Statuses, Corrections, Search, and Troubleshooting
Accounting status controls what can change and whether a record affects balances. Buttons are shown only when the current status and the user's permission allow the action.
Common List Controls
Accounting lists use the standard Forkiva table pattern: search, filter panel, sortable column headers, pagination, row opening, and permitted row/bulk actions. Search normally covers the record number/reference/name and related party. Filters are specific to the page and commonly include branch, status, date range, account, supplier/customer, currency, source/event, type, and active state.
Date filters are inclusive and use the named business date—Bill Date, Payment Date, Occurred At, Business Date, or As Of—not necessarily record creation time. Clear stale filters if a record seems missing. Status chips identify attention: Draft/Pending needs action, Exception/Failed/Blocked/Difference needs investigation, and Posted/Closed/Completed shows completed work.
Status Rules
For controlled records, the general pattern is:
text
Draft/Prepared → Submit → Pending Approval → Approve → Post/Execute/Close
↘ Reject
Posted/Closed → Reverse/Reopen with reason (when permitted)Submitting freezes evidence for a checker. Approving authorizes the next financial action but does not always post it. Posted is the point at which the ledger changes unless the feature explicitly combines approval/posting.
Ledger, Calendar, Banking, and Reconciliation Statuses
| Record | Statuses and meaning |
|---|---|
| Journal | Draft: editable/no effect. Posted: in balances. Reversed: linked opposite entry neutralizes it. Void: controlled cancellation. Failed: posting did not complete and needs investigation. |
| Fiscal year | Draft, Open, Closing, Closed, or Archived. |
| Accounting period | Open, Soft Locked, Locked, or Closed. Close-run workflow is tracked separately. |
| Period close run | Draft: tasks in progress. Pending Approval: frozen for checker. Rejected: correct and resubmit. Closed: posting restricted. Reopened: controlled correction allowed. |
| Close task | Pending or Completed; task completion is evidence, not a journal. |
| Year-end close | Draft → Pending Approval → Posted; Rejected and Reversed are controlled alternatives. |
| Cash transfer | Draft → Approved → Posted; Void cancels/reverses. Only Posted changes both financial accounts. |
| Bank import | Uploaded → Parsed or Failed → Reconciled. Parsing creates statement lines, not ledger entries. |
| Statement line | Unmatched, Suggested, Matched, or Ignored. Matching/ignoring does not post the original transaction. |
| Reconciliation | Draft → Balanced → Approved/Locked; Reopened permits correction. Difference must be zero for balanced approval. |
Customer, Supplier, and Treasury Statuses
| Record | Statuses and next action |
|---|---|
| Customer collection case | Open, Payment Promised, Disputed, Escalated, Pending Write-off, Resolved, Written Off. Only approved write-off changes receivable/expense. |
| Supplier bill | Draft → Approved/Posted; Void reverses posted effect. |
| Supplier payment | Draft → Posted; Void reverses payment, allocations, and related accounting subject to remittance restrictions. |
| Supplier credit | Draft → Approved/Posted; Void reverses credit/stock/tax evidence. |
| Supplier match | Pending → Matched or Exception; Overridden records accepted exception. No direct ledger effect. |
| Supplier statement | Draft → Reconciled or Exception. Statement correction does not rewrite supplier bills/payments. |
| Payment proposal | Draft → Pending Approval → Approved → Processing → Completed; Rejected/Cancelled alternatives. Only execution creates supplier payments. |
| Expense claim | Draft → Pending Approval → Approved → Posted → Paid; Rejected/Void alternatives. Posting creates payable; reimbursement settles it. |
| Petty-cash transaction | Draft → Pending Approval → Approved → Posted; Rejected/Void alternatives. |
Cheque and Cash Custody Statuses
| Record | Statuses |
|---|---|
| Cheque | Draft, Pending Approval, Approved, Issued or Received, Deposited, Cleared, Returned, Cancelled. Available lifecycle events depend on incoming/outgoing direction. |
| Cash deposit bag | Prepared, Handed Over, In Transit, Deposited, Reconciled; Variance, Lost, or Cancelled are controlled exception paths. |
A physical handover or cheque event can create accounting evidence at a different stage from approval. Always open the detail page and confirm the linked journal rather than assuming a status affected balances.
Asset, Schedule, Inventory, and Restaurant Statuses
| Record | Statuses |
|---|---|
| Fixed asset | Draft, Active, Fully Depreciated, Disposed, Void. Activation/capitalization, depreciation, lifecycle posting, and disposal change the ledger. |
| Asset lifecycle request | Draft → Pending Approval → Approved → Posted; Rejected alternative. |
| Asset policy | Future, Active, Superseded; versions affect new/future assets only. |
| Accounting schedule | Draft, Active, Completed, Superseded, Void. Posted/Scheduled/Void also apply to individual lines. |
| Costing policy | Draft → Pending Approval → Approved; Rejected/Superseded alternatives. |
| Landed cost / provision | Draft → Pending Approval → Approved → Posted; Rejected/Reversed alternatives. |
| Sales summary | Draft → Validated → Posted → Void. |
| Production batch | Draft → Posted → Void. |
Planning, FX, Intercompany, Consolidation, and Tax Statuses
| Record | Statuses |
|---|---|
| Plan | Draft, Pending Approval, Approved, Locked, Rejected, Superseded, Archived. Plans never post journals. |
| Allocation run | Prepared, Pending Approval, Approved, Posted, Rejected, Reversed. |
| FX rate/revaluation workflow | Draft, Pending Approval, Approved, Rejected, Posted, Reversed as applicable. |
| Foreign open item | Open, Partially Settled, Settled. Settlement posts realized FX. |
| Intercompany | Draft, Submitted/Pending Approval, Approved, Matched and Posted, Rejected, Reversed. |
| Consolidation | Draft, Prepared, Approved, Rejected, Closed, Reversed. Runs do not rewrite company books. |
| Tax period | Open, Prepared, Filed, Closed; reopening creates controlled new evidence. Tax return versions are Draft, Pending Approval, Approved, Rejected, Filed. |
| Withholding certificate | Issued, Remitted, Void. Remittance reversal restores Issued. |
| E-invoice | Ready, Submitted, Processing, Accepted, Rejected, Retry Scheduled, Cancellation Pending, Cancelled, or Failed. |
| External export | Pending, Completed, Failed. No ledger effect. |
Posting and Reliability Statuses
Posting logs are Pending, Processing, Posted, Skipped, Failed, or Blocked. Health runs are Running, Completed, or Failed. Control-reconciliation runs are Running, Completed, Completed with Differences, or Failed, and their items are Reconciled, Difference, Blocked, or Not Applicable. Findings are Open, Acknowledged, Resolved, or Accepted Risk. Production evidence is Verified until revoked or expired.
Unposted Events use Open, Ignored, Resolved, or Retried, with Information, Warning, Error, or Critical severity. Ignored and Retried describe the handling decision; verify the linked journal or resolution evidence before treating the underlying accounting issue as complete.
Choosing the Correct Correction Method
| Method | Use it when | Result |
|---|---|---|
| Edit | Record is still Draft and its evidence is wrong. | Replaces draft values; no balance was affected. |
| Delete | Unused eligible draft/setup record can be removed. | No posted history is removed. System/used records may block it. |
| Reject | Submitted evidence should not proceed. | No posting; maker can correct or recreate according to feature. |
| Unmatch / Reverse Allocation | Bank or receipt was linked to the wrong record. | Restores unmatched/open and unapplied state without deleting evidence. |
| Void | A feature provides a controlled cancellation; posted records create reversing evidence. | Original remains and net balance is corrected. |
| Reverse | Posted journal/effect is wrong. | New opposite journal, reason, and link preserve history. |
| Reopen | Closed/reconciled work needs authorized correction. | Prior approval remains visible; record returns to a workable state. |
| New Version / Revision | Effective policy, plan, schedule, rule, return, or close evidence changed. | Old version remains; future or corrected version is explicit. |
| Write-off | Customer balance is genuinely uncollectible. | Receivable decreases and bad-debt expense increases after approval. |
Correction Examples
Wrong supplier bill amount while Draft: edit the line and save. After posting: void it with reason, then create the correct bill; do not edit its journal.
Payment allocated to the wrong customer invoice: reverse the allocation, then allocate the same receipt correctly. Do not create a second receipt.
Wrong bank match: reopen if locked, remove the match, and match the correct same-amount journal.
Posted journal uses the wrong expense account: reverse with a clear reason and post a corrected journal in an allowed period.
Closed-period error: follow policy—either post a current-period correction or request authorized reopening. Never alter a transaction date solely to bypass a close.
Important Validation and Messages
| Situation | Why it happens | Resolution |
|---|---|---|
| Required field missing | Form cannot identify or calculate the record. | Complete the highlighted field using source evidence. |
| Amount is zero/negative or exceeds available | Workflow requires a positive amount within open balance/quantity/funds. | Recheck bill, receipt, stock, allocation, or proposal amount. |
| Debit and credit not equal | Journal is unbalanced. | Correct lines until totals match. |
| Duplicate reference or overlap | Number/date/effective scope already exists. | Use the real unique reference or end the prior effective range. |
| Action unavailable in status | Record has not reached—or has passed—the required stage. | Complete the preceding action or use the correct correction path. |
| Closed period | Posting date is protected. | Use approved reopen or an open correction period. |
| Missing/inactive mapping | Source cannot resolve an active posting account. | Fix Account Mappings and retry. |
| Dimension rule failed | Required value is absent, prohibited, duplicated by type, or outside dates. | Correct dimensions or effective rule. |
| Currency/rate mismatch | Account, branch, source, or approved rate does not agree. | Select consistent currency evidence and approved rate. |
| Maker-checker conflict | Same user cannot independently approve controlled work. | Have another authorized checker review. |
| Evidence changed after submission | Source fingerprint or ledger totals no longer match frozen review. | Refresh/prepare a new snapshot and resubmit. |
| Reversal blocked by later activity | Exact restoration would invalidate later movements or periods. | Reverse/relocate later activity first or use an authorized adjustment. |
Safe Troubleshooting Order
- Open the record and note status, branch, dates, currency, amounts, and journal links.
- Review inline validation and current available actions.
- Compare source detail with Posting Log payload/error and Account Mapping diagnostics.
- Confirm the period, account, dimension, and approved-rate effective dates.
- Correct the source/configuration; retry only when the cause is resolved.
- Run the relevant control reconciliation and financial report.
- Record a reason/evidence for every override, risk acceptance, reopen, void, or reversal.
Never remove financial history to make totals match
Use the product's correction actions. Deleting database records, changing posted journal lines, or duplicating operational events can permanently damage audit and reconciliation evidence.