Finance and Accounting · Reference

End-to-end workflows

How work moves through Finance and Accounting from start to finish, who does each step and what the system does in response.

On this page (26)

Manual journal with maker-checker: prepare -> approve -> post -> reverse Month-end close: checklist -> soft close -> close -> lock Migration: opening balances with segregation Month-end FX revaluation and its reversal Accrual, recurring entry and deferral in one month-end Year-end: soft close the last period -> adjust -> close the year -> lock Invoice to receipt to bank reconciliation Foreign-currency receipt with exchange gain Small balance and bad debt write-off with recovery Collections cycle: worklist, promise, dunning Supplier payment run: prepare, approve, release, bank answer Credit override for a large order Quarter-end expected credit loss Disputed supplier bill and payment hold Annual budget from draft to enforced limit Override a blocked posting Revise a budget mid-year Bank guarantee life cycle with release control Letter of credit with drawings and closing Month-end bank reconciliation with second approver Set up a new bank account and its import Rolling cash forecast for the board Set up taxes and a fiscal position for UAE exports Analytic structure: dimensions, rules and distribution Turn a Finance feature off with independent approval Month-end VAT return from the reports

Manual journal with maker-checker: prepare -> approve -> post -> reverse

Who: Accountant A (preparer), Financial controller B (approver/poster)

#	What the person does	What the system does
1	Admin: Configuration > Journals > General Journal: Needs approval before posting = Yes	Saved
2	A: Journal entries > New: GJ, Memo 'Reclass office supplies', Dr Office Supplies 500 / Cr Other Operating Expense 500, Branch HQ; Save	Draft with GJ number; not in the ledger
3	A: Submit for approval	State Submitted; A cannot approve: 'Whoever prepares a journal does not approve it...'
4	B: open it; Preview	Ready to post; Effect on the ledger shows the two lines
5	B: Approve, then Post Entry	Approved, then Posted; Journal items show the lines; History lists A submitted, B approved and posted
6	B: Reverse with reason 'wrong branch', date today	Reversal posted with opposite lines and Branch HQ; original shows Reversed
7	Check the trial balance for today	Office Supplies and Other Operating Expense back to their earlier balances

Month-end close: checklist -> soft close -> close -> lock

Who: Accountant A (step owner), Financial controller B (signer), Controller C (lock)

#	What the person does	What the system does
1	B: Close template: set Bank reconciled required with evidence; owner A	Template saved
2	A: post the last September adjustments	Posted
3	B: set September Soft closed	Ordinary postings into September refused; A (without period.adjust) refused; B can still post an adjustment
4	A: on the checklist add evidence to Bank reconciled; Mark ready	Step Ready for sign-off
5	B: Sign off every required step	Signed off; ready by A, signed by B
6	B: set September Closed	Closed; snapshot taken; any posting into September refused
7	C: set September Locked	Locked; reopening not offered: '... A locked period is not reopened through the application.'
8	Move the lock date to 30/09/2026 (Close period)	Heading 'Locked through 2026-09-30'

Migration: opening balances with segregation

Who: Accountant A (prepares), Controller B (approves and posts)

#	What the person does	What the system does
1	A: New opening batch, cut-over 31/12/2025; upload gl, ar and ap rows that balance	Rows listed; Not checked
2	A: Run dry run	Clean: Rows with errors 0, Difference 0
3	A: try Approve	Refused: 'Somebody other than the person who prepared, uploaded or validated this batch has to approve it.'
4	B: Approve; Post to ledger	One OB journal; invoices/bills with their original numbers; Reconciliation All agree
5	Open Receivables aging and a customer statement	Migrated items aged by their original due dates

Month-end FX revaluation and its reversal

Who: Accountant A (rates), Controller B (approve rates, post)

#	What the person does	What the system does
1	A: enter USD->AED closing rate 3.6500 for 30/09/2026	Awaiting approval
2	B: approve the rate	Approved
3	Make sure a USD 1,000 invoice booked at 3.6000 is open and a USD 2,000 bill booked at 3.6000 is open	Both open
4	B: Exchange revaluation, As at 30/09, Customers; Show what it would do; Post	Dr Trade receivables 50 / Cr Unrealized FX 50
5	B: Suppliers; Post	Dr Unrealized FX 100 / Cr Trade payables 100
6	Check P&L for September	Unrealized FX shows net loss 50
7	On 01/10 (or Reverse them now)	Both reversed on 01/10; October P&L shows the opposite 50; invoices keep USD amounts
8	Receive USD 1,000 for the invoice at 3.6600 on 15/10	Realized exchange difference posts 60 gain on settlement

Accrual, recurring entry and deferral in one month-end

Who: Accountant A (preparer), Controller B (approver)

#	What the person does	What the system does
1	A: New accrual electricity 2,000 on 30/09, reverses the day after	Posted at once; reversal on 01/10
2	A: recurring rent journal 10,000 monthly; B approves	Runs on 30/09 and every month end
3	A: prepaid insurance 12,000 over 12 months; B approves; release September	1,000 released
4	Supplier bill for September electricity arrives 05/10 for 2,050, posted normally	October electricity expense = 2,050 - 2,000 = 50 net
5	Run the trial balance for September	Expense Accruals 12,000 Cr (2,000 + 10,000); Prepaid Expenses reduced by 1,000

Year-end: soft close the last period -> adjust -> close the year -> lock

Who: Controller B, Controller C (two people with period.lock), Auditor adjustments by B (period.adjust)

#	What the person does	What the system does
1	B: set December 2025 Soft closed	Ordinary postings refused
2	B: post the audit adjustments into December (period.adjust)	Posted
3	C: Prepare a close for 31/12/2025	Checks green; profit shown
4	B: Close the year	CLJ posted; balance sheet shows Retained Earnings up by the profit; 2026 P&L starts at zero
5	C: set December Closed then Locked	No more postings into 2025
6	Try to reverse the year-end now	Reversing posts into a locked period and is refused (note what the screen says)

Invoice to receipt to bank reconciliation

Who: Accounts receivable clerk, bank reconciler, finance manager (bankrec.approve)

#	What the person does	What the system does
1	Post a customer invoice of AED 5,000.00 for Al Noor Trading	Invoice posted; outstanding 5,000.00, Unpaid
2	Clerk registers a receipt of 5,000.00 into 112100 by bank transfer, reference TRF-88123	Dr Bank 5,000.00 / Cr Receivable 5,000.00; invoice Paid; receipt appears on Payments and receipts
3	Reconciler imports the bank statement for September and runs Auto-match / Run assist	The +5,000.00 line is matched to the receipt entry; other lines proposed or open
4	Reconciler books the bank fee line -35.00 and validates	Dr Bank charges 35.00 / Cr Bank 35.00; validation checks pass; difference 0.00
5	Reconciler submits for approval	State Awaiting approval; statement frozen
6	Finance manager (not the submitter) approves	Statement Reconciled; certificate with digest; submitter's own approval attempt was refused

Foreign-currency receipt with exchange gain

Who: Accounts receivable clerk, finance manager

#	What the person does	What the system does
1	Enter and approve the USD to AED closing rate 3.6725 (two different people)	Rate Approved
2	Post USD 1,000.00 invoice at 3.6700 (AED 3,670.00)	Receivable carried at 3,670.00
3	Register receipt USD 1,000.00 into the bank	Dr Bank 3,672.50 / Cr Receivable 3,672.50; exchange gain 2.50 posted; invoice Paid
4	Open Open items as at today and the Customer statement	No residual; statement closing agrees with the control account
5	Reverse the payment (payment.reverse) with today's date	Reversal journal; invoice reopens at its USD value; payment shows Reversed

Small balance and bad debt write-off with recovery

Who: AR clerk (payment.record), finance manager (journal.approve), accountant

#	What the person does	What the system does
1	Clerk requests a Small balance write-off of 8.00 (threshold 10.00)	Posts at once; Dr Write-off expense 8.00 / Cr Receivable 8.00
2	Clerk requests a Bad debt write-off of 1,200.00 on a closed customer	Waits (bad debt always needs approval)
3	Clerk tries to approve own request	'Somebody other than the person who asked has to approve a write-off.'
4	Manager approves	Dr Bad debt expense 1,200.00 / Cr Receivable 1,200.00; invoice cleared
5	Customer later pays 400.00; clerk records a recovery into the bank	Dr Bank 400.00 / Cr Recovery income 400.00; 800.00 still to recover; invoice stays cleared
6	Manager reverses the write-off in error case	Invoice open again; original shows Reversed

Collections cycle: worklist, promise, dunning

Who: Collector (collections.manage), credit manager

#	What the person does	What the system does
1	Collector opens Collections and sees customers overdue	Rows with Overdue, oldest days, In dispute, last contact
2	Collector logs a call and adds a promise to pay 8,000.00 for 07/10/2026	Open promise; dunning will skip this customer while it is open
3	Customer disputes 1,000.00; collector opens a dispute	1,000.00 excluded from notices
4	Promise date passes plus grace with no receipt	Promise Broken; customer shows in Broken promises
5	Collector proposes a dunning run	Draft with notices at the right level; skipped customers have reasons
6	Collector withdraws one notice, then issues the run	Notices sent; second draft run allowed only now

Supplier payment run: prepare, approve, release, bank answer

Who: Preparer (payment.prepare), approver (payment.approve), releaser (payment.release), bank signer

#	What the person does	What the system does
1	Preparer creates a proposal paying from the AED account for everything due by 31/10	Draft with eligible bills; held and fully disputed bills excluded
2	Preparer holds one bill with a reason and submits	Proposal Pending; every supplier has a bank account on file
3	Preparer tries to approve own proposal	Refused: another person has to approve
4	Approver approves	Bank file fixed with SHA-256 fingerprint; ledger untouched
5	Releaser (an authorised signer, neither preparer nor approver) releases	Payments post Dr Payable / Cr Bank per bill in one unit; proposal Released
6	Releaser records the bank's answer: one accepted, one rejected with reason	Rejected payment reversed; bill open and free for a new proposal

Credit override for a large order

Who: Salesperson (document.confirm), credit manager (credit.release)

#	What the person does	What the system does
1	Salesperson confirms an order of 30,000.00 for a customer at 85,000.00 of a 100,000.00 limit	Refused with the credit-check message and hint to request an override
2	Salesperson requests an override of 15,000.00 until a date in 10 days with a reason and evidence	Request waits for a decision
3	Salesperson tries to approve own request	'Somebody other than the person who asked has to approve a credit override.'
4	Credit manager approves	Override approved
5	Salesperson confirms the order	Order confirms; override Used 15,000.00; reservation Held (before 85,000.00, after 115,000.00)
6	Order is later cancelled	Reservation Released and the override room is given back

Quarter-end expected credit loss

Who: Credit analyst (ecl.manage), finance controller (ecl.approve)

#	What the person does	What the system does
1	Analyst builds a matrix with rates 1% and 5% (+10% overlay) and saves rates	Draft matrix
2	Controller approves the matrix	Approved; analyst cannot approve own
3	Analyst works out the provision as at 30/09/2026	Exposure 200,000.00 and 80,000.00 give required 6,400.00; ledger 3,000.00; adjustment +3,400.00
4	Analyst tries to post	'Somebody other than the person who prepared the provision has to post it.'
5	Controller posts	Dr ECL expense 3,400.00 / Cr Allowance 3,400.00
6	Next quarter: a customer pays; run shows a lower need	Release posts Dr Allowance / Cr Release account

Disputed supplier bill and payment hold

Who: AP clerk (payment.record, payment.prepare), AP manager (payment.approve)

#	What the person does	What the system does
1	Supplier bill 2,000.00 arrives with damaged goods; clerk opens a dispute of 500.00	Payable amount for proposals becomes 1,500.00
2	Clerk places a payment hold on the bill with a reason	Bill cannot be paid or proposed; Payment due shows why
3	Clerk tries to lift the hold	Refused: needs payment.approve
4	Credit note arrives; manager lifts the hold with a reason	Hold Released
5	Credit note is set against the bill in Open items; dispute resolved	Outstanding 1,500.00 less credit; the bill goes into the next proposal

Annual budget from draft to enforced limit

Who: Finance manager (budget.manage), CFO (budget.approve), accountant (journal.post)

#	What the person does	What the system does
1	Finance manager creates 'Budget 2026', Original, 1 Jan to 31 Dec	Draft v1 created
2	Pastes CSV rows for 610300 annual 120,000 and 410100 annual 1,200,000; Save lines	Totals Income 1,200,000.00, Expense 120,000.00; 610300 gets 12 x 10,000.00
3	Finance manager tries to approve own budget	Refused: 'Somebody other than the person who built this budget has to approve it.'
4	CFO approves	Status Approved, Approved by CFO
5	Finance manager creates a policy: block, tolerance 5, accounts 600000-699999, whole budget	Limit for 610300 = 126,000.00
6	Accountant posts expense journals taking 610300 to 125,000, then one for 2,000	The last posting is refused with the budget control message
7	Open Budget against actual	610300 shows Budget 120,000.00, Actual 125,000.00, Variance 5,000.00 (4.2%)

Override a blocked posting

Who: Accountant (budget.manage), finance director (budget.approve)

#	What the person does	What the system does
1	Accountant's posting is refused by a block policy (excess 2,000)	Message asks for an override
2	Accountant opens Budget control > Overrides > Request an override: 610300, 3,000, 14 days, reason	Request Waiting
3	Accountant approves own request	Refused: 'Somebody other than the person who asked has to approve a budget override.'
4	Finance director approves	Status Approved, usable
5	Accountant posts the journal again	Posts; Used 2,000.00, remaining 1,000.00; audit 'budget.override_used'
6	After the end date open the list	The override shows Ended; a new posting over the limit is refused again

Revise a budget mid-year

Who: Finance manager, CFO

#	What the person does	What the system does
1	Open approved BUD-2026-ORI v1 > New version	v2 draft with v1's rows
2	Change rows and Save lines on v2	v2 totals change; v1 untouched
3	CFO approves v2	v2 Approved; v1 becomes Replaced
4	Existing policy still points at v1	Edit the policy to choose v2; until then it measures v1
5	Budget against actual, pick v2	Variances use v2's figures

Bank guarantee life cycle with release control

Who: Treasury clerk (treasury.manage), treasurer (treasury.release)

#	What the person does	What the system does
1	Clerk adds the standard types, then registers a Performance guarantee 100,000 AED, bank Emirates NBD, beneficiary the customer, matures in 90 days	Instrument created, status Active
2	Clerk opens Maturities with 90 days	The guarantee is in the Contingent section, not in cash-related
3	Clerk tries to release it	Refused: needs the treasury release right (and the second person rule)
4	Treasurer opens it, Release, enters 'Bank letter 889'	Status Released, Released by treasurer, evidence kept in History
5	Open the register with Only instruments still open ticked	The released guarantee is gone from the list

Letter of credit with drawings and closing

Who: Treasury clerk, treasurer

#	What the person does	What the system does
1	Register a Letter of credit 80,000 USD, bank, supplier, matures in 120 days	Status Issued, balance 80,000.00
2	Record drawings 50,000 then 20,000	Utilised 70,000, Balance 10,000, status Utilised
3	Try a drawing of 15,000	'Only 10000.00 USD is left on this letter of credit.'
4	Treasurer releases (closes) with evidence	Status Closed, final
5	Check Maturities	The closed LC no longer appears

Month-end bank reconciliation with second approver

Who: Accountant (journal.prepare, bankrec.prepare), finance manager (bankrec.approve)

#	What the person does	What the system does
1	Accountant imports the October CSV (account 112100, reference ENBD-2026-10)	Statement Imported, lines read day-first, closing agrees with the file
2	Run auto match	Certain matches (score 80 or more) applied; the rest stay suggestions
3	Explain the bank charge line: create entry Dr 720100 50.00 / Cr 112100 50.00	Line matched to the new journal
4	Group two receipts against one 7,500.00 bank line	Matched as a group
5	Validate, then Submit for approval	Checks pass; state Submitted; edits locked
6	Accountant tries to approve own submission	'You submitted this reconciliation, so someone else has to approve it (maker-checker).'
7	Finance manager approves and opens the Certificate	Statement Reconciled; certificate with digest; later edits refused

Set up a new bank account and its import

Who: Company admin (reference.manage), bankrec configurer (bankrec.configure), accountant

#	What the person does	What the system does
1	Create ledger account 112300 Bank - Mashreq (asset, postable)	Account active
2	Bank accounts > New bank account with IBAN and ledger account 112300	Saved at beneficiary version 1; IBAN shown masked
3	Bank import profiles > New profile: csv, semicolon, %d.%m.%Y, signs reversed, mapping for Debit and Credit columns	Profile active for 112200
4	Accountant imports a file choosing the profile	Step shows 'Read through the import profile' and balances agree
5	Change the IBAN later	Beneficiary version 2 with history row; audit entry written

Rolling cash forecast for the board

Who: Treasury accountant (report.view, journal.prepare)

#	What the person does	What the system does
1	Open Cash position as at today	Available cash per account and total
2	Cash forecast: 13 weeks from Monday, scenario Base, add payroll -85,000 and VAT payment -40,000 as assumptions	Weekly table with actual, committed and assumption columns kept apart
3	Check Lowest point and Weeks below zero	Weeks under zero are flagged
4	Save this version with a label	Version 1 saved
5	Next week save again with updated assumptions	Version 2; version 1 unchanged

Set up taxes and a fiscal position for UAE exports

Who: Company admin (reference.manage), accountant

#	What the person does	What the system does
1	Taxes > Install a country's taxes > AE	SR, ZR, EX, OS, RC, IM codes with rates from 2018-01-01
2	Fiscal positions > New position EXPORT: tax SR -> ZR, account 410100 -> 410300, Only where assigned	Position saved with one tax and one account mapping
3	Assign EXPORT to an overseas customer and raise a sales invoice of 5,000.00 with SR	Tax 0.00; sales post to 410300
4	Post it; run the Tax Return Summary for the month	The sale appears on the zero-rated line (net 5,000.00, tax 0.00)
5	Dr 120100 5,000.00 / Cr 410300 5,000.00 is visible in Journal items	Receivable 5,000.00 and no VAT output line

Analytic structure: dimensions, rules and distribution

Who: Company admin, accountant

#	What the person does	What the system does
1	Create branch values DUBAI and ABUDHABI, project MARINA, departments SALES and ADMIN	Values active
2	Account structure rule: expense accounts require department	Rule on; an expense line with no department is refused
3	Valid combination: when project is MARINA then branch must be DUBAI (only)	Marina + Abu Dhabi refused naming the rule
4	Distribution model Office rent: SALES 60, ADMIN 40	Model saved (shares total 100%)
5	Post rent 10,000.00 using the model on a branch DUBAI line	Two lines 6,000.00 and 4,000.00; the Department P&L shows Sales 6,000.00, Admin 4,000.00

Turn a Finance feature off with independent approval

Who: Finance administrator (apps.configure), second administrator (apps.config.approve)

#	What the person does	What the system does
1	Applications > Finance > Features: propose Treasury and cash forecast Off with a reason	Proposal Proposed with a diff
2	Proposer tries to approve	Refused: 'Somebody other than the person who proposed it must review a configuration change.'
3	Second administrator approves	Revision approved and effective
4	Check the menus and try to register an instrument	Treasury and Cash forecast menus gone; registering refused with capability_disabled; old instruments still readable
5	Roll back with a new proposal	Switch back On after second approval

Month-end VAT return from the reports

Who: Accountant (report.view, report.export), finance manager

#	What the person does	What the system does
1	Run Tax Return Summary for the month (Posted only)	Output and input sides by tax code and treatment
2	Open Tax Detail and trace one figure to its document	The line lists date, document, partner tax registration, rate, net, tax
3	Run Reverse Charge	Reverse-charge purchases listed with tax
4	Export the summary as XLSX	File totals equal the screen
5	Move the lock date to the month end in Accounting settings	Later edits to the month refused

Updated 3 October 2026