Accounting

Accounting context connects operational amounts to fiscal periods and coded GL accounts. Payment request lines and receivable invoice lines each point to a GL account. Journal entries have an entry date, source, organization and fiscal period; their lines carry debit, credit, posting type and account. The header shows debit and credit totals plus an out-of-balance indicator for review.

• Maintain the account list. Staff Accountant keeps active GL accounts available for the line detail.
• Review draft entries. The unposted list draws attention to Draft journal entries and their balance check.
• Watch period boundaries. The fiscal-period calendar shows open, closed and locked periods with start and end dates.

Agree the accounting calendar, legal-entity boundaries and account mapping before operational records are imported. Decide which staff can prepare journal lines and which person reviews the totals. Keep the payment-request fiscal period and journal-entry fiscal period aligned with the organization’s close practice. Journal source values describe why an entry exists; the Staff Accountant checks the journal and source record before treating them as aligned.

Choose a payment request with two expense lines assigned to active GL accounts. Staff Accountant checks the line subtotal, tax and total against the obligation and confirms the organization and fiscal period. Prepare a Draft journal entry for the same organization and period with debit and credit lines. The entry review should display both totals and the balance indicator. If the totals differ, correct the lines before considering the entry ready for posting.

Then check a fiscal period at its end date. Confirm which period the entry belongs to and whether that period is Open, Closed or Locked. Keep the related attachment and payment evidence available to Controller for review. During rehearsal, change a journal line amount and verify that the header totals and balance indicator reflect the revised lines.

A payment request line and an invoice line each identify a GL account, but the Staff Accountant still reviews the journal entry separately. Before accepting a draft entry, compare its organization and fiscal period with the source transaction. The displayed debit total, credit total and balance indicator make an amount difference visible without treating a source label as a posting result.

• GL Entry Review — Compare journal debit and credit totals, period and balance indicator before further review.
• Journal Entries Unposted — Find Draft entries that still need line and account checks.
• Fiscal Period Calendar — Check the start, end and status of the period used by an entry.

See the related process for the operating sequence. Use the data model to map source identifiers before import and implementation to rehearse the handoff with your team.