Finance

Finance covers quotations, invoices, credit notes, receipts, receivables, payables, bank reconciliation, document exports, payment follow-up, and finance controls. Use this guide as the tenant finance SOP.

1. Finance Operating Flow

1. Confirm accepted/completed orders are priced correctly.
2. Generate invoices or credit notes from eligible orders.
3. Send or download billing documents.
4. Monitor receivables and record receipts.
5. Create and approve payable bills.
6. Record supplier payments.
7. Import bank statement lines.
8. Match receivable and payable transactions in Bank Reconciliation.
9. Review ledgers, aging, and outstanding balances.

:::warning Billing source rule Receivables should come from generated invoices or credit notes. If an invoice is not generated, it normally should not appear as a receivable. :::

2. Billing Documents

Document	Purpose	Where to create/view
Quotation	Price confirmation before billing.	Orders -> View -> Quotation Preview
Invoice	Charge customer for billable order lines.	Invoices -> Generate Billing and Generated Documents
Credit Note	Reduce receivable or record customer credit/refund.	Credit/refund billing flow and Generated Documents
Receipt	Record received payment or adjustment.	Receivables -> Receive Payment and Received List
Monthly Billing Statement	Email/message containing generated monthly billing documents.	Billing email workflow

Download filenames

Document downloads use customer short name plus document number where supported, for example:

CustomerShortName_INV-202604-0001.pdf

3. Invoice Generation

Open Invoices -> Generate Billing.

Steps

1. Select eligible orders.
2. Choose Generate Date / issue date.
3. Confirm due date is calculated from customer payment terms.
4. Generate billing.
5. Review the generated document in Generated Documents.

Grouping rule

Selected orders under the same customer can generate one invoice number with multiple line items. Selected orders from different customers generate separate invoices.

Do

• Review Price Breakdown before generating.
• Confirm tax/SST is correct.
• Use the correct issue date.
• Confirm customer payment terms are configured.

Do not

• Do not generate invoice for test/trial package billing if the package is marked non-billable/trial.
• Do not expect rejected/cancelled orders to require price completion.
• Do not edit order pricing after invoice generation unless the system explicitly allows it and finance accepts the impact.

4. Generated Documents

Open Invoices -> Generated Documents to manage invoices and credit notes.

Button / Field	Function
Document No	Opens invoice or credit note view.
Order No	Opens linked orders. If more than three orders exist, open the popover to view all order links.
Receivable No	Opens linked receivable when payment/receivable exists. Shows - if none exists.
Download PDF	Downloads one document.
Send Email	Sends billing email with document attachments where configured.
Download Documents	Exports invoice and credit note archive by issue month or date range.

Document archive export

Use Download Documents for bulk archive.

Option	Meaning
Month	Select one issue month.
Date Range	Select issue date start/end. Maximum range is controlled by system validation.
Combined PDF	One PDF containing all selected invoices/credit notes.
ZIP	Individual PDFs packed into one ZIP.

Do not refresh while an export is running if the page displays a progress warning.

5. Quotation Finance Notes

Quotation instructions are controlled separately from invoice templates.

• Edit quotation instructions in Profile -> Quotation Template.
• Quotation instructions appear below quotation totals.
• Quotation is not a receivable until invoice/credit note billing is generated.

6. Receivables Overview

Receivables show customer balances from generated invoices and credit notes.

Receivable amounts should include tax/SST and match the invoice/credit note total amount, not only pre-tax subtotal.

Receivable List columns

Typical finance review fields:

• Customer;
• Order No;
• Invoice/Credit Note No;
• Receivable No;
• Amount including tax;
• Received Amount;
• Remaining Amount;
• Status;
• Action.

If one invoice has multiple order line items, the receivable list can show multiple rows with the same invoice number but different order numbers.

7. Receivables Customer Filter

The customer selector is searchable.

Do

• Search by customer name or customer number.
• Use the customer filter before loading receivable items.
• Clear the selection if you need to return to all visible receivables.

Troubleshooting

Issue	Check
Customer dropdown appears empty	Customer may have no generated receivables, or page data did not load. Refresh and check customer status.
Expected invoice not shown	Confirm invoice was generated and not already fully settled/filtered out.
Amount excludes tax	Treat as an issue; receivable amount should follow invoice total including tax.

8. Receive Payment

Use Receive Payment for actual customer money received.

Steps

1. Open Receivables.
2. Select customer and load receivables.
3. Tick the invoices/credit notes being settled.
4. Choose Receive Payment mode.
5. Enter received date.
6. Select received bank/cash account.
7. Enter received amount.
8. Upload proof if required.
9. Submit.
10. Review Received List and receipt document.

Partial payment

If a customer pays partially, record the actual received amount. The remaining balance should stay visible as outstanding.

Example:

Invoice Total	Payment 1	Payment 2	Remaining
RM 1,000.00	RM 300.00	RM 300.00	RM 400.00

The received list should show each receipt/allocation line, while the receivable balance shows what remains.

9. Difference Adjustment

Use Difference only for small balance adjustments, write-offs, or settlement differences. It is not a bank receipt.

Difference mode behavior

• Hides bank account/payment proof fields.
• Requires difference amount.
• Requires reason/notes.
• Posts to receivable difference/write-off accounts, not bank/cash.

Do

• Use for small approved differences only.
• Enter clear audit notes.
• Confirm management approval if required by policy.

Do not

• Do not use Difference for real money received.
• Do not upload payment proof in Difference mode.
• Do not use Difference to hide billing mistakes; correct invoice/credit note when needed.

10. Received List

Received List shows completed receipt/allocation lines.

Field	Meaning
Receivable No	Receivable reference. Click to open when matched/valid. Copy icon copies the number.
Received Date	Date payment or adjustment was recorded.
Received Amount	Amount allocated on that line. Should include tax where the invoice includes tax.
Balance Amount	Remaining amount after allocation.
Receipt No	Receipt document number. Click to open when valid. Copy icon copies the number.

If a receivable is unmatched or reversed, the row may be struck through and links disabled.

11. Receivable Account Ledger

The ledger should show receivable movement per transaction line.

Important fields:

• received date;
• transaction ID;
• customer;
• invoice/credit note number;
• order number;
• debit/credit movement;
• running balance;
• matched/unmatched status.

If one order has multiple partial receipts, each partial receipt should appear as a separate line with its own transaction ID. Unmatched rows show - for transaction ID where applicable.

12. Credit Notes and Refunds

Scenario	Recommended handling
Invoice generated but unpaid	Issue credit note and apply it against receivable.
Customer already paid	Issue credit note, then record refund/payment adjustment according to company policy.
Order cancelled before invoice	Adjust order/pricing before billing if allowed.
Small rounding or bank difference	Use Difference adjustment with notes.

Credit notes reduce receivable. They are not the same as a cash refund unless payment is actually returned.

13. Receivable Do / Do Not

Do

• Confirm invoice totals include SST before receiving.
• Match payment date and bank statement date carefully.
• Keep receipt proof if required.
• Use the received list to verify partial allocations.

Do not

• Do not receive against a non-generated invoice.
• Do not match the same receipt twice.
• Do not force a date mismatch without reviewing the warning prompt.
• Do not delete/alter historical receipts without a finance reason.

14. Payables Overview

Payables manage supplier bills, payable approvals, payments, and reconciliation.

Typical process:

1. Create supplier bill manually or via upload/OCR.
2. Review bill details and line items.
3. Approve if your workflow requires approval.
4. Make payment or record Difference adjustment.
5. Reconcile the payment against bank statement lines.

15. Create Supplier Bill

Open Payables -> Create.

With invoice upload/OCR

1. Upload supplier invoice in the accepted format.
2. Wait for OCR extraction.
3. Review supplier, invoice number, date, tax, and amount.
4. Correct any OCR errors manually.
5. Save the supplier bill.

Do

• Always review OCR output before saving.
• Confirm amount includes tax where applicable.
• Attach the original invoice if required by policy.

Do not

• Do not assume OCR is final accounting truth.
• Do not create duplicate supplier bills for the same supplier invoice.

16. Payable Payment

Use Make Payment for actual supplier payment.

Required checks:

• supplier bill is valid;
• payment date is correct;
• bank/cash account is correct;
• allocated bills are correct;
• amount paid matches intended settlement;
• attachment/proof is uploaded if required.

Payable Difference

Use Difference for payable settlement adjustment only.

• No bank account.
• No bank transaction.
• Notes are required.
• Posts through payable difference/write-off income account.

17. Payable History and Payment Detail

Payment numbers should be clickable from:

• Payables -> History;
• supplier bill payment history;
• Bank Reconciliation -> Payable Reconciliation List.

Payment detail should show:

• payment number/date;
• supplier;
• method/reference;
• amount paid;
• allocated amount;
• remaining credit;
• allocated bills with clickable links;
• attachments;
• reconciliation matches;
• notes and creator.

18. Bank Reconciliation Overview

Bank Reconciliation matches system finance records to imported bank statement lines.

Main tabs:

• Bank Statement Lines;
• Receivable Reconciliation List;
• Payable Reconciliation List.

19. Bank Statement Lines

Import statement

1. Open Bank Reconciliation.
2. In Bank Statement Lines, click Import Bank Statement.
3. Upload one file only.
4. Accepted formats: .xlsx, .xls, .csv.
5. Click import and wait for the progress to finish.
6. Check upload history for success or failed status.
7. Review statement lines.

Template

Use Download Template to prepare import data. The system calculates balance/net amount; do not upload a manual balance column unless the template requires it.

Amount rules

• Debit is positive.
• Credit is negative in net calculation.
• Net amount = debit minus credit.

Example:

Debit	Credit	Net Amount
414.46	12,486.02	-12,071.56

Statement line actions

Action	Function
Match	Matches statement line to receivable/payable record.
Unmatch	Removes existing match after confirmation.
Download import history	Downloads uploaded statement lines including matched/unmatched status.
Delete import	Removes an uploaded batch only if all related lines are unmatched.

20. Receivable Reconciliation List

Use this tab to match received customer payments to bank statement lines.

Filters

Filter	Use
Receivable No	Search one receivable reference.
Invoice No	Search invoice/credit note number.
Received Date Range	Select received date start/end.
Amount Range	Enter amount from/to in one range control.
Customer	Searchable multi-select customer filter.
Bank Account	Filter by receiving account.
Status	Filter matched/unmatched.

Table behavior

• One line per receivable number where applicable.
• Invoice No appears before Receipt No.
• Order No is not shown in reconciliation table.
• Amount should match receipt/invoice total logic including tax.
• Received Amount and Balance Amount help review partial settlement.

Matching rule

If bank statement date differs from received date, the system should show a warning modal. Review before confirming.

21. Payable Reconciliation List

Use this tab to match supplier payments to bank statement lines.

Filters

Filter	Use
Payment No	Search payment reference.
Supplier	Searchable multi-select supplier filter.
Payment Date Range	Select payment date start/end.
Allocated Bills	Search linked supplier bill numbers.
Amount Range	Enter amount from/to in one range control.
Bank Account	Filter by payment account.
Status	Filter matched/unmatched.

Table behavior

• Payment No opens payment detail in a new tab.
• Allocated Bills open supplier bill detail in a new tab.
• Amount Paid and Balance should be visible.
• Matched rows should show Unmatch only.
• To match again, unmatch first.

22. Match and Unmatch Controls

Match

Use Match when the bank statement line and finance record represent the same transaction.

Before matching, compare:

• amount;
• bank account;
• date;
• customer/supplier;
• reference number;
• receipt/payment number.

If date differs, review the warning prompt before continuing.

Unmatch

Unmatch requires confirmation. After unmatching, the row can be matched again.

Do not unmatch reconciled historical records unless you have a clear finance reason.

23. Reconciliation Common Errors

Issue	Cause	Fix
Upload reaches 100% but no lines appear	Import failed silently, unsupported format, or parser error.	Check upload history; re-upload using template.
Amount range filter not working	From/to range invalid or not submitted together.	Enter both range values and reload.
Match button still shown after matched	Status not refreshed or match did not save.	Reload tab and check status.
Date mismatch warning	Statement date differs from receipt/payment date.	Confirm if bank posting delay is expected.
Cannot delete upload batch	Some lines are matched.	Unmatch all related lines first.

24. Customer Statements and Aging

Use customer statements and aging to review outstanding receivables.

Check:

• customer;
• invoice/credit note number;
• due date;
• outstanding amount;
• aging bucket;
• payment status.

If a customer shows unexpected outstanding amount, inspect:

1. generated invoices;
2. credit notes;
3. receipts;
4. difference adjustments;
5. bank reconciliation matches.

25. Billing Email Templates

Billing email templates support separated tokens instead of one summary block.

Common tokens:

• document number;
• invoice date;
• due date;
• billing month;
• total amount;
• customer company name;
• tenant company name;
• credit note number where applicable.

If multiple invoices/credit notes are sent together, document numbers are listed cleanly across lines.

26. Finance Permissions and Controls

Restrict these permissions to finance/admin users:

• cost visibility;
• internal cost summary;
• invoice generation;
• credit note generation;
• receivable adjustment;
• payable payment;
• bank reconciliation;
• bank statement import/delete;
• document archive export;
• storage/archive controls.

27. Finance Do / Do Not Summary

Do

• Generate invoices only after order pricing is correct.
• Confirm tax/SST totals before receiving payment.
• Use credit notes for invoice reductions.
• Use Difference adjustment only with notes.
• Reconcile bank records regularly.
• Keep document exports for archive/e-invoice preparation where required.

Do not

• Do not treat quotations as receivables.
• Do not receive payment against missing invoices.
• Do not upload unsupported bank statement formats.
• Do not match bank lines without checking amount/date/account.
• Do not delete uploaded statement batches after matching unless all matches are removed.
• Do not use OCR output without manual review.