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Feature · Finance
Example screen with sample data
Finance
Invoice eligible delivery, settle actual cash and close each entity period.
OverviewInvoices Awaiting Approval×
Home Inspection Software · Finance
New
Invoices Awaiting Approval
Approval waits for the finance manager
| Invoice number | Dealer | Invoice date | Net amount | Tax amount | Total amount | |
|---|---|---|---|---|---|---|
| INV-27397 | DLR-4684 | 01 Oct | 520 | 630 | 550 | |
| INV-19109 | DLR-3186 | 03 Oct | 530 | 410 | 310 | |
| INV-37236 | DLR-9557 | 01 Oct | 40 | 860 | 130 | |
| INV-12017 | DLR-9223 | 04 Oct | 60 | 50 | 30 | |
| INV-96068 | DLR-2322 | 09 Oct | 280 | 740 | 610 |
6 of 6 records
DLR-4684Invoices · INV-27397
Invoice date01 Oct
Net amount520
Tax amount630
Total amount550
What you can do
Follow source evidence into the books
Accountant prepares an invoice from eligible title-transferred order scope and the frozen commercial allocation. Finance Manager independently approves the current revision before posting. Customer cash is recognized from actual receipt evidence and remains unapplied until a bounded allocation names the invoice. Supplier bills match accepted receipts; payment release and bank settlement are distinct records. Accounting periods belong to one entity, and each close task retains a source cutoff, owner, evidence and review. Finance Manager approves financial corrections, revaluation and period close where required.
How the work is organized
- Billing. Accountant prepares an invoice only for eligible title-transferred scope.
- Settlement. Cash applications consume actual receipt balance; bank evidence confirms external settlement.
- Close. Each entity period carries source checks and an independent close decision.
What to agree during setup
Agree the entity, functional currency, tax treatment and posting period for the first invoice. Accountant needs the frozen order allocation and title evidence before billing; Finance Manager approves the current invoice revision independently. Confirm who records actual cash and how its available unapplied balance is reserved across invoices. A posted receipt is not an allocation to a particular bill.
Choose a supplier bill with an accepted receipt tranche and decide how a variance reaches review. Payment release requires the approved beneficiary and amount; bank statement evidence later confirms settlement. For period close, assign each source check to an owner and set a common cutoff for receivables, payables, stock and interfaces. Rehearse a partial cash receipt, an unmatched bill and a correction after posting so none can silently rewrite the original source.
Check the handoff on an actual case
Take a partially delivered order and prepare an invoice only for the eligible quantity. Check that the net and tax sum to the total and that another invoice cannot bill the same allocation. Post a smaller cash receipt, apply only its available amount and leave the invoice open for the remainder. For a supplier bill, trace matched accepted goods before scheduling payment. At month end, reconcile cash, receivables, payables, inventory and interfaces against the stated period cutoff before closing.
What your team sees
- Invoices Awaiting Approval — Shows invoices awaiting the Finance Manager decision on the current revision.
- Unapplied Customer Cash — Shows actual receipts that still have value available for allocation.
Follow the work through
See the related process and the data model to trace the handoff into the next record.
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.
- Payments
- One economic supplier disbursement with authoritative settlement/rejection/return evidence.
- Payment runs
- Frozen payable settlement proposals and protected beneficiary snapshots.
- Bank statement lines
- Actual external bank evidence, not inferred payment success.
- 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 and reconciles; Finance Manager independently approves.
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