Workflows & examples
Common workflows
Month-end close
- Post all accruals and recurring journals for the period.
- Reconcile bank accounts and clear unmatched items.
- Run AR/AP Reconciliation and resolve sub-ledger differences.
- Generate the Trial Balance and confirm debits equal credits.
- Produce B01-DN, B02-DN, B03-DN, and VAT Report, then set the period to closed.
Fixed-asset lifecycle
- Capitalise the asset from a Bill or register it manually.
- Run monthly depreciation and review net book value in the Asset Register.
- On disposal, post the disposal entry and remove the asset from active depreciation.
VAT filing cycle
- Confirm tax rates and post all sales/purchase documents for the period.
- Generate Form 01/GTGT and reconcile against the VAT Report.
- Export and submit before the Compliance Calendar deadline.
Common tasks
Import a bank statement into Bank Feeds and match it to transactions
- Go to Accounting → Bank Feeds and select the bank account.
- Upload the statement file (CSV, TSV, or Excel
.xlsx) — XBuddy auto-detects the format and maps the columns. - Review the import summary for any skipped rows, then go to Bank Reconciliation to match the new lines against ledger entries.
Export a bank statement
- Go to Accounting → Bank Feeds and select the bank account whose lines you want to export.
- Choose Export CSV or Export Excel to download the imported statement lines.
Investigate why a transaction didn’t post to the ledger
- Go to Accounting → Accounting Sync.
- Find the source document flagged there — it usually failed due to a missing account mapping.
- Fix the mapping in Posting Rules, then re-run the sync from the same page.
Review why a ratio shows as “not available”
- Open the report (for example Financial Health).
- Read the note next to the figure — it typically names an account class not yet assigned in the Chart of Accounts.
- Assign the account class on the relevant accounts, then reopen the report.
A worked example — one invoice through the ledger
Continuing the deal from Sales: an invoice for 20 pumps at 12,500,000 ₫ with a 6% discount, VAT 10%.
The invoice is sent, and the ledger moves on its own
You do not write this entry. Finance → Invoices → Send posts it:
| Account | Debit | Credit |
|---|---|---|
131 Receivables from customers | 258,500,000 ₫ | |
511 Revenue | 235,000,000 ₫ | |
3331 VAT payable | 23,500,000 ₫ |
If the goods left a warehouse, a second entry books cost of sales — 632 against 156 — at the FIFO cost of the layers actually consumed, not at the price on the price list.
The customer pays
Finance → Payments posts 112 bank against 131. The receivable closes; revenue is untouched, because revenue was recognised when the invoice was sent, not when the money arrived.
Month-end
Open /accounting/periods and work down: unposted documents, bank reconciliation, FX revaluation for foreign-currency balances, depreciation, prepaid amortisation. Then close.
Closing is a gate, not a button. A period with unposted source documents will let you close it — nothing stops you — but those documents then cannot post into it, and they will queue up as gl_posting_status = failed until someone reopens the period. Clear the queue first.
The VAT return
/accounting/vat-filing reads the ledger, not the invoice list. Output VAT comes from entries on the VAT-payable account, input VAT from the recoverable account. That is why the sub-account matters: an entry that landed on a flat 333 is invisible to the return, and the return shows a smaller number with no error anywhere.
Anything the engine cannot classify appears as unclassified output VAT on the screen. Treat that number as a blocker, not a footnote — a zero on line 40 next to a non-zero unclassified figure means the return is not finished.
Data in and out
Comes from
| Source | What arrives | Trigger |
|---|---|---|
| Finance | AR and AP entries, payments, credit and debit notes | Sending an invoice, recording a payment |
| Sales | Revenue, and cost of sales when stock moves | Delivery and invoicing |
| Inventory | Goods receipts, issues, transfers, write-offs | Confirming a stock document |
| Payroll | Salary, insurance and PIT accruals | Approving a payroll run |
| Fixed assets | Depreciation | Running depreciation for the period |
| Procurement | Purchase accruals and landed cost | Receiving goods, posting a bill |
Goes to
| Destination | What leaves |
|---|---|
| Statutory reports | P&L, balance sheet, cash flow, trial balance |
| VAT filing | The 01/GTGT return |
| Consolidation | Group figures once eliminations are posted |
| Analytics | Margin, spend and cash dashboards |
| External systems | QuickBooks, Xero, MISA via /accounting/sync |