Accounting & finance
Common operating scenarios for Accounting & finance. Each page answers: what to do, why, the steps and what to avoid.
| Scenario | Short answer |
|---|---|
| Voiding an Invoice that has been paid | Void the Payment first, then void the Invoice — or use a Credit Note. |
| Posting into a closed period | Adjust in the open period, or reopen the period under control. |
| Invoice refused: missing 131/511 mapping | Fix the Posting rules (131/511), then send again. |
| Voiding a Payment | Void the Payment — JE, Invoice/Bill allocation and bank are reversed together. |
| Bank reconciliation does not match | Do not mark reconciled until it matches; remember Dr on the statement means money out. |
| Running FX revaluation twice in a month | Run once per month; enter all closing rates before running. |
| FX risk report missing a closing rate | Add the closing rate — the system never adds 1:1 into functional currency. |
| Depreciation into a closed or already-run period | Run for the open month; periods already run are skipped. |
| Cannot deactivate a GL account | Transfer the balance and deactivate child accounts first. |
| Charging between two departments | Use Internal Charge between two different cost centers. |
| Intercompany Invoice refused | Turn on finance.intercompany, assign the user to the counterpart company, set internal_company_id on the Contact. |
| Consolidating a subsidiary not on XBuddy | Eliminate in Excel; draft Elimination only adjusts entities set up in the system. |
| Consolidating companies on different standards | Seed the Group chart from the parent CoA, use suggest map, validate unmapped before trusting group P&L. |
| Prepaid amortization and accruals at month end | Let the skill propose; the accountant approves/posts in the open period. |
| Sending a balance confirmation | Freeze an as-of snapshot before sending; keep disputed and no_response separate. |
| Payroll run posting to the ledger | One summary JE is posted per payroll mapping; voiding the run reverses it. |
| Cash flow forecast | Use the 13-week / monthly forecast; every figure traces back to source lines with a certainty level. |
| Customer deposits on an order | Record a deposit receipt linked to the Sales Order; under VAS it credits 131. |
| Employee advances and settlement | Advance request in Approvals: approve → disburse (JE 141) → settle/return. |