Record to report
Reconcile each entity, authorize its close and preserve the source evidence behind the consolidated reporting pack.
8 stages · 4 approvals
Roles and responsibilities
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Step 1Open
Period NameEntityPeriod TypeStart DateQuarter
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Step 2Cut off the subledgers
Bill NumberDocument TypeVendorVendor Invoice NumberVendor Credit Note
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Step 3Reconcile
ProductWarehouseLot NumberExpiry Date
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Step 4Adjust
Journal Entry NumberEntityPeriodDate
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Step 5Review and file tax
Journal Entry NumberEntityPeriodDate
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Step 6Sign off
Period NameEntityPeriod TypeStart DateQuarter
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Step 8Report
Journal Entry NumberEntityPeriodDate
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Open
Controller opens the entity's period and activates close tasks from the captured checklist version. Authorized reversing entries retain their original links and execute once in the intended valid period. Dependencies and owners remain part of the close basis.
Cut off the subledgers
Finance Clerk coordinates the financial cutoff with Payroll Administrator and Production Planner evidence. Remaining invoices, bills, stock effects, payroll and asset-book charges are reconciled by their actual state. Parallel payroll and opening history do not become new live postings.
Reconcile
Finance Clerk matches confirmed receipts and settlements to the bank statement and explains unresolved lines. Inventory, WIP and open items reconcile to their control accounts; partner balances reconcile by entity pair. Cash Forecast moves obligations from bills to instructions without counting both.
Approval required
Adjust
Controller reviews and posts eligible balanced adjustments through the applicable authority. SoftClose permits only its authorized adjustment scope. Revaluation preserves open-item carrying values, rates and linked reversal/rerun evidence; asset book and tax depreciation remain distinct.
Approval required
Review and file tax
Controller reviews finalized tax for its jurisdiction and reporting scope. Additive tax, withholding, recoverable input tax and employer payroll taxes remain separate from other contributions. Actual filing confirmation and later payment use their own evidence and valid posting periods.
Approval required
Sign off
Controller reviews reconciliations, the approved budget comparison and every required task dependency and exception before HardClose. A mutable completed-task count cannot establish readiness. Hard close locks new posting into the period while retaining its originally reviewed ledger revision.
Approval required
Consolidate
Controller maps the reporting period to each included entity's locked source periods and freezes ownership, method and rate evidence. Account-specific translation, partner-level elimination, investment and noncontrolling-interest workings remain reviewable. Full, Proportional and Equity methods retain their separate treatment before the run is locked.
Report
Controller produces the entity and consolidated pack from the selected posted or locked basis. Trial Balance, Balance Sheet, Profit and Loss by Entity and Cash Flow Statement retain their currencies and populations, with Aged Receivables and Payables and Inventory Valuation as supporting schedules.
Approvals and controls
4 approvals required in this process
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Adjust
Controller signs when required · review and file tax waits
JournalEntries, RevaluationLines, AllocationRuns, AssetBooks -
Review and file tax
Controller signs · sign off waits
TaxFilings, JournalEntries -
Sign off
Controller signs · consolidate waits
AccountingPeriods, CloseTasks, Approvals -
Consolidate
Controller signs · report waits
ConsolidationRuns, ConsolidationEntities, ConsolidationAdjustments - Preserve supplier document datesA late item needs an explicitly authorized posting date in a permitted period, not silent redating or reopening.
- Control accounts use authorized subledger or opening-baseline sources. Broad account access does not allow an arbitrary manual control posting.
- Book depreciation alone changes the financial-book balanceTax schedules and imported accumulated amounts cannot charge it again.
- Consolidation retains source revisionsCalendar mappings, ownership and elimination workings. Later changes create a linked corrected pack rather than rewriting the issued one.
- Tax filing, bank instructionActual settlement are different events. Unknown outcomes remain visible through reconciliation.
- Payroll privacy applies to supporting reports as well as source records; group financial access does not imply unrestricted employee pay access.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Open | AccountingPeriodsCloseTemplatesCloseDependencies | Activate the controlled period and checklist |
| 2 Cut off the subledgers | BillsStockMovementsDepreciationRunsPayrollRunsCloseTasks | Establish the reconciled cutoff population |
| 3 Reconcile | BankStatementLinesInventoryJournalEntryLinesCloseTasks | Explain control and bank differences |
| 4 Adjust | JournalEntriesRevaluationLinesAllocationRunsAssetBooks | Post authorized adjustments and valuation |
| 5 Review and file tax | TaxFilingsJournalEntries | Approve the filing and retain its evidence |
| 6 Sign off | AccountingPeriodsCloseTasksApprovals | Lock the approved entity period |
| 7 Consolidate | ConsolidationRunsConsolidationEntitiesConsolidationAdjustments | Lock reviewed translation and eliminations |
| 8 Report | ConsolidationRunsBudgetsJournalEntries | Produce the identified reporting basis |
Process reports
All reportsTrial Balance
Posted immutable JournalEntryLines by entity and eligible posting period with opening, debit, credit and closing; reversal entries contribute once on their posting dates, and source/version/rounding reconcile to controls.
Profit and Loss by Entity
Signed posted revenue and expense by entity/cost centre and month/quarter/YTD against the designated Locked Budgets version and prior comparable period; BudgetLines convert using the frozen budget rates rather than adding budget currency to functional actuals.
Inventory Valuation
Owned net StockLayers/StockMovements at the cutoff by entity, warehouse and costing method reconciled to mapped inventory controls; pending custody excluded, reservations do not reduce ownership value, and remaining WorkOrders.OpenWIP excludes transferred completed/scrapped cost.
Procurement Spend
Approved PO commitment, net accepted receipt/service value and posted bill/credit spend shown as separate populations; cumulative matched quantities prevent duplicate full-PO spend, price variance uses equivalent quantity/UOM/currency, on-time acceptance compares original promise and quality rejection uses inspected population with no-history coverage shown.
Payroll and Headcount
Posted operational gross, employee deductions/tax, statutory employer tax, other employer contributions and net by entity/component/period, including signed correction deltas and excluding Parallel; headcount uses effective employment/position occupancy as of date, and leave uses dated ledger entries; HR/payroll see scoped details, Controller sees approved aggregates, employees only their own results.
Balance Sheet
Posted functional assets, liabilities and equity at the as-of cutoff, and reporting-currency results from the chosen locked ConsolidationRun with effective method, NCI, translation reserve and separately visible elimination workings.
Cash Flow Statement
Indirect cash flow reconciled from posted opening/closing cash and balance movements, with noncash, depreciation, acquisition/disposal, FX and consolidation scope changes separated so movements are not treated as cash twice.
Cash Forecast
Thirteen weeks from reconciled bank balance at the stated opening timestamp; open invoice collections, unreserved bills, reserved payment instructions, approved unpaid operational payroll and tax obligations form mutually exclusive source buckets, with currency/date assumptions and uncertainty shown; Parallel payroll and duplicated bill/run obligations excluded.
Aged Receivables and Payables
Document-currency net outstanding as of the cutoff from cash, discounts, write-offs, withholding and posted credit allocations, translated on a retained report basis; unapplied cash/credits shown separately, with due-date aging and disputes/holds, never counted as paid cash.
Run by an agent
Agent support
An assistant cannot turn its user's authority into an unattended human approval. Purchase approval, quote or order decisions, payroll approval, payment release and period close remain with the accountable people described by the process. Service access cannot bypass credit limits, document revisions, independence rules or payroll privacy. Uncertain bank responses require reconciliation before a retry can create another instruction.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› record to report · open on AccountingPeriods, CloseTemplates, CloseDependencies
✓ Controller opens the entity's period and activates close tasks from the captured checklist version.
› record to report · cut off the subledgers on Bills, StockMovements, DepreciationRuns, PayrollRuns, CloseTasks
✓ Finance Clerk coordinates the financial cutoff with Payroll Administrator and Production Planner evidence.
› record to report · reconcile on BankStatementLines, Inventory, JournalEntryLines, CloseTasks
✓ Finance Clerk matches confirmed receipts and settlements to the bank statement and explains unresolved lines.
› record to report · adjust on JournalEntries, RevaluationLines, AllocationRuns, AssetBooks
⏸ approval when required · waiting for the controller
# 4 more stages after approval: review and file tax, sign off, consolidate, report
Other processes
4 moreOrder-to-cash
Carry an accepted offer through credit approval, fulfillment and invoice settlement without losing its commercial terms.
8 stages · 3 approvals
Procure to pay
Authorize the purchase, match accepted quantities and release a payment instruction with the right independent reviewer.
10 stages · 6 approvals
Plan to produce
Convert remaining demand into a released production plan, accepted output and a reconciled work-order cost.
8 stages · 3 approvals
Hire to pay
Use effective employee data and approved time to prepare payroll, review its totals and reconcile actual payment.
8 stages · 5 approvals