Finance
Ledger Sync
What crosses to the accounting package, what stays here, and the rules that decide the account.
Nothing on this page is connected to an accounting package. There is no connection to Xero or MYOB in this system: what follows is the batch this ERP would hand over, and the state each document is in here.
Ready to hand over
366
$46.97M of receivables and payables
1 entities clear
Held here
6
Unmatched bills and the period journals, released with the close
4 bills not matched three ways
Would not map
5
Contacts and commitments the rule sets cannot place without a decision
$317k of it on overseas suppliers
Stays in this system
8
Record types with nothing to send, including the bank reconciliation
11 rule sets in force
The accounting package keeps
The general ledger, the chart of accounts, the bank feed, the reconciliation and the BAS.
- 1000 · Operating account, AUD
- 1010 · United States dollar account, USD
- 1020 · Euro account, EUR
This system is the record for
Everything operational: orders, works orders, batches, quality, stock, landed cost, purchase approvals and the supplier invoices themselves.
364 tax invoices · 6 supplier bills · 180 purchase orders · 7 shipments
What actually travels
Receivables, payables and two period journals, one direction, under the rule sets below.
21 account codes come back the other way, and nothing else is read.
What crosses and what stays
Record by record, with the system of record named.
| Record | System of record | Direction | What the ledger receives | Why |
|---|---|---|---|---|
| General ledger and chart of accounts | Accounting package | From the ledger | 21 account codes the rule sets map onto | Read only. Account codes are taken, never written. |
| Bank feed and bank statements | Accounting package | Stays put | n/a | The bank talks to the accounting package. Nothing here touches a bank. |
| Bank reconciliation | Accounting package | Stays put | n/a | Closing balance keyed in, transactions ticked off, fees and exchange variances entered on the spot. |
| BAS and tax | Accounting package | Stays put | n/a | GST is carried on the documents that cross; the return is prepared where the ledger is. |
| Payroll | Payroll package | Stays put | n/a | Its own journal goes to the ledger directly, not through here. |
| Tax invoices to customers | This system | To the ledger | One AR invoice per tax invoice, at its own currency and terms | Raised on despatch here, so the ledger never has to know about the order. |
| Customer receipts | This system | To the ledger | A payment allocated against the AR invoice | Allocation happens here, where the invoice is. The bank line is matched in the ledger. |
| Supplier bills | This system | To the ledger | One AP bill per document, per vendor, per cost leg | Captured and three-way matched here. Only matched bills cross. |
| Stock, work in process and cost of sales | This system | To the ledger | One journal per period against the five inventory control accounts | Movement by movement stays here. The ledger takes the period figure. |
| Fixed assets and depreciation | This system | To the ledger | One journal per month, 5 lines by asset class | The register is the subsidiary ledger; 1500 and 1510 are the control accounts. |
| Purchase orders and the delegation ladder | This system | Stays put | n/a | An order is a commitment, not a ledger entry. It crosses when it becomes a bill. |
| Works orders, batches and quality results | This system | Stays put | n/a | Nothing in a general ledger can hold a batch number or a fusion time. |
| Landed cost and the cost legs | This system | Stays put | n/a | The apportionment is done here; the ledger sees the finished value on the bills and the period journal. |
| Quotes, orders, despatches and certificates | This system | Stays put | n/a | Operational history. Kept and searchable, never posted. |
Rule sets
What has to be true here, and the account it lands on there.
| Rule | When | Becomes | Debit | Credit | Tax | Carrying |
|---|---|---|---|---|---|---|
| AR-01 | Tax invoice raised against an Australian account | AR invoice | 1100 Trade Debtors | 4000 / 4010 / 4020 by product family | GST 10% to 2200 | 294 invoices |
| AR-02 | Tax invoice raised against an export or intercompany account | AR invoice | 1100 Trade Debtors | 4000 / 4010 / 4020 by product family | GST free, export | 70 invoices, EUR and USD |
| AR-03 | Receipt entered and allocated against an invoice | Payment against the AR invoice | 1000 / 1010 / 1020 by the account it was banked to | 1100 Trade Debtors | n/a | None entered this session |
| AP-01 | Supplier bill matched to a goods leg, suffix A | AP bill | 1310 Raw Materials Control, at landed cost | 2100 Trade Creditors | GST 10% to 2210 where the supplier has an ABN | 5 bills |
| AP-02 | Supplier bill matched to a cost leg, suffix B or C | AP bill against that vendor, carrying the group number | 6100 Freight Inwards & Duty, absorbed into 1310 on receipt | 2100 Trade Creditors | GST 10% to 2210 | 1 bill |
| AP-03 | Bill priced away from the order it matched to | A separate line on the same AP bill | 5500 Purchase Price Variance | 2100 Trade Creditors | Follows the bill | 1 this period |
| AP-04 | Goods paid in full to release the bill of lading | AP bill and payment, before any goods receipt | 1340 Goods in Transit, cleared to 1310 on arrival | 2100 Trade Creditors | GST free, imported | 3 shipments prepaid |
| GL-01 | Period close, stock and work in process | One journal | 1310 / 1320 / 1330 / 1340 / 1350 | 5000, 5100, 5200, 5300 | n/a | July 2026, one journal |
| GL-02 | Period close, depreciation | One journal | 6400 Depreciation and amortisation | 1510 Accumulated depreciation | n/a | $86,192 a month |
| GL-03 | A foreign bill settled at a rate other than the month-end rate | A line on the payment | 8100 Realised FX Gain / (Loss) | 1010 / 1020 | n/a | 2 bills in USD or EUR |
| GL-04 | Bank fee, interest or an exchange variance found on the reconciliation | Entered in the accounting package, where the reconciliation is done | n/a | n/a | n/a | Not sent from here |
AP-01 and AP-02 are the pair that matter on an import: the same group number produces separate bills against separate vendors, so the ledger never sees one purchase order with three suppliers on it.
The batch, entity by entity
Prepared 03 Aug 2026. Prepared here, not sent anywhere.
| Entity | Prepared | Documents | Value | Ready | State |
|---|---|---|---|---|---|
| Sales invoices No drafts outstanding | 06:05 | 364 | $46,410,454 | 364 | Ready |
| Customer receipts Nothing entered since the last batch | 06:05 | 0 | $0 | 0 | Nothing to send |
| Supplier bills 4 not matched three ways, listed below | 06:05 | 6 | $555,636 | 2 4 held | Held |
| Stock, WIP and cost of sales One journal for July 2026, released when the period is locked | 06:05 | 1 | — | 0 1 held | Held |
| Depreciation 5 lines by asset class, released with the close | 06:05 | 1 | $86,192 | 0 1 held | Held |
| Corrections raised in this session No journals raised since the last batch | live | 0 | — | 0 | Nothing to send |
The two period journals stay held until July 2026 is locked, because a stock figure that is still moving is not a figure to post.
The bank reconciliation does not move
It is done where the bank data lives, and it already works.
- 1 The statement goes on screen
There is no bank feed. The statement is read as it arrives.
- 2 The closing balance is keyed in
That is the figure the reconciliation has to arrive at.
- 3 Transactions are ticked off
Against what the ledger already carries, one at a time, until it agrees.
- 4 Whatever is left is entered on the spot
A bank fee, interest, or an exchange variance. Posted where the reconciliation is being done.
What this system owes that process is a clean set of receivables and payables to tick against, and the three cash accounts agreeing.
| 1000 | Operating account | Australian dollar | $1,844,206.00 |
| 1010 | United States dollar account | United States dollar, at 1.5385 | US$218,840.00 |
| 1020 | Euro account | Euro, at 1.6529 | €96,420.00 |
Statement balances at 31 Jul 2026. The working is on Bank Reconciliation.
Would not map
Documents and contacts a rule set cannot place without somebody deciding once.
| What | Kind | Value | Why it will not map | What happens to it |
|---|---|---|---|---|
| Sasol Chemicals (Germany) GmbH | Supplier contact | $144k | No ABN. Germany supplier, invoices in EUR. | The ledger contact is created without an ABN and the tax code set to GST free, imported. Held until somebody says so once. |
| Kisuma Chemicals B.V. | Supplier contact | $173k | No ABN. Netherlands supplier, invoices in EUR. | The ledger contact is created without an ABN and the tax code set to GST free, imported. Held until somebody says so once. |
| 6 export and intercompany accounts | Customer contact | $2.33M | No ABN on the account, so the contact cannot be created with the Australian tax defaults. | Mapped to the export tax code. The intercompany accounts settle in USD and are revalued in the ledger at month end. |
| BILL-26-0424 | Supplier bill | $113,600 | PO-26-0635 is awaiting approval, so there is no approved commitment to post against. | Sits in the capture inbox until the order clears its delegation limit. Nothing crosses in the meantime. |
| BILL-26-0442 | Supplier bill | $73,200 | Quantity variance. Billed 60,000 kg of RM-6010 against 36,000 kg receipted. 24 t still to arrive. | Not sent. No rule can settle it, and a bill becomes payable the moment it lands in the ledger. |
Nothing here is dropped. A document that will not map stays in this system, on the module that raised it, until it can be placed.
The subsidiary ledgers behind these figures are on Aged Debtors (33 accounts, $7,100,987) and Aged Creditors (5 suppliers, $382,181), and every control account is proved on Ledger Reconciliation.