Finance and returns

Accountant prepares an invoice from title-transferred shipment scope and the accepted order allocation. The invoice carries entity, dealer, currency, rate, period, tax and amount. Finance Manager independently approves the current revision. A second invoice cannot claim the same shipment quantity. Posting creates the receivable; a customer payment remains unapplied until it is assigned to a specific open invoice.

• Source. Agree whether title transfers at dispatch or accepted delivery before the first invoice.
• Decision. Accountant should compare title-transferred line quantity with earlier billing allocations, then prepare the tax and rate basis for Finance Manager.
• Evidence. For a return, compare authorized and actual quantity with the original shipment line.

Customer returns retain their original shipment and invoice line. Warehouse Manager authorizes a bounded quantity, then decides whether actual goods are restocked, held, reworked, scrapped or sent elsewhere. Finance adjustments use linked credit or correction records. Supplier bills, payment runs and bank statements have their own matching and settlement evidence. A submitted payment instruction does not establish bank settlement.

Agree whether title transfers at dispatch or accepted delivery before the first invoice. Accountant should compare title-transferred line quantity with earlier billing allocations, then prepare the tax and rate basis for Finance Manager. Cash remains available for allocation only after an actual receipt is posted.

An accepted shipment is invoiced, then the dealer pays only part of the balance. Post the actual receipt and apply only its available amount to the intended invoice. Later, the dealer returns one damaged unit. Authorize that unit against the original shipped scope, record the physical receipt and disposition, and issue the related credit without altering the first invoice or cash evidence.

For a return, compare authorized and actual quantity with the original shipment line. Warehouse Manager records the physical disposition before Accountant prepares the related credit or correction. The initial invoice and receipt remain available for reconciliation.

Finance Manager should see the invoice amount alongside the shipment line and earlier billing allocation before approval. After posting, Accountant can apply a receipt in part and leave the invoice outstanding balance visible. A supplier bill follows accepted receipt quantity through its own match; it does not become paid because a payment run was submitted. Bank statement evidence closes that separate settlement loop.

• Invoices Awaiting Approval — Prepared invoices awaiting independent finance review.
• Unapplied Customer Cash — Posted receipts still available for invoice allocation.

Follow the operating process and check the data model before importing live balances.