Common Business Workflows

This guide provides detailed, step-by-step workflows for the most common business processes in BigLedger. These workflows are industry-agnostic and apply to businesses of all sizes and types.

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Financial Workflows

Bank Reconciliation Process

Objective: Match your bank statement with BigLedger records to ensure accuracy and identify discrepancies.

Prerequisites:

• Bank statements (physical or electronic)
• Access to Financial Accounting module
• Bank accounts configured in Chart of Accounts

Month-End Closing Procedures

Objective: Ensure all financial data is accurate and complete before closing the accounting period.

Prerequisites:

• All transactions for the month are entered
• Bank reconciliations completed
• Access to Financial Accounting module

Step-by-Step Process:

1. Pre-Closing Checklist

   • Navigate to Financial Accounting → Period Management → Pre-Close Checklist
   • Review each item and mark as complete:
     • ✅ All invoices entered and posted
     • ✅ All payments recorded
     • ✅ Bank reconciliations completed
     • ✅ Inventory counts finalized (if applicable)
     • ✅ Accruals and prepayments recorded

2. Generate Trial Balance

   • Go to Reports → Financial Reports → Trial Balance
   • Select the month-end date
   • Review for unusual balances or missing accounts
   • Export to PDF for records

3. Record Adjusting Entries

   • Navigate to Financial Accounting → General Journal
   • Click New Entry for each adjustment needed:
     • Depreciation entries
     • Accrued expenses
     • Prepaid expense adjustments
     • Bad debt provisions
   • Enter description, debit/credit accounts, and amounts
   • Click Post for each entry

4. Final Review and Close

   • Generate final trial balance to verify adjustments
   • Go to Financial Accounting → Period Management → Close Period
   • Select the month to close
   • Click Close Period and confirm
   • System will lock all transactions for that period

Expected Results: Period is locked, and you can generate accurate month-end financial statements.

Generating Profit & Loss Statements

Objective: Create accurate P&L statements to analyze business performance.

Prerequisites:

• Chart of Accounts properly configured
• All transactions posted for the period
• Period closed (recommended but not required)

Detailed Steps:

1. Access Report Generator

   • Navigate to Reports → Financial Reports → Profit & Loss
   • Select Standard P&L template

2. Configure Report Parameters

   • Period: Select date range (monthly, quarterly, or yearly)
   • Comparison: Choose to compare with previous period or budget
   • Detail Level: Select summary or detailed view
   • Currency: Choose reporting currency (if multi-currency)

3. Customize Report Layout

   • Click Format Options
   • Select account groupings:
     • Revenue accounts
     • Cost of Goods Sold
     • Operating Expenses
     • Other Income/Expenses
   • Choose percentage calculations (% of revenue)

4. Generate and Review

   • Click Generate Report
   • Review key metrics:
     • Gross Profit Margin
     • Operating Profit
     • Net Profit
   • Check for unusual variances or trends

5. Export and Distribute

   • Click Export → PDF for presentations
   • Use Excel format for further analysis
   • Set up Scheduled Reports for automatic generation

Best Practices:

• Compare with budget and previous periods
• Analyze significant variances
• Include supporting schedules for major expense categories

Accounts Management

Accounts Receivable Collection Process

Objective: Systematically manage customer payments and reduce outstanding receivables.

Prerequisites:

• Customer invoices posted
• Payment terms configured
• Access to Sales & CRM module

Collection Workflow:

1. Generate Aging Report

   • Go to Sales & CRM → Customer Management → Aging Report
   • Run report for current date
   • Review customers by aging buckets:
     • Current (0-30 days)
     • 31-60 days overdue
     • 61-90 days overdue
     • Over 90 days overdue

2. First Contact (Day 31)

   • Filter aging report to show 31-60 day bucket
   • For each customer:
     • Click Customer Name to view details
     • Click Send Statement button
     • Select Past Due Notice template
     • Add personal message if needed
     • Click Send Email

3. Follow-up Actions (Day 61)

   • Review 61-90 day aging bucket
   • Click Log Activity for each customer
   • Record phone call attempts:
     • Date and time of call
     • Person contacted
     • Response/promise to pay
     • Next follow-up date
   • Set Payment Plan if agreed

4. Escalation Process (Day 91+)

   • Review 90+ day bucket
   • For each account:
     • Click Account Actions → Place on Hold
     • Send Final Notice before collection
     • Create Collection Case if no response
     • Consider Write-off for uncollectible accounts

Automation Tips:

• Set up automatic reminder emails at 30, 60, 90 days
• Use workflow rules to assign collection tasks
• Generate weekly aging reports for management review

Accounts Payable Management

Objective: Efficiently manage vendor payments while optimizing cash flow and taking advantage of discounts.

Prerequisites:

• Vendor bills entered and approved
• Payment methods configured
• Access to Purchasing module

Payment Processing Workflow:

1. Review Bills Due

   • Navigate to Purchasing → Bill Management → Bills Due
   • Filter by due date (next 7 days recommended)
   • Sort by vendor to group payments

2. Take Advantage of Early Payment Discounts

   • Click Discount Available filter
   • Review terms (e.g., 2/10 net 30)
   • Calculate net savings vs. cash flow impact
   • Prioritize high-value discount opportunities

3. Create Payment Batch

   • Select bills to pay using checkboxes
   • Click Create Payment Batch
   • Choose payment method:
     • Check printing
     • Electronic transfer
     • Credit card
   • Verify total amount and number of payments

4. Process Payments

   • For Check Payments:
     • Load check stock in printer
     • Click Print Checks
     • Record check numbers
   • For Electronic Payments:
     • Review bank account details
     • Click Submit for Processing
     • Save confirmation numbers

5. Post Payment Batch

   • Review payment batch summary
   • Click Post Payments
   • Generate payment register report
   • File supporting documentation

Cash Flow Optimization:

• Schedule payments on due dates (not early unless discount)
• Group payments by vendor for efficiency
• Monitor cash flow forecasts before processing large batches

Customer Onboarding Process

Objective: Set up new customers efficiently with all required information and credit terms.

Prerequisites:

• Customer information collected
• Credit application completed (if applicable)
• Access to Sales & CRM module

Onboarding Steps:

1. Create Customer Record

   • Navigate to Sales & CRM → Customer Management → New Customer
   • Enter basic information:
     • Company name and legal name
     • Primary contact details
     • Physical and billing addresses
     • Phone, email, website
   • Assign Customer Number (auto-generated or manual)

2. Configure Financial Settings

   • Set Payment Terms (Net 30, 2/10 Net 30, etc.)
   • Establish Credit Limit based on credit application
   • Select Price Level if using tiered pricing
   • Assign Tax Settings based on location
   • Choose Preferred Currency for international customers

3. Set Up Communication Preferences

   • Configure Invoice Delivery:
     • Email (preferred)
     • Print and mail
     • Customer portal access
   • Set Statement Frequency (monthly, quarterly)
   • Choose Marketing Preferences (newsletters, promotions)

4. Create Customer Portal Access

   • Click Portal Access tab
   • Generate login credentials
   • Set permissions:
     • View invoices and statements
     • Make online payments
     • Download documents
   • Send welcome email with login instructions

5. Document and Approve

   • Upload credit application and supporting documents
   • Route for Credit Approval if required
   • Set Customer Status to Active once approved
   • Schedule first follow-up contact

Verification Checklist:

• ✅ All contact information verified
• ✅ Credit terms approved and documented
• ✅ Tax settings configured correctly
• ✅ Portal access tested
• ✅ Welcome package sent

Administrative Workflows

User Access Control Setup

Objective: Configure secure user access with appropriate permissions for each role.

Prerequisites:

• Admin access to system
• Understanding of user roles and responsibilities
• Company organizational chart

User Setup Process:

1. Define User Roles

   • Navigate to Administration → User Management → Roles
   • Review standard roles:
     • Administrator (full access)
     • Accounting Manager (financial modules)
     • Bookkeeper (data entry, limited reports)
     • Sales Representative (CRM only)
     • Warehouse (inventory modules)
   • Create custom roles if needed

2. Create User Account

   • Go to Administration → User Management → New User
   • Enter user details:
     • Full name and employee ID
     • Email address (used for login)
     • Department and manager
     • Start date and status

3. Assign Permissions

   • Select Primary Role from dropdown
   • Configure Module Access:
     • Financial Accounting (view/edit/approve)
     • Sales & CRM (view/edit)
     • Purchasing (view/edit/approve)
     • Inventory (view/edit)
     • Reports (which reports can be accessed)
   • Set Data Restrictions:
     • Company/branch access
     • Customer/vendor restrictions
     • Amount limits for approvals

4. Configure Security Settings

   • Set Password Requirements:
     • Minimum length and complexity
     • Expiration period
     • Two-factor authentication
   • Define Login Restrictions:
     • IP address limitations
     • Time-based access
     • Concurrent session limits

5. Testing and Training

   • Create test login credentials
   • Verify access permissions work correctly
   • Provide user training on their specific functions
   • Document any custom procedures for the role

Security Best Practices:

• Follow principle of least privilege
• Regularly review and update permissions
• Implement approval workflows for sensitive operations
• Monitor user activity through audit logs

Document Approval Workflows

Objective: Implement consistent approval processes for financial documents to ensure proper controls.

Prerequisites:

• Approval hierarchy defined
• User permissions configured
• Document types identified for approval

Workflow Configuration:

1. Set Up Approval Rules

   • Navigate to Administration → Workflow Management → Approval Rules
   • Create rules for each document type:
     • Purchase Orders
     • Invoices
     • Expense Reports
     • Journal Entries
     • Budget Modifications

2. Define Approval Hierarchy

   • For each rule, set approval levels:
     • Level 1: Direct supervisor (amounts up to $1,000)
     • Level 2: Department manager (amounts up to $10,000)
     • Level 3: Executive approval (amounts over $10,000)
   • Configure Parallel Approval for documents requiring multiple signatures

3. Configure Notification Settings

   • Set up Email Notifications for:
     • Pending approvals
     • Approval granted/denied
     • Escalation warnings
   • Configure Dashboard Alerts for approvers
   • Set Escalation Rules for overdue approvals

Document Submission Process:

1. Submit for Approval

   • User creates document (e.g., purchase order)
   • Clicks Submit for Approval
   • System routes to appropriate approver based on amount and type
   • Email notification sent to approver

2. Approval Process

   • Approver receives notification
   • Reviews document details and supporting information
   • Options available:
     • Approve: Document moves to next level or processing
     • Reject: Returns to originator with comments
     • Request Changes: Allows modifications before re-submission

3. Final Processing

   • Once all approvals obtained, document status changes to “Approved”
   • Automatic processing begins (e.g., PO sent to vendor)
   • Audit trail maintained for all approval actions

Monitoring and Reporting:

• Generate weekly reports on pending approvals
• Track approval times by department
• Review rejected documents for process improvements

Audit Trail Review Process

Objective: Regularly review system audit trails to ensure data integrity and compliance.

Prerequisites:

• Audit logging enabled
• Admin access to audit reports
• Understanding of key business processes

Monthly Audit Review:

1. Access Audit Reports

   • Navigate to Administration → Audit Management → Audit Reports
   • Select date range (previous month)
   • Choose report type:
     • User Activity Report
     • Data Modification Report
     • Financial Transaction Log
     • System Access Report

2. Review Key Activities

   • User Login Patterns:
     • Unusual login times or locations
     • Failed login attempts
     • Concurrent sessions from different IPs
   • Data Modifications:
     • Changes to master data (customers, vendors, items)
     • Modifications to posted transactions
     • Deletions of important records
   • Financial Activities:
     • Large transactions or adjustments
     • Changes to bank account information
     • Modifications to user permissions

3. Investigate Anomalies

   • For suspicious activities:
     • Click View Details to see full transaction history
     • Review Before/After values for data changes
     • Check User Comments for modification reasons
     • Cross-reference with business justifications

4. Document Findings

   • Create Audit Summary Report
   • Document any policy violations found
   • Record corrective actions taken
   • Update procedures if needed to prevent future issues

Compliance Checklist:

• ✅ All financial transaction changes have valid business reasons
• ✅ User access patterns align with work schedules
• ✅ No unauthorized data modifications
• ✅ All required approvals obtained for significant transactions
• ✅ Segregation of duties maintained

Advanced Operations

Multi-Currency Transaction Management

Objective: Handle transactions in multiple currencies while maintaining accurate exchange rate tracking.

Prerequisites:

• Multiple currencies enabled in system
• Exchange rate sources configured
• Understanding of functional vs. foreign currency

Currency Setup and Configuration:

1. Enable Multi-Currency

   • Navigate to Administration → Company Setup → Currency Settings
   • Set Functional Currency (your primary reporting currency)
   • Click Add Currency for each foreign currency needed
   • Configure Exchange Rate Sources:
     • Manual entry
     • Automatic feeds (recommended)
     • Bank rates

2. Set Up Exchange Rate Tables

   • Go to Financial Accounting → Currency Management → Exchange Rates
   • Review current rates for all active currencies
   • Set up Rate Types:
     • Spot rate (for most transactions)
     • Average rate (for P&L items)
     • Historical rate (for balance sheet items)
   • Configure Auto-Update Schedule (daily recommended)

Transaction Processing:

1. Foreign Currency Sales

   • Create invoice in Sales & CRM → Invoice Management
   • Select customer and Currency (defaults to customer’s currency)
   • Enter amounts in foreign currency
   • System displays Functional Currency Equivalent using current rate
   • Post Invoice - system records both foreign and functional amounts

2. Foreign Currency Payments

   • When payment received, go to Financial Accounting → Payments
   • Enter payment in original transaction currency
   • System calculates Exchange Gain/Loss based on rate differences
   • Posts automatic journal entry for gain/loss

3. Period-End Revaluation

   • Navigate to Financial Accounting → Currency Management → Revaluation
   • Select Balance Sheet Date
   • System revalues all foreign currency balances at current rates
   • Review Unrealized Gain/Loss report
   • Post revaluation entries to general ledger

Best Practices:

• Update exchange rates daily
• Use forward contracts for large exposure
• Monitor exchange gain/loss trends
• Consider natural hedging opportunities

Fixed Asset Management

Objective: Track and depreciate fixed assets in accordance with accounting standards and tax requirements.

Prerequisites:

• Fixed asset categories defined
• Depreciation methods configured
• Chart of accounts includes asset and depreciation accounts

Asset Setup Process:

1. Configure Asset Categories

   • Navigate to Financial Accounting → Fixed Assets → Asset Categories
   • Set up categories with:
     • Useful Life (years)
     • Depreciation Method (straight-line, accelerated, etc.)
     • Asset Account (where cost is recorded)
     • Depreciation Account (accumulated depreciation)
     • Expense Account (monthly depreciation expense)

2. Add New Asset

   • Go to Fixed Assets → Asset Register → New Asset
   • Enter asset details:
     • Asset Name and description
     • Asset Category (auto-fills depreciation settings)
     • Purchase Date and Cost
     • Vendor and Purchase Order reference
     • Location and Responsible Employee

3. Configure Depreciation

   • Review auto-populated depreciation settings
   • Modify if needed:
     • Salvage Value (residual value at end of life)
     • Depreciation Start Date
     • Method Override (if different from category default)
   • Set up Tax Depreciation if different from book depreciation

Monthly Depreciation Process:

1. Run Depreciation Calculation

   • Navigate to Fixed Assets → Depreciation → Calculate Depreciation
   • Select Period (current month)
   • Click Calculate to compute monthly depreciation
   • Review Depreciation Schedule report

2. Post Depreciation Entries

   • Review calculated amounts for reasonableness
   • Click Post Depreciation to create journal entries
   • Verify entries in General Ledger:
     • Debit: Depreciation Expense
     • Credit: Accumulated Depreciation

3. Generate Reports

   • Asset Register: Current book values of all assets
   • Depreciation Schedule: Future depreciation amounts
   • Asset Additions/Disposals: Monthly activity summary

Asset Disposal Process:

• Navigate to asset record and click Dispose
• Enter disposal date and proceeds (if any)
• System calculates gain/loss on disposal
• Posts automatic entries to remove asset and accumulated depreciation

Tax Configuration and Reporting

Objective: Configure tax settings to automatically calculate and report various tax obligations.

Prerequisites:

• Understanding of applicable tax jurisdictions
• Tax registration numbers available
• Chart of accounts includes tax liability accounts

Tax Setup Configuration:

1. Configure Tax Jurisdictions

   • Navigate to Administration → Tax Management → Tax Jurisdictions
   • Add each applicable jurisdiction:
     • Federal/National taxes
     • State/Provincial taxes
     • Local taxes (city, county)
   • For each jurisdiction, enter:
     • Tax rates and effective dates
     • Tax registration numbers
     • Filing frequencies
     • Due dates

2. Set Up Tax Types

   • Go to Tax Management → Tax Types
   • Configure each tax type:
     • Sales Tax (charged to customers)
     • Use Tax (on purchases when vendor doesn’t charge)
     • VAT/GST (value-added tax systems)
     • Withholding Tax (on payments to vendors)
   • Link to appropriate General Ledger Accounts

3. Configure Tax Rules

   • Navigate to Tax Management → Tax Rules
   • Set up rules for automatic tax calculation:
     • Product-based (different rates for different items)
     • Location-based (ship-to address determines rate)
     • Customer-based (exempt customers, different rates)
   • Test rules with sample transactions

Monthly Tax Reporting Process:

1. Generate Tax Reports

   • Go to Reports → Tax Reports
   • Select report type and period:
     • Sales Tax Summary (by jurisdiction)
     • Use Tax Report (items purchased without tax)
     • VAT Return (input vs. output VAT)
     • Tax Liability Detail (supporting transactions)

2. Review and Reconcile

   • Compare report totals to General Ledger balances
   • Investigate any discrepancies:
     • Missing transactions
     • Incorrect tax rates
     • Manual adjustments needed
   • Create Adjusting Entries if required

3. File Tax Returns

   • Export reports in required format (PDF, Excel, XML)
   • Complete jurisdiction-specific tax forms
   • Submit returns by due dates
   • Record Tax Payments in system

Compliance Best Practices:

• Update tax rates when they change
• Maintain backup documentation for all tax calculations
• Set up calendar reminders for filing due dates
• Regular review of tax rules and exemptions

Data Management Workflows

Data Import/Export Procedures

Objective: Efficiently transfer data in and out of BigLedger while maintaining data integrity.

Prerequisites:

• Data in compatible format (CSV, Excel)
• Mapping of source fields to BigLedger fields
• Backup of current data

Data Import Process:

1. Prepare Import File

   • Download Import Template from Administration → Data Management → Import Templates
   • Map your data columns to template columns:
     • Required fields (marked with *)
     • Optional fields
     • Data format requirements (dates, numbers)
   • Validate data quality:
     • Remove duplicate records
     • Verify required fields are populated
     • Check data formats and lengths

2. Import Data

   • Navigate to Data Management → Import Data
   • Select Data Type (customers, vendors, items, transactions)
   • Upload prepared file
   • Review Field Mapping screen:
     • Verify source columns map to correct BigLedger fields
     • Set Default Values for unmapped required fields
     • Configure Duplicate Handling (skip, update, create new)

3. Validate and Process

   • Click Validate Import to check for errors
   • Review Validation Report:
     • Data format errors
     • Missing required fields
     • Duplicate records found
   • Correct errors in source file if needed
   • Click Process Import when validation passes
   • Monitor Import Progress and review completion summary

Data Export Process:

1. Configure Export

   • Go to Data Management → Export Data
   • Select Data Type and Date Range
   • Choose Export Format:
     • CSV (for general use)
     • Excel (for analysis)
     • XML (for system integration)
   • Select Fields to Include (or use predefined templates)

2. Generate and Download

   • Click Generate Export
   • System processes request and sends notification when complete
   • Download file from Export History
   • Verify exported data completeness

Best Practices:

• Always test imports with small data sets first
• Keep backup copies of import files
• Document field mappings for future use
• Schedule regular exports for backup purposes

Getting Help

If you encounter issues with any of these workflows:

1. Check Prerequisites: Ensure you have completed all setup requirements
2. Review Error Messages: Most error messages provide specific guidance
3. Consult User Permissions: Verify you have access to required modules and functions
4. Contact Support: Use the in-system help chat or submit a support ticket

For additional training materials and video demonstrations of these workflows, visit the Training Resources section.