Finance and returns

Shipment scope drives customer invoices; accepted receipts drive supplier bills. Cash applications allocate actual receipts. Returns track bounded physical scope; close tasks capture source reconciliation.

• Bill. Accountant prepares customer invoices from eligible shipment scope and supplier bills from accepted receipts.
• Settle. Cash receipts and applications retain the amount available and the invoice receiving it.
• Correct. Return, disposition, credit and period decisions stay linked to the original physical and financial events.

Agree posting periods, bank and exchange-rate evidence, tax handling and financial authority. Name the preparer and independent approver for corrections. Decide how physical return decisions reach credit documents. Reconcile current receivables, payables, inventory and bank records before period close.

A dealer accepts part of a shipment. The accountant prepares an invoice for eligible title-transferred quantity and Finance Manager approves it. A smaller bank receipt is posted and allocated without exceeding available cash. Later the dealer returns damaged goods; physical receipt and disposition lead to a separate commercial credit. Original documents and stock history remain available for close.

If the dealer returns one damaged unit, authorize only the quantity still available from the original shipment. Warehouse Manager records the physical receipt and disposition. Accountant prepares a commercial credit separately, with the original invoice line and return line attached. A physical return alone does not issue a refund. Finance Manager reviews the independent cash or credit decision under the correct entity and currency.

If the dealer pays less than the invoice total, apply only available receipt value and leave the rest open. The Accountant reconciles the bank statement line before the period closes. A duplicate application should be rejected, and a correction should point back to the earlier allocation. Use the close tasks to identify outstanding receivables, payables and stock differences. Finance Manager approves the period only after current evidence supports it.

During the first close, have the Accountant trace one invoice line from the shipment, one supplier bill line from an accepted receipt and one cash application from a real receipt. If any source changes, the Finance Manager should review the correction before posting. That trail lets the team resolve a balance difference without silently changing the earlier transaction.

• Invoices Awaiting Approval — Invoices waiting for a Finance Manager decision.
• Close Tasks in Progress — Open close work by period and owner.

Follow the dealer order from commitment through recorded delivery. Use the supplier purchase when replenishment is needed, and the invoice close to trace the financial handoff. The data model helps your team prepare linked records.