Discovering a large number of unapproved documents at the end of the month will cause repeated communication between the business department and the financial department. The monthly statement should not just be a close button, but should provide a list that can be checked in advance, indicating which records will affect the current period and which matters can be left for subsequent processing according to the rules.

How to arrange records and operations

List pending, unmatched and abnormal records respectively by purchasing, sales, inventory and cost, and support drilling down to source documents. Restrict related data to be modified directly after the period is closed. When corrections are truly needed, the authorized reopening or subsequent adjustment process will be followed, and the time and reason will be retained.

The monthly statement needs to state the conditions that prevent closing and the conditions that only prompt. For example, inventory documents pending approval may affect the balance, and purchase requisitions for future periods may not necessarily belong to the current period. The period status is judged by unified rules, and the mobile terminal, batch import and external interface all query the same results. When reopening, first list the affected reports and delivered records to confirm processing responsibilities. A new snapshot is generated after closing again, allowing financial personnel to compare the differences between this adjustment and the last closing.

Specific scenarios that need to be checked

For example, if the goods have been received at the end of the period but the acceptance has not been completed, personnel should be allowed to choose a processing method that is consistent with the company’s system instead of automatically ignoring it. The acceptance covers the supplementary recording, revocation and interface retry after the shutdown period, and checks whether each change is subject to consistent constraints to avoid page ban while the interface can still be written.