Find the Finance record you need

Choose the right Finance workspace for a customer charge, supplier bill, outstanding balance or accounting report.

Before you start: You need access to Finance and the source document or reference you want to check. Use your organisation’s accounting policies and review process for actual transactions.

Steps

1. Open Finance in the correct workroom. Start with the business question: are you checking a customer charge, money still owed, a supplier cost, a payment or the overall accounts? These questions use related but different records.

2. For a customer charge, open Invoices → Invoices and find the invoice. Check its customer, number, currency, amount and state. A prepared or approved invoice is not the same thing as money received.

3. For the amount a customer still owes, open Receivables → Receivables and locate the same invoice reference. Compare the original amount with the outstanding balance and any settlement records. A partial receipt can leave the invoice partly unpaid.

4. For a supplier document, open Vendor bills → Vendor bills. To review what remains owed, open Payables and match the bill reference and supplier. Recording a bill and paying it are separate parts of the workflow.

5. For accounting detail, use Accounting → Journals → Journals to find the source entry, or Accounting → General ledger to inspect the account activity. Prefer the posting generated by the original invoice or bill rather than entering the same effect again manually.

6. For the wider picture, open Administration → Reports. A Profit & loss report describes income and expenses for a period. A Balance sheet describes assets, liabilities and equity at a date. Check the date scope before comparing figures.

7. Keep the source document, accounting entry and settlement together in your review. A transaction can be recorded correctly while still awaiting payment, and a cash balance alone does not tell you the business’s profit.

Expected result

You know where to find the source record and the related balance or report, without confusing a charge, accounting posting and payment.

Common pitfalls

• Workflow states are specific to the record type. Invoice issue, bill approval and manual-journal posting do not all use the same sequence.
• Do not add a manual journal merely because an invoice or bill is also visible elsewhere. Check whether its accounting entry already exists.