reconciliation evidence for an entity cutoff.
Who uses it
Permissions- Accountant
- Prepares billing, settlement and close evidence.
- Finance Manager
- Independently approves invoices, payment release and period decisions.
Set up Mining ERP your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.