Follow a business document into the books.

Put it into a real working day

Take one correctly finalized sample invoice and inspect its related journal entry. Check the date, accounts and amounts. A draft document should not be treated as proof that a financial entry has posted.

Begin with the question you need answered

Are you investigating an invoice, an expense or an account balance over a period? Those are different questions. Write down the reference and the period before opening a report. This avoids comparing a current account balance with a filtered list of activity and assuming they should be identical.

Distinguish the operational record from its posting

A saved record can have a workflow state that affects whether and when it posts. Look at the source document, its status and the related journal. The important habit is tracing the connection rather than assuming every saved form has already affected the books.

Use the available views together

Review the ledger and statements, including cash flow, with the source transactions. Use comparative and budget views to frame a variance and subledger reconciliation to investigate differences. Frozen close packs preserve a reviewed reporting basis; they do not certify the accounts.

Treat corrections as business decisions

A reversal is not a cosmetic edit. Before using one, understand the source transaction and agree the correction with the person responsible for the accounts. Keep the reason clear. Repeatedly posting compensating entries without investigating the source can make the record harder to understand.

Keep professional judgment in the process

A business does not need to pretend it has a finance department, but it does need someone responsible for the books. Use software to organize evidence and questions for that person. AI-generated explanations should be checked against the records and should not be treated as tax advice or an audited statement.

A practical checklist for your next working week

Write down the source reference and period. Check the original workflow state. Compare the source with the posted journal. Ask for review before making a correction.

Related guides

• Review the ledger
• Record an expense

Before your next review

• Inspect Journal Entries alongside the source transaction.
• Set the reporting period and check the displayed context.
• Check the source workflow and posting state; saving a draft does not necessarily post it.
• Treat a reversal as a real accounting decision.
• Keep supporting documentation and professional review in the process.

Choose your next step

Read the related task guide, or ask us a question about the workflow your business needs.