Costing and finance

Each supplier invoice links to its purchase order and goods receipt, with match status separate from payment progress. The customer invoice retains the sales order and delivery that generated billing. Journal entries and journal entry lines provide the posting record and account detail; the accounting period determines the period boundary. Accountant can inspect the source quantity and value before concluding that a financial result is ready to post, pay or close. A purchase approval or batch decision is not itself evidence that cash moved.

• Invoice exceptions. The match exception records invoiced value, expected value, exception type and assigned investigator against the supplier invoice. Price, Quantity, Date and missing receipt distinguish the reason for review. Accountant resolves the evidence while Buyer inspects the purchasing context through their declared view access.
• Payment authority. The payment run records the preparer, authorizing person and payment date, and tracks the run from preparation through independent authorization and recorded payment, with cancellation kept separate. Approver decides through the verified route independently of preparation. The payment record retains the linked invoice, amount and bank reference for reconciliation.
• Cost and posting review. The cost rollup progresses through Pending, Reviewed and Activated; the cost standard separates Pending, Current and Superseded values by effective date. Each journal entry retains reference type and source reference, while its lines carry debit and credit. Keep the person who locked the period and the locking date with the period record.

Agree the chart of accounts mapping for stock movements, invoice and payment activity, and the effective standard used for valuation. Verify the single posting owner for material movements so different workflow actions cannot post the same effect twice. Define the named reopening authority for a Locked period and the evidence Accountant reviews before locking it. A payment export, bank confirmation feed or group-ledger transfer needs a separately configured connection and reconciliation policy. Monetary reconciliation must use the actual source’s agreed currency context.

Take a supplier invoice whose amount disagrees with the received quantity at the purchase line’s unit cost. The match rehearsal should produce match status Exception and retain the disagreement in match exceptions. Attempt approval or payment while the required match remains unresolved. A permitted decision must use the reviewed matching evidence; keep invoice preparation and the independent approval decision under separate access.

After resolving the source evidence, authorize the payment independently and reconcile its bank reference when actual payment is recorded. Repeat the material-movement posting command and inspect the journal’s source reference against the original stock movements identity. It must not create another live journal for the same source effect. Finally lock the relevant accounting period and attempt a new posting in its date window. The route must refuse it until the named reopening action succeeds. Keep corrected or reversed history traceable to its original financial effect.

• Draft journal review — Inspect unposted source references and debit or credit totals.
• Supplier invoice exceptions — Follow invoice disagreements before approval or payment scheduling.
• Cost activation review — Follow Pending and Reviewed rollups through review to their intended activation date.

Follow shipment to period close and review purchasing through invoice match. Agree bank and ledger connections under integrations.