Documents and cash

Accounting documents identify the counterparty, document date, due date, status and period. Their lines include quantity, unit price and references to a forecast driver or version. Cash receipts reference a business partner and document, with amount, method and bank reference.

A document connects a counterparty and organization to a period, due date, total and balance due. Its lines show quantity and unit price. A receipt identifies the same business partner and document, with amount, method, bank reference and recorded status. The team can inspect these records together without assuming that a receipt has settled the document.

• Document owner. Billing Operations checks the counterparty, due date, period and lines.
• Receipt review. Collections Analyst reads the receipt status and bank reference against the document.
• Balance check. The team compares total, cash applied and balance due before closing a collection question.

Agree the source of document and receipt data, the organization that owns each period, and the meaning of payment terms for the pilot. Review the bank reference before treating a receipt as reconciled.

Map document numbers and partner references before import, and agree how receipt status is confirmed against the external bank source. Keep document lines on the right document and match its period to the owning organization. Collections Analyst should inspect cash applied and balance due alongside each receipt’s recorded status.

Open a sent document with a partial payment. Compare its lines with the document total, then inspect cash applied and balance due. The collections analyst can read the related receipt and bank reference. If a receipt shows Failed, keep it in the exception list for investigation rather than treating it as collected.

Billing Operations opens the sent document, checks its period and line total, then passes its number to Collections Analyst. The analyst opens a failed receipt linked to that number and checks its bank reference. The failed entry stays an exception; the analyst compares cash applied and balance due separately before reporting the document as paid.

• Open Accounting Documents — Lists sent, partially paid and overdue documents with their balances.
• Failed Cash Receipts — Keeps failed entries visible by document and bank reference.

See the related process for the operating sequence. Use the data model to check references before importing records and roles to agree who can act.