Financial Accounting Module

1. Module Overview

The Financial Accounting Module is the financial backbone of BigLedger. It handles every accounting transaction — from journal entries and payment vouchers to bank reconciliation and financial reporting. It is the destination where all other modules post their financial impact.

Business Value:

• Real-time financial position visible at any moment — no waiting for month-end closing
• Complete audit trail from source document to general ledger entry
• Multi-currency and multi-entity support for regional and international operations
• Integrated budgetary controls prevent unauthorized spending before it happens

2. Key Concepts & Terminology

3. Included Applets

Core Accounting

Payments & Receipts

Receivables & Payables

Reconciliation & Controls

Budgets & Investments

Tax & Compliance

4. Standard Business Workflows

Workflow 1: Procure-to-Pay (Supplier Payment)

Purchase Invoice ──▶ Payment Voucher Creation ──▶ Approval ──▶ Bank Payment ──▶ Reconciliation
    (from Purchasing)      (Finance team)         (Manager)     (Auto-post)    (Bank Recon Applet)

Steps:

1. A Purchase Invoice arrives from the Purchasing Module.
2. Finance creates a Payment Voucher in the Payment Voucher (Internal) Applet, referencing the invoice.
3. The PV goes through the configured approval workflow.
4. Once approved, payment is executed and the transaction auto-posts to the General Ledger.
5. When the bank statement arrives, the payment is matched in the Bank Reconciliation Applet.

Workflow 2: Order-to-Cash (Customer Collection)

Sales Invoice ──▶ Receipt Voucher ──▶ Auto-Post to GL ──▶ Bank Reconciliation
  (from Sales)     (Finance team)       (System)           (Monthly)

Steps:

1. A Sales Invoice from the Sales Module creates a customer receivable.
2. When payment arrives, Finance creates a Receipt Voucher in the Receipt Voucher (Internal) Applet.
3. The GL is updated automatically — debit Bank, credit Accounts Receivable.
4. The deposit is matched during Bank Reconciliation.

Workflow 3: Monthly Close Process

Cut-off ──▶ Accrual Entries ──▶ Bank Recon ──▶ Aging Review ──▶ Trial Balance ──▶ Financial Reports

Steps:

1. Finance closes the cut-off date — no new transactions for the closed month.
2. Accrual journal entries are posted via the Ledger & Journal Applet.
3. All bank accounts are reconciled using the Bank Reconciliation Applet.
4. AR/AP aging is reviewed in the Debtor & Creditor Report Applet.
5. Trial Balance is generated and reviewed for accuracy.
6. Final Balance Sheet, P&L, and Cash Flow Statement are generated from the Financial Report Applet.

5. Roles & Permissions

6. Prerequisites / Initial Setup

Before going live with Financial Accounting, ensure:

• Core Module is fully configured (Organisation, COA, Cashbook, Tax Codes)
• Opening balances are imported (see the detailed Opening Balance Process below)
• All bank accounts are registered as Cashbooks
• Approval workflows for Payment Vouchers are configured via Workflow Design Applet
• Budget structure is defined (if using budgetary controls)
• Financial report templates are configured in the Financial Report Applet
• SST registration details are entered (for Malaysian entities)

Opening Balance Process

Purpose

The Opening Balance Process is used to bring forward balances from the previous accounting or inventory records into the current system. This process ensures the new system reflects accurate stock, receivables, payables, cash, and ledger balances after the company transitions into the new environment.

Note: Some balances may only be available after the previous period’s transactions are finalized or audited. These can be entered progressively once confirmed.

Overview

Opening balance setup involves transferring existing data for the following areas:

Step-by-Step Process

1. Stock Balance Upload

• Purpose: To import all item quantities and cost values from the old system into the new system before go-live.
• Timing: Perform this process before go-live, after confirming all stock balances from the previous system.
• Preparation:
  • Create One time supplier in Supplier Applet
  • Export item balance report from old system separately for each branch/location
  • Include: Item Code, Description, Quantity, Unit Cost, Total Value, serial number, and branch.
  • Ensure item codes are exactly the same between both systems.
  • For serialized items, include:
    • Serial Number column.
    • Number of serial numbers = quantity count.
  • Prepare the import file in the system’s purchase invoice template format.

Updating of the purchase invoice template

Branch Code, Transaction Date, Currency, HDR Reference and Entity Code:

• Enter the branch code (check the correct branch code from organization applet branch listing)

• Set the transaction date to 2024-12-31.
• Put OPENING BALANCE for HDR Reference.
• Put MYR for the currency column.
• Put ONE TIME SUPPLIER for the Entity code (Create the ONE TIME SUPPLIER in Supplier Applet First).
• Put the UOM based on your Item list in Bigledger (PCS or UNIT or Others).

Item Details:

• Update the following columns copy from old system reports to PINV Template:
  • Item Code
  • Quantity
  • Serial Number - use comma (,) to separate the serials numbers in one cell
  • UNIT_PRICE_INCL_TAX

Finalizing the Purchase Invoice upload file

Validate Data:

• Ensure all headers, quantities, costs, and serial numbers are accurate and up to date.
• Extra columns must be deleted.

Export and Import to Bigledger

• Export as CSV

  • Download the updated template as csv

  

• Import to Bigledger

  • Open Purchase Invoice (Internal) Applet
  • Click Import File
  • Click + button
  • Drag or upload the exported csv format file and submit

  

Checking the data

• After upload you may able to check the error by clicking into imported file (true means uploaded, false mean failed, you can scroll to right to check the error msg in red)

• Open Purchase Invoice (Internal) menu, and the uploaded csv file saved as Draft mode
• Click into check the line items details, and FINAL it once confirm

• You can open stock availability report applet to check the stock balance

Common Mistakes to Avoid

• Mismatched item code
• Forgetting to include serial numbers for serialized items.
• Number of serial numbers doesn’t match with item quantity

2. AR Balance (Customer outstanding) Upload

• Purpose: The AR Balance Upload process is used to bring forward customer outstanding balances from the previous system into the new system. Their purpose is to ensure that any post-go-live customer payments are correctly applied against prior outstanding balances.

• Timing: The upload is typically performed after go-live but after disabling e-invoice submission. This ensures no conflicts with automatic e-invoice submission.

• Preparation:

  • Disable e-invoice submission for the relevant companies in the Organization Applet.

  

  • Create OPENING BALANCE item In Doc item maintenance applet (Service type item).
  • Create Opening Cashbook and Opening Settlement method for each company in Cashbook Applet - this will be used for outstanding receipt voucher upload.
  • Export Customer outstanding from previous system / EMP
    • EMP Customer:
    • Navigate: Reports → Manager Reports → CC-07 Historical Transaction Aging Analysis
    • Select one branch
    • Set data date (e.g., 31 May 2025) - closing date (cutoff date for migration)
    • Export using CSV2

  

Filtering of the Data

• Open CSV in Excel or Google Sheets
• Apply filters and sort Document (Column A) A → Z
• Create separate tabs for:
  • Sales Invoice (Sales Invoice (Internal) Applet)
  • Sales Credit Note (Internal Sales Credit Note Applet)
  • Receipt Voucher (Receipt Voucher (Internal) Applet)
• Prepare upload templates for each document type.

Updating of Sales Invoice Template

Sales Invoice - Will be uploaded to Sales Invoice (Internal) Applet

• Branch code- Please follow the Branch code in BLG
• DOC_CURRENCY always MYR
• SETTLEMENT_OR_ITEM_CODE - OPENING BALANCE
• QTY always 1
• UOM always PCS
• POSTING_STATUS - FINAL (if you put DRAFT, you need to final each doc manually in the applets)

Updating of Sales Credit Note Template

Sales Credit Note - Will be uploaded to Internal Sales Credit Note Applet

• Branch code and location code- Please follow the Branch code and Location code in BLG
• DOC_CURRENCY always MYR
• SETTLEMENT_OR_ITEM_CODE - OPENING-BALANCE
• QTY always 1
• UOM always PCS
• POSTING_STATUS - FINAL (if you put DRAFT, you need to final each doc manually in the applets)

Mapping of the data with BLG upload template

• Copy relevant columns from EMP/Previous system to Map with Upload template
  • Customer Code = ENTITY_CODE
  • Document Running Number = HDR_REF_NO
  • Other Ref = HDR_REMARKS
  • Date = TXN_DATE
  • Outstanding Amount = AMOUNT_INCL_TAX - (use ABS formula to make it positive if negative amount)
• Fill up the empty cells with DEFAULT data
• Delete empty columns and rows
• Then the file is ready for upload, you can download it as CSV and upload to Relevant Applets

Sales Invoice (Internal) Applet File import

Internal Sales Credit Note Applet File import

Receipt Voucher (Internal) Applet File import

Post-Upload Verification

• Open Debtor Report Applet → Debtor Outstanding Document Report
• Filter by Branch
• Filter by Transaction Date
• Group by Company Code and Document Short Code
• Verify total amounts match expected opening balances.

Common Issues

• Incorrect branch/location code
• Missing customer master records
• Negative amounts not converted using (ABS)
• Posting status left as DRAFT
• Empty cells or rows in upload CSV

3. AP Balance (Supplier outstanding) Upload

• Purpose: The AP Supplier Outstanding Upload process is used to bring forward supplier outstanding documents so the new system can offset any post-go-live payments against previous unpaid supplier bills.

• Timing:

  • After receiving the final supplier outstanding listing from the previous system.
  • After go-live, if suppliers continue to submit invoices late, or if final audited balances are only confirmed later.

• Preparation:

  • Disable e-invoice submission for the relevant companies in the Organization Applet. - Only required if Supplier need self billed e-invoice

  

  • Create OPENING BALANCE item In Doc item maintenance applet (Service type item) - can be used same item code used for AR Balance Upload
  • Create Opening Cashbook and Opening Settlement method for each company in Cashbook Applet - this will be used for outstanding Payment voucher upload - can be used same settlement code used for AR Balance Upload
  • Export Supplier outstanding from previous system / EMP
    • EMP Customer:
    • Navigate: Supplier > Creditors > Supplier Historical Transaction Aging Analysis
    • Select one branch
    • Set data date (e.g., 31 May 2025) - closing date (cutoff date for migration)
    • Export using CSV2

  

Filtering of the Data

• Open CSV in Excel or Google Sheets
• Apply filters and sort Document (Column A) A → Z
• Prepare upload templates for each document type.

Updating of PurchaseInvoice Template

Purchase Invoice - Will be uploaded to Purchase Invoice (Internal) Applet

• Branch code- Please follow the Branch code in BLG
• DOC_CURRENCY always MYR
• SETTLEMENT_OR_ITEM_CODE - OPENING BALANCE
• QTY always 1
• UOM always PCS
• POSTING_STATUS - FINAL (if you put DRAFT, you need to final each doc manually in the applets)

Updating of Purchase Debit Note Template

Purchase Debit Note - Will be uploaded to Purchase Debit Note (Internal) Applet

• Branch code and location code- Please follow the Branch code and Location code in BLG
• DOC_CURRENCY always MYR
• SETTLEMENT_OR_ITEM_CODE - OPENING-BALANCE
• QTY always 1
• UOM always PCS
• POSTING_STATUS - FINAL (if you put DRAFT, you need to final each doc manually in the applets)

Updating of Payment Voucher Template

Payment Voucher - Will be uploaded to Payment Voucher (Internal) Applet

• Branch code - Please follow the Branch code in BLG
• DOC_CURRENCY always MYR
• SETTLEMENT_OR_ITEM_CODE - ABC-Opening cashbook (for ABC Company only)
• QTY always 1
• UOM always PCS
• POSTING_STATUS - FINAL (if you put DRAFT, you need to final each doc manually in the applets)

Mapping of the data with BLG upload template

• Copy relevant columns from EMP/Previous system to Map with Upload template
  • Customer Code = ENTITY_CODE
  • Document Running Number = HDR_REF_NO
  • Other Ref = HDR_REMARKS
  • Date = TXN_DATE
  • Outstanding Amount = AMOUNT_INCL_TAX - (use ABS formula to make it positive if negative amount)
• Fill up the empty cells with DEFAULT data
• Delete empty columns and rows
• Then the file is ready for upload, you can download it as CSV and upload to Relevant Applets

7. FAQs & Troubleshooting

Q: The Trial Balance isn’t balancing. What should I check? A: First, verify all journal entries have matching debits and credits in the Ledger & Journal Applet. Then check for unposted or draft transactions that may need to be finalized.

Q: A Payment Voucher was approved but the bank balance hasn’t changed. Why? A: The PV records the accounting entry (debit Accounts Payable, credit Bank). The actual bank balance shown in Bank Reconciliation only updates when you import or enter the bank statement and match the transaction.

Q: How do I correct a posted journal entry? A: BigLedger does not allow editing or deleting posted entries (audit trail compliance). Instead, create a reversing journal entry in the same period, then post the corrected entry.

Q: Can I generate financial reports for a specific branch only? A: Yes. All financial reports support branch-level filtering. Use the branch selector in the Financial Report Applet to generate segmented reports.