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- Water Utility Management
- Features
- Journals and periods
Journals and periods
Balanced journals posted into open periods.
OverviewApproved documents awaiting posting×
Water Utility Management · Journals and periods
New
Approved documents awaiting posting
Posting waits for the controller
| Record number | Subject | Document type | Gross amount USD | Document date | Organization | |
|---|---|---|---|---|---|---|
| AD-47875 | Approved ad-191 | Invoice | 110 | 27 Oct | ORG-2671 | |
| AD-58380 | Approved ad-298 | Credit | 20 | 26 Oct | ORG-5494 | |
| AD-76928 | Approved ad-677 | Expense | 480 | 08 Oct | ORG-9862 | |
| AD-78630 | Approved ad-321 | Adjustment | 740 | 21 Oct | ORG-6497 | |
| AD-33419 | Approved ad-783 | Invoice | 190 | 11 Oct | ORG-7569 |
6 of 6 records
Approved ad-191Accounting documents · AD-47875
InvoiceGross amount USD110
Document date27 Oct
OrganizationORG-2671
What you can do
Post once, post balanced, post into an open period
When an approved document is posted, it becomes a journal entry with debit and credit lines, each with a ledger account, a dimension and the source line it came from. The entry is posted into an accounting period, and the period must be open. Debits must equal credits. Every account must be active and belong to the same organization as the document. Only then does the document move to posted.
Each posting carries a stable operation key. If the same posting is requested twice, because of a retry or a double click, the second request is recognised and nothing is posted again. A posted entry is not edited. A mistake is corrected with a reversal or a compensating entry that a reviewer approves, so the ledger always shows what happened and how it was fixed.
How the work is organized
The controller owns posting and periods.
- Open periods only. Posting into a period under review or closed is refused.
- Balanced or not posted. A journal whose debits and credits differ is rejected.
- Corrections are entries. Posted scope is changed only by a reviewer-approved compensating entry.
What to agree during setup
Agree your chart of accounts and which accounts each document type books to. Agree the period calendar per organization, who can move a period to review and close it, and how late documents are handled after close. Prepare examples of a normal posting, a retried posting, a posting into a closed period and a correction to a posted document.
Check the handoff on an actual case
At month end the controller posts the approved water charges. One posting times out and is sent again; the operation key shows the first attempt already posted, so no duplicate journal appears. A credit approved after the period moved to review is refused for that period and posted into the next open one. When the period closes, the posted debit and credit totals by month match the journal lines exactly.
What your team sees
- Approved documents awaiting posting — Documents ready for the controller.
- Journal entries — Entries by status with their document, period and operation key.
- Accounting periods — Periods with their start, end and status.
Follow the work through
- Document approval and posting: From approval to a posted journal.
What it keeps track of
Data model- Journal entries
- Balanced journal entries generated from approved documents.
- Journal lines
- Debit and credit lines of a journal entry with dimension and source line.
- Accounting periods
- Open, review and closed accounting periods controlling posting eligibility.
- Ledger accounts
- Chart of accounts used by document lines and journal lines.
Who uses it
Permissions- The controller posts journals and opens, reviews and closes periods.
Set up Water Utility Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.