Finance

Reconcile customer billing, supplier obligations, cash and entity period close. Invoices keep dealer, currency, rate, period and billed quantities. Bills connect supplier charges to accepted receipts. Customer cash is a receipt before it is an allocation. Bank statement lines provide external settlement evidence. Each entity has its own period and journal balance.

An invoice draws from eligible title-transferred shipment quantity. A supplier bill draws from accepted receipt scope or an explicit nonstock charge. Accountant prepares the document; Finance Manager reviews the current revision and the period before approval. Cash receipts, allocations and bank statement lines keep payment evidence separate from invoice posting.

• Prepare documents. Accountant matches invoice lines to shipment scope and bill lines to accepted receipts.
• Approve and post. Finance Manager checks currency, rate, tax, authority and the open entity period; Accountant posts the approved result.
• Settle and reconcile. Accountant records actual receipts, applies bounded cash and traces bank evidence into close tasks.

The same product may appear in a dealer commitment, supplier receipt, warehouse position and invoice. Those records answer different questions. Use the source and event dates to explain whether a quantity is promised, owned, available, delivered or billed. Keep the person who prepared work separate from its required reviewer.

Agree the chart of accounts, posting profiles, tax codes, currencies and period calendar. Separate document preparation from approval. Rehearse partial settlement and an uncertain bank response before release. Agree the entity chart, posting profile, tax codes and period calendar. Choose who resolves a bill price variance and who approves payment release. Define how an uncertain bank response is checked before a second payment attempt.

Pilot one partial customer payment and one supplier bill for a partial receipt. Keep unapplied cash distinct from the invoice balance. Reconcile the bank statement line with the recorded receipt before closing the period.

A dealer pays part of an invoice. Accountant records the actual cash receipt and applies an amount bounded by available cash. The invoice remains partly settled; surplus receipt remains unapplied. At close, Accountant reconciles bank and receivables tasks before Finance Manager approves the period.

When the dealer pays only part of an invoice, Accountant posts the receipt and applies no more than the available amount. The remaining invoice balance and unapplied receipt amount can then be reviewed separately. Finance Manager checks close tasks and the period decision after reconciliation.

• Invoices Awaiting Approval — Prepared invoices awaiting Finance Manager review.
• Unapplied Customer Cash — Receipts with cash still available for allocation.
• Period Close Work — Open reconciliation and review tasks by owner.

See the related process and implementation planning.