User manual
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For Finance

A five-step chain from delivered goods to a closed file — and no one person can walk it alone.

The chain, and who owns each link

A bill's life
  1. INITIAL_APPROVEDFinance Admin creates it
  2. FINAL_APPROVEDSenior Account Manager authorises
  3. CHEQUE_PREPAREDAssistant Account Manager pays
  4. PAYMENT_COMPLETEDThe vendor acknowledges
  5. COMPLETEDThe vendor closes the file

Three of the five moves happen inside Finance. The last two belong to the vendor: Finance files the VAT and tax documents, but it is the supplier who closes the bill.

RoleDoes
Finance AdminCreates the bill from a delivered order
Senior Account ManagerAuthorises payment
Assistant Account ManagerExecutes payment, then files the VAT and tax documents
VendorAcknowledges receipt, then closes the bill
The person who authorises is never the person who pays

Bill Authorization, Billing Processing and Vat Tax Record are reserved pages — each belongs to exactly one role and is removed from every other role, Finance Admin included, every time the system is re-seeded. This is separation of duties, and it is not a permission that can simply be granted.

Empty page? Check your mapping

Senior and Assistant Account Managers see only bills for the clients they are mapped to — on the list, the pagination and the stat cards alike. No mapping means no bills at all, and it looks exactly like a broken page. Mappings are set up in Client Unit Map and are not created automatically. Payment Preparation Pending is the one Finance list that is not scoped this way.

Creating the bill

Create Billing

/billing/create
Who
Finance Admin
Where
Sidebar → Create Billing
Purpose
Turn a delivered purchase order into a payable bill.

Steps

  1. You are notified — PO Ready for Finance Processing — once the client confirms receipt.
  2. Open Create Billing. Delivered, unbilled orders are listed.
  3. Open the details to check the order, the delivery and the attached documents.
  4. Set the priority, add a comment if needed, and Forward the bill.
What happens next

The bill is created at INITIAL_APPROVED. Senior Account Managers mapped to that client are notified at CRITICAL priority, with a link straight to Bill Authorization.

Watch out

The purchase order must have attachments. Creating a bill against an order with none is rejected outright. If a bill will not forward, the fix is upstream — go to Purchase Order Documents and attach the paperwork first.

  • A bill is one-to-one with a purchase order. An order can be billed once, and only once.
  • Senior Account Managers who are not mapped to the client are not notified at all — an unmapped bill can sit unseen.

Authorising payment

Bill Authorization

/billing/authorize
Who
Senior Account Manager only
Where
Sidebar → Bill Authorization
Purpose
Authorise payment. This is the decision point of the whole finance chain.

Steps

  1. You are notified — Bill Confirmed for Finance Processing — at CRITICAL priority.
  2. Open Bill Authorization. Bills for your mapped clients are listed.
  3. Open a bill and review the order, the delivery confirmation and the documents.
  4. Approve.
What happens next

The bill moves to FINAL_APPROVED, and Assistant Account Managers mapped to that client are notified at CRITICAL priority.

Executing payment

Billing Processing

/billing/process
Who
Assistant Account Manager only
Where
Sidebar → Billing Processing
Purpose
Execute the payment — prepare a cheque or settle in cash.

Steps

  1. You are notified — Bill Approved for Payment — at CRITICAL priority.
  2. Open Billing Processing. Authorised bills awaiting payment are listed.
  3. For a cheque, select the bank and enter the cheque details. Multiple bills can be prepared in bulk.
  4. For cash, record the cash payment.
  5. Confirm.
What happens next

The bill moves to CHEQUE_PREPARED and the purchase order moves to PAID. The vendor's users are notified — Cheque Prepared for Payment or Cash Ready for Payment — and emailed. When the vendor collects and acknowledges, the bill moves to PAYMENT_COMPLETED.

  • The purchase order shows PAID as soon as you prepare the payment, before the vendor has collected it. That is expected — the vendor's acknowledgement advances the bill, not the order.

Vat Tax Record

/vat-tax-copies
Who
Assistant Account Manager only
Where
Sidebar → Vat Tax Record
Purpose
File the VAT and tax documents against a paid bill.

Steps

  1. After the vendor acknowledges payment, open Vat Tax Record.
  2. Open the bill and upload the VAT file and Tax file, with a comment if needed.
  3. Save.
What happens next

The documents are stored and the purchase order is flagged as having its VAT challan. The vendor is emailed and sees the record on their own VAT & Tax Documents page. The vendor then completes it, which moves both the bill and the purchase order to COMPLETED.

Watch out

You file the documents; the vendor closes the bill. Uploading deliberately leaves the bill's stage unchanged, so the vendor's completion step stays available. If a bill is sitting with its documents filed and not closing, the vendor has not completed it on their side — chase them, do not look for a button here.

  • Re-uploading replaces the previous documents — there is one VAT/tax record per bill.

Monitoring pages

These three carry no actions. They exist so you can see where things are.

Pending Approvals

/billing/pending
Who
Finance Admin
Where
Sidebar → Pending Approvals
Purpose
Bills forwarded and awaiting authorisation — a monitoring view, not an action queue.

Payment Preparation Pending

/payment-preparation-pending
Who
Finance Admin, Senior Account Manager
Where
Sidebar → Payment Preparation Pending
Purpose
Authorised bills not yet paid — the queue between authorisation and settlement.
  • This is the one Finance list not scoped to your client mappings, so it shows more than the others.

All Bills

/billing/all
Who
Finance Admin, both account managers
Where
Sidebar → All Bills
Purpose
The master bill list, filterable by client and vendor. Open a bill for its full lifecycle with document tabs.

Finance Dashboard

/finance-dashboard
Who
Finance Admin and executives
Where
Sidebar → Finance Dashboard
Purpose
The department's overall position — what is owed, what is authorised, what is paid.
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