Document review

Accounting documents hold rent invoices, credits, expenses and adjustments. Their lines carry quantity, unit price, tax, net amount and account context. The Accounting Preparer checks the document total against the lines and attaches supporting evidence before asking for a decision. The Accounting Reviewer sees the revision being reviewed and records an approval, rejection or return with a reason.

• Document identity. Use the record number, subject, counterparty and organization to find the right obligation.
• Evidence. Keep attached files and upload attribution with the document.
• Independent decision. Tie the review result to the source revision and named reviewer.

Assign preparers and reviewers so the person who submits a revision does not approve the same revision. Define which evidence is necessary for an invoice versus a credit or adjustment. If the amount or lines change after review, request a new decision on the changed version. Agree how rejected documents return to preparation and how their reason stays visible.

Prepare a rent invoice with more than one line. Check the quantity, unit price and tax calculations against the gross amount. Attach the source evidence and submit the revision. Ask the Accounting Reviewer to compare the invoice with the lease schedule and explain the decision. Change an amount after approval and verify that the earlier approval is not used to post the changed document. The review trail should identify the actual person and version involved.

The record number gives the team a stable way to discuss a charge without relying on the tenant’s name alone. Check that a credit, expense or adjustment uses the appropriate document type, since a similar amount can have a very different accounting effect. Supporting attachments should identify who uploaded them and whether they are internal or shared. In a rehearsal, let the reviewer return a document because an attachment is unclear. The preparer should add the corrected evidence and submit a new revision, while the previous decision remains visible. The operations manager can then follow why the document moved back through review rather than assuming the earlier approval still applies.

• Documents for Review — Find documents awaiting an independent decision with owner, revision and amount.
• My Accounting Documents — A preparer follows their own draft and reviewed work.

See document review and journal posting.