Finance Module — User Guide

1. Overview

The Finance module is the ERP general ledger, treasury, and partner sub-ledger system. It covers:

2. Getting started

2.1 Recommended setup order

1. Currencies and exchange rates
2. Chart of accounts
3. Fiscal year and periods
4. Journal voucher types
5. Tax codes
6. Financial dimensions and mandatory policies
7. Treasury cash boxes and bank accounts
8. Customer and vendor sub-ledgers
9. Then journals, payment vouchers, budgets, reconciliations

2.2 Main navigation

3. Currencies and exchange rates

Currencies

Exchange rates

When posting a journal in a non-base currency, the system uses the rate you enter, otherwise the latest rate on or before the entry date. Missing rates block posting.

4. Chart of accounts

Accounts form a tree of header and posting nodes.

Posting rule: only active Posting accounts that are not control accounts may appear on journal lines.

Delete is blocked if the account has children or general-ledger movements. Tree view can optionally include balances.

Typical seeded posting accounts include cash, banks, AR, AP, VAT, retained earnings, sales revenue, and expense accounts used by integration.

5. Fiscal years and periods

Fiscal year

Year number, name, start/end dates, open flag, optional closing journal link.

Fiscal period

Belong to a year; code/name; type Monthly, Quarterly, or Yearly; start/end; closed flag and audit fields.

Rules:

• Posting requires an open period and open year.
• Closing the year closes remaining open periods and can post a Closing voucher to retained earnings when P and L balances exist.
• Year reopen reverses the closing journal when present.

6. Voucher types

Journal voucher types control numbering and document kind.

Numbers typically look like {Prefix}-{FiscalYear}-{NNNN}. Seeded types often include JV, PV, RV, TV, OV, CV. Payment/receipt vouchers use PV/RV kinds.

7. Tax codes

Used on partner notes and by Sales/Purchasing posting amounts. Seeded VAT-out / VAT-in codes commonly map to output/input VAT accounts.

8. Financial dimensions

Analytic tags on journal lines and payment vouchers.

Maintain types, values (tree), derivation rules, and mandatory policies per voucher type. Missing a mandatory dimension on a line blocks save/post.

9. Journal entries

Manual (and integration) double-entry documents.

Header fields

Voucher type, number, entry date, description, status, fiscal period, currency, exchange rate, totals, approval/posting audit, optional reverse link, source module/document.

Lines

Line number, account, description, debit or credit, foreign amounts, line rate, dimensions.

Statuses

Key rules

• Debits must equal credits and totals must be greater than zero.
• A line cannot have both debit and credit, or negatives.
• Accounts must be postable.
• Period/year must be open.
• There is no unpost; corrections use Reverse.
• Integration documents are often created already Approved and Posted.

10. Payment and receipt vouchers

Treasury documents that move money between partners and cash/bank.

Posting pattern: Receipt debits treasury and credits partner; Payment debits partner and credits treasury. Allocation totals cannot exceed voucher amount. Unpost requires journal reverse permission.

11. Treasury

Cash boxes and bank accounts

Link each treasury account to a posting GL account for automatic journals.

Cheques

Cheques can allocate to open partner documents within the cheque amount.

12. Bank reconciliation

Reconcile bank statement activity to book GL movements for a bank account that has a GL link.

Workspace actions: add/delete statement lines, match/unmatch to GL, import statement, auto-match, then Reconcile.

13. Partner sub-ledgers and notes

Partners

Fields: code, name, contact, optional GL account, active. Transactions track invoices, payments, and notes with open amounts and closed flags.

Partner notes

Credit notes and debit notes with subtotal, tax, total, optional tax code, status Draft / Posted / Cancelled. Posting creates a journal and sub-ledger movement.

14. Budgets

Actions: activate, close, copy, and budget vs actual with variance amount and percent against GL actuals.

UI: budget list, detail, and variance screens.

15. General ledger and statements

General ledger

Posted journals write movements with account, date, journal reference, debit/credit, and running balance. Browse by account.

Trial balance

Opening, period, and closing debit/credit totals for a selected range.

Financial statements

16. Partner aging and statements

Aging

Open partner transactions bucketed as Current, 1–30, 31–60, 61–90, and Over 90 days.

Partner statement

Opening balance, movement lines, and closing balance for a partner; multi-partner book views are available for ledger review.

17. Dashboard

Overview metrics such as:

• Counts of accounts, journals, posted/pending documents
• Banks, cash boxes, customers, vendors, open cheques
• Key balances and YTD net income
• Recent journal entries

Route: /finance/overview.

18. Integration with other modules

Not auto-posted today: Payroll and Inventory modules do not call Finance posting for their own documents; related COA accounts may still exist for manual or manufacturing use.

Reversing an invoice posting is blocked if payments have already reduced the open amount.

19. Permissions summary

Permission group: Finance.

Separate Approve / Post / Reverse rights so makers and checkers can be split. Unposting payment vouchers relies on journal Reverse.

Appendix A — Quick procedures

A.1 Post a manual journal

1. Ensure period is open and accounts/dimensions are ready.
2. Create journal entry with balanced lines.
3. Submit if required, then Approve.
4. Post to write GL.
5. If wrong, Reverse rather than editing the posted document.

A.2 Record a customer receipt

1. Create Receipt voucher for the customer and cash/bank.
2. Allocate to open invoices as needed.
3. Post — JE and sub-ledger update.
4. Use partner statement/aging to verify.

A.3 Clear a cheque

1. Register cheque as Pending.
2. Set status to Cleared when banked — posts JE.
3. If bounced, status Bounced reverses the posting.

A.4 Close the fiscal year

1. Close remaining periods.
2. Preview year-end closing if available.
3. Close fiscal year — generates closing journal when needed.
4. Reopen only if you must reverse the closing entry.

A.5 Reconcile a bank account

1. Ensure bank has a GL account.
2. Create reconciliation for statement date.
3. Import/enter lines and match to GL.
4. Reconcile when difference is explained.

Appendix B — Operating notes

Appendix C — Document control

This guide describes functional capabilities of the Finance module as implemented in the Vertex ERP codebase. UI labels may appear in English or Arabic depending on language settings.