Accounting documents

Accounting documents holds the partner reference, document and due dates, totals, amount received, status and balance. Document lines supplies descriptions, quantity, unit price, category and account coding. Business partners supplies the trading identity and payment terms. The configured send action guards a Draft document, writes an operation receipts record and changes its status to Sent.

• Record owner. Keep the responsible organization and source identity clear before the next person acts.
• Decision point. Use the current status and the underlying lines or linked records to decide the next step.
• Evidence trail. Keep the reviewer, amount and operation outcome traceable from the business record.

Staff Accountant checks the partner, organization and line totals before sending. A document with a partial receipt can remain Partially Paid with a balance due; a settled one is Paid. The overdue view helps the Controller inspect outstanding partner balances. This work gives Staff Accountant a separate partner document register, with outstanding balances visible beside the expense work.

Agree who maintains partner details and credit limits, who may send documents and where external delivery actually happens. Define how an amount received is reconciled to the document and when Overdue is used. The source document and any supporting correspondence can be attached to the business record for later review.

The team should decide who handles corrections before the first live cycle. Give each handoff an owner and confirm that a failed action remains visible to that owner. Use one representative partner and one exception during setup, so permissions and reports reflect the work people will actually do.

Create a draft partner document with two coded lines and a known due date. Have Staff Accountant compare its total with the lines and use the send action. Confirm that the document is Sent and the operation receipt succeeded. Record a partial amount received and confirm that the remaining balance stays visible. Review the overdue list after the due date.

Ask the next role to find the same case from their own screen without help from the preparer. They should be able to identify the partner, the relevant amount, the current status and the supporting decision. If a correction is needed, keep the prior result available and repeat the handoff with the corrected record.

• Documents Overdue — Partner balances that have passed their due date.
• Invoices by Status — Draft, sent and settled documents by status.

Read Accounting document settlement for the stages and rehearsal, then use implementation to assign owners and check access.