Manual12 min read
Reference
One lookup surface: the ledger boundary, the posting cheat sheet, every status machine, the role matrix and a glossary.
ForWorkspace ownerFinanceOperationsWarehouseSalesProcurementPort & containersFleet & dispatchAdministratorExecutive
Posting cheat sheet
Every automatic posting in the product, in one table. Amounts convert to base currency at the stored rate.
| You do | Debits | Credits |
|---|---|---|
| Receive goods (PO fulfil) | 1300 Inventory | 2050 GRNI |
| Record supplier invoice | 2050 GRNI + 2310 Input VAT | 2000 Accounts Payable |
| Pay supplier | 2000 Accounts Payable | 1000 Cash or 1010 Bank |
| Issue sales invoice | 1200 AR (gross) | 4000 Revenue (net) + 2300 Tax |
| Record customer receipt | 1000 Cash or 1010 Bank | 1200 AR |
| Issue demurrage invoice | 1200 AR | 4100 Demurrage Income |
| Adjust, transfer or fulfil stock | — no journal — | — no journal — |
| Trip expense | 5000 Operating Expenses | 1000 Cash |
| Driver advance | 1100 Driver Advance Receivable | 1000 Cash |
| Settlement — clear advances | 5000 Operating Expenses | 1100 Driver Advance Receivable |
| Settlement — net pay | 5000 Operating Expenses | 1000 Cash |
| Settlement — refund | 1000 Cash | 5000 Operating Expenses |
| Bank cashbook — credit entered | 1010 Bank | Counter account (default 9000 Suspense) |
| Bank cashbook — debit entered | Counter account (default 9000 Suspense) | 1010 Bank |
| Petty cash OUT | 5000 Operating Expenses | 1000 Cash |
| Petty cash IN | 1000 Cash | 9000 Suspense |
| Prepaid purchase | 1400 Prepaid Expenses | 1010 Bank |
| Prepaid amortization | 5000 Operating Expenses | 1400 Prepaid Expenses |
| Accrual | 5000 Operating Expenses | 2100 Accrued Liabilities |
| Asset acquisition | 1600 Fixed Assets | 1010 Bank |
| Depreciation | 5100 Depreciation Expense | 1500 Accumulated Depreciation |
| Asset disposal | 1500 Accumulated Depreciation + 1010 Bank (+ loss) | 1600 Fixed Assets (+ gain) |
| Intercompany | 1150 Intercompany Due-from | 2150 Intercompany Due-to |
| Period close | Revenue accounts | Expense accounts + 3000 Retained Earnings |
Ledger boundary
| Action | Posts a journal? |
|---|---|
| Purchase order approval | No |
| Goods receipt | Yes |
| Sales order approval and fulfilment | No |
| Sales invoice issue | Yes |
| Stock adjustment, transfer, return | No |
| Container registration and status advances | No |
| Port documents issue, sign, deliver | No |
| Demurrage invoice issue | Yes |
| Trip create, update, delete | No |
| Trip expense create | Yes |
| Driver advance create | Yes |
| Settlement create | No |
| Settlement finalize | Yes |
| Bank account create | No |
| Bank reconciliation | No |
| AI approvals for invoice, expense or payment receipt | Yes |
| AI approvals for PO, sales order, customs, waybill | No |
| AI assistant and anomaly detection | No |
| Analytics and reports | No |
| All administration and settings pages | No |
Status machines
Purchase order : PENDING ─► PENDING_APPROVAL ─(ops gate)─(finance gate)─► APPROVED ─► FULFILLED
│ └─(Escalate)─► ESCALATED ─(CEO)─► APPROVED
└─(Reject)─────┘
any non-FULFILLED ─(Cancel)─► CANCELLED
Sales order : PENDING ─► PENDING_APPROVAL ─► APPROVED ─► FULFILLED (or ─► CANCELLED)
Sales invoice : DRAFT ─► PENDING_APPROVAL ─► ISSUED ─► PARTIALLY_PAID ─► PAID
└─(Void)─► VOID
Purchase invoice : ISSUED ─► PARTIALLY_PAID ─► PAID (or ─► VOID)
Container : AT_PORT ─► IN_TRANSIT ─► IN_WAREHOUSE ─► DELIVERED ─► RETURNED
Operation : OPEN ─► COMPLETED (or OPEN ─► VOID)
Document : DRAFT ─► ISSUED ─► SIGNED ─► DELIVERED (any ─► VOID)
Trip : Started ─► Completed ─► Settled (set manually)
Advance : Unsettled ─► Settled (set on settlement finalize)
Settlement : Pending ─► Finalized (journal posts on finalize)
AI task : PENDING ─► PROCESSING ─► PENDING_APPROVAL ─► COMPLETED | FAILED | REJECTED
Approval row : PENDING_APPROVAL ─► APPROVED | REJECTED | ESCALATED ─► RESOLVED (AI)
Demurrage : computed ─► DRAFT + queue ─(approve)─► ISSUED ─► PAYMENTRole matrix
| Area | CEO | CFO | COO | SALES_MANAGER | USER |
|---|---|---|---|---|---|
| Team and workspace settings | Full | — | — | — | — |
| Approval queue actions | Yes | Yes | Yes | — | — |
| AI Approvals | Yes | Yes | — | — | — |
| Sales invoice create | Yes | Yes | Yes | Yes | Yes |
| Sales invoice approve | Yes | Yes | — | Yes | — |
| Purchase order create | Yes | — | Yes | — | Yes |
| Purchase order ops gate | Yes | — | Yes | — | — |
| Purchase order finance gate | Yes | Yes | — | — | — |
| Purchase invoice and payment | Yes | Yes | — | — | — |
| Inventory master data | Yes | Yes | Yes | — | Yes |
| Inventory adjust and transfer | Yes | Yes | Yes | — | — |
| Trips, drivers, vehicles | Yes | — | Yes | — | Yes |
| Settlements | Yes | — | Yes | — | — |
| Containers and operations | Yes | Yes | Yes | — | Yes |
| Cashbook and bank accounts | Yes | Yes | — | — | — |
| Expense categories (create) | Yes | — | — | — | — |
| Alert rules | Yes | Yes | — | — | — |
| Audit logs | Yes | Yes | Yes | Yes | — |
Note
Employee-level detail
This table is a summary of the operating chapters. Where a chapter states a stricter rule — for example who may delete a warehouse — the chapter is authoritative.
Error message index
| Message or symptom | Likely cause | Where to fix |
|---|---|---|
| Missing chart-of-accounts entries for codes… | An account is missing or inactive | CH 02 — Chart of Accounts |
| No open accounting period found for date… | No open period covers the date | CH 02 — Accounting Periods |
| Journal entry is not balanced | A manual journal's debits do not equal credits | Correct the lines |
| Cannot close a period with unposted DRAFT journal entries | Draft journals exist | Post or void them, then close |
| No exchange rate configured from X to Y | A foreign pair has no rate | CH 02 — Exchange Rates |
| Insufficient stock for variant… | Not enough available-to-promise | CH 04 — receive, adjust or reduce the order |
| Cannot delete product/variant/warehouse with active stock | Stock is on hand, allocated or on order | CH 04 — clear the stock first |
| Insufficient stock in source warehouse | Transfer exceeds on-hand at the source | CH 04 — reduce or receive first |
| Cannot issue stock from empty warehouse | No stock row for that warehouse and variant | CH 04 — receive or adjust first |
| Duplicate line item for variant… | Same variant appears twice | Merge quantities into one line |
| Only PENDING purchase orders can be approved | Wrong status | CH 05 — submit or re-open |
| Operational approval must come before financial approval | Finance gate attempted first | CH 05 — COO approves first |
| Invoice subtotal exceeds the purchase order total | Over-invoicing | CH 05 — correct the invoice or the PO |
| Purchase order vendor/currency does not match the invoice | Mismatched link | CH 05 — match to the PO |
| Cannot pay an invoice whose purchase order is not approved | PO not approved | CH 05 |
| Only APPROVED orders can be fulfilled | Sales order not approved | CH 06 |
| Only issued invoices can receive payments | Invoice not issued | CH 06 |
| Receipt or payment exceeds outstanding balance | Overpayment | Reduce to the exact balance |
| Invalid status transition: X → Y | A container lifecycle step was skipped | CH 07 — advance one step at a time |
| A container with this number already exists | Duplicate container number | CH 07 |
| A <document> with this number already exists | Duplicate document number | CH 07 |
| Operation has no linked warehouse | Operation has no warehouse set | CH 07 — edit the operation |
| Vehicle or driver already assigned to trip… | Overlapping trip assignment | CH 08 — close the other trip |
| Advance exceeds driver's limit… | Cumulative unsettled advances over the limit | CH 08 — settle or raise the limit |
| Trip expense amount cannot be edited after posting | Editing a posted amount | CH 08 — delete and recreate |
| A finalized settlement already exists for this trip | Duplicate settlement | CH 08 — only one finalize per trip |
| Either debit or credit must be positive, but not both | Neither or both filled | CH 09 — enter exactly one |
| Cannot delete a reconciled entry | Entry already reconciled | CH 09 |
| Unsupported file type | Wrong upload format | CH 10 — use PDF, image or Excel |
| File already uploaded | Duplicate detected by hash | CH 10 — review the existing task |
| Please select a customer/vendor/invoice before approving | Entity not chosen | CH 10 — choose from the dropdown |
| Rate limit exceeded | Too many requests | Wait and retry |
| Only the CEO can invite members | Non-CEO inviting | CH 12 |
| Cannot remove the last CFO | Protecting the last finance approver | CH 12 — promote another CFO first |
| Base currency cannot be changed after transactions have been recorded | Ledger already exists | CH 12 |
| This chat ID is already mapped to a member | Duplicate Telegram mapping | CH 13 — unmap first |
Glossary
- AR
- Accounts Receivable (1200) — money customers owe you.
- AP
- Accounts Payable (2000) — money you owe suppliers.
- ATP
- Available To Promise — on hand minus allocated. What a new sales order can commit.
- Allocated
- Stock reserved by an approved sales order that has not yet shipped.
- Base currency
- The single currency every book value and report converts to. Locked once the first journal entry exists.
- Demurrage
- The charge for a container held beyond its free time. Income posts to 4100 only when the invoice is ISSUED.
- Detention
- The clock that starts when a container leaves the port (gate-out) and stops when it is returned.
- Double-entry
- Every posting has equal total debits and credits. The system enforces this.
- GRNI
- Goods Received Not Invoiced (2050) — the liability raised when goods arrive, cleared when the supplier invoice is recorded.
- Idempotent
- Repeating the same business event does not create a duplicate journal.
- Ledger boundary
- The line between operational records (which do not post) and financial postings (which do).
- Movement
- A single stock change — RECEIPT, ISSUE, ADJUSTMENT, RETURN or AI_INGESTION.
- On order
- Quantity committed on an approved purchase order and not yet received.
- Posting
- Writing a balanced journal entry to the General Ledger. Posted entries are reversed, never edited.
- Suspense
- Account 9000 — the default counter leg for cashbook and petty cash entries until they are reclassified.
- SKU / variant
- The sellable, stockable unit. Stock is tracked at the variant, never the product.
- Three-way match
- Purchase order, goods receipt and supplier invoice agreeing. GRNI nets to zero when they do.
When you need help
Check the error index above first — it routes most messages to the chapter that fixes them. If the problem is not listed, note the module, the form you were on, the exact message and the date you were working with; those four details resolve most support questions on the first pass.
Note
Requesting a change
If an operational action should post to the ledger and does not, or a report is missing, raise it as a change request. Deliberate, specified changes keep the books trustworthy.