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The Financial Management module handles accounting operations including payment processing, receivables collection, account management, and financial reporting.

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Overview

Manage your organization’s finances with integrated accounts payable/receivable tracking, payment processing, and reconciliation tools.
Financial transactions automatically sync with business operations - purchases, sales, and payments all flow through the financial module.

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Module Components

Payment Out (付款单)

Record payments to suppliers and vendors

Collection In (收款单)

Record payments received from customers

Transfer (转账单)

Move funds between your own accounts

Advance Payment (预收款)

Record customer deposits and prepayments

Income/Expense (收支单)

Track other income and expenses

Account Management

Manage bank accounts, cash, and other financial accounts

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Account Management

Set up and manage financial accounts:

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Account Types

  • Bank Accounts: Company bank accounts for transfers and payments
  • Cash: Physical cash registers and petty cash
  • Payment Processors: Credit card merchant accounts, mobile payment accounts
  • Other: Investment accounts, escrow accounts

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Creating Accounts

Navigate: Financial > Accounts Fields:
  • Account name
  • Account number
  • Account type
  • Initial balance
  • Current balance (auto-calculated)
  • Bank name and branch
  • Serial number (internal tracking)
  • Status (enabled/disabled)
  • Remarks

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Account Balance Tracking

System automatically maintains account balances:
  • Initial balance (opening balance)
  • Income transactions (increase balance)
  • Payment transactions (decrease balance)
  • Current balance (real-time)

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Payment Out (Accounts Payable)

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Payment Process

1

Access Payments

Navigate to Financial > Payment Out to record payments to suppliers.
2

Create Payment

Click New or use Pending Payments button to see suppliers with outstanding balances.The “Pending Payments” feature shows:
  • Suppliers with unpaid balances
  • Total amount owed per supplier
  • Aging information
3

Select Supplier

Choose the supplier receiving payment. The system displays:
  • Current outstanding balance
  • Purchase documents with unpaid amounts
  • Payment history
4

Enter Payment Details

Configure the payment:
  • Document Number: Auto-generated (e.g., FK001)
  • Document Date: Payment date
  • Payment Account: Which account funds come from
  • Payment Amount: Amount being paid
  • Discount Amount: Early payment discount if applicable
  • Actual Payment: Total amount transferred
  • Financial Handler: Staff member processing payment
  • Linked Documents: Link to specific purchase documents
  • Remarks: Payment notes
5

Audit Payment

Save and audit the payment to:
  • Reduce supplier payable balance
  • Decrease payment account balance
  • Create payment record for reconciliation

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Payment Discounts

Handle early payment discounts: 
Purchase Invoice Total: $10,000
Payment Amount: $9,800
Discount Taken: $200
Actual Payment: $9,800
The discount amount:
  • Reduces supplier payable
  • Records as expense (payment discount)
  • Affects profit calculation
Discount amounts affect supplier payables but not the cash account - only the actual payment amount reduces cash.

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Collection In (Accounts Receivable)

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Collection Process

1

Access Collections

Navigate to Financial > Collection In to record customer payments.
2

View Pending Collections

Click Pending Collections button to see:
  • Customers with outstanding receivables
  • Total owed per customer
  • Aging analysis
  • Sales documents awaiting payment
3

Select Customer

Choose the customer making payment:
  • View current receivable balance
  • See unpaid sales documents
  • Review payment history
4

Enter Collection Details

Record the collection:
  • Document Number: Auto-generated (e.g., SK001)
  • Document Date: Receipt date
  • Receipt Account: Which account receives funds
  • Collection Amount: Amount received
  • Discount Amount: Discount given to customer
  • Actual Receipt: Total amount deposited
  • Financial Handler: Staff member processing
  • Linked Documents: Link to specific sales documents
  • Remarks: Collection notes
5

Audit Collection

Audit to:
  • Reduce customer receivable balance
  • Increase receipt account balance
  • Update customer payment history

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Collection Discounts

Offer payment discounts to encourage prompt payment: 
Sales Invoice Total: $5,000
Collection Amount: $4,900
Discount Given: $100
Actual Receipt: $4,900
The discount:
  • Reduces customer receivable
  • Records as expense (collection discount)
  • Shown in income statement
Collection discounts affect profit but the customer’s receivable is fully cleared.

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Account Transfers

Move funds between your own accounts:

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Transfer Process

1

Create Transfer

Navigate to Financial > Transfer and click New.
2

Configure Transfer

Set transfer details:
  • From Account: Source account (balance decreases)
  • To Account: Destination account (balance increases)
  • Transfer Amount: Amount to move
  • Transfer Date: When transfer occurs
  • Financial Handler: Staff responsible
  • Remarks: Transfer reason/notes
3

Audit Transfer

Audit to:
  • Decrease source account balance
  • Increase destination account balance
  • Create audit trail
Common Use Cases:
  • Move cash from store to bank
  • Transfer between bank accounts
  • Fund petty cash from main account
  • Consolidate accounts

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Advance Payments (Customer Deposits)

Record deposits received before delivery:

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Recording Advance Payment

1

Create Advance Payment

Navigate to Financial > Advance In when receiving customer deposit.
2

Enter Details

  • Select customer
  • Choose deposit account
  • Enter amount received
  • Record purpose/linked order
  • Add remarks
3

Audit Deposit

Audit to:
  • Record advance payment liability
  • Increase deposit account balance
  • Track against customer orders

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Applying Advance Payments

When processing the actual sale/delivery:
  1. In the sales delivery document
  2. Enter deposit amount to apply
  3. System:
    • Reduces amount due
    • Clears advance payment liability
    • Calculates remaining balance
Example: 
Sales Total: $8,000
Deposit Applied: $2,000
Balance Due: $6,000

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Income and Expense Items

Track non-trade income and expenses:

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Income Items (收入项目)

Record other income: Navigate: Financial > Item In Examples:
  • Interest income
  • Rental income
  • Asset sales
  • Service fees
  • Commission income
  • Rebates received
Process:
  1. Create income document
  2. Select income type/category
  3. Enter amount and account
  4. Link to supporting documents
  5. Audit to record income

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Expense Items (支出项目)

Record other expenses: Navigate: Financial > Item Out Examples:
  • Rent expense
  • Utilities
  • Office supplies
  • Professional fees
  • Insurance
  • Repairs and maintenance
  • Travel expenses
Process:
  1. Create expense document
  2. Select expense type/category
  3. Enter amount and payment account
  4. Attach receipts/invoices
  5. Audit to record expense

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Financial Handlers

Assign financial responsibility: Setup: Basic Data > Personnel > Financial Handlers Fields:
  • Handler name
  • Employee ID
  • Department
  • Responsibilities
  • Authorization limits
Usage: Assign handlers to financial documents for:
  • Accountability tracking
  • Authorization workflows
  • Performance monitoring
  • Audit trails

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Document Workflows

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Document Status Flow

Status Meanings:
  • Initial state after creation
  • Can be edited or deleted
  • Does not affect account balances
  • Does not affect payables/receivables

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Batch Operations

Process multiple financial documents simultaneously:

Batch Delete

Remove multiple unapproved documents

Batch Audit

Approve multiple documents at once

Batch Reverse

Unapprove multiple approved documents

Export

Download financial data to Excel

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Search and Filtering

Find financial documents efficiently: Basic Filters:
  • Document number
  • Date range
  • Customer/supplier
Advanced Filters:
  • Operator
  • Financial handler
  • Account
  • Document status
  • Linked sales/purchase document
  • Remarks

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Financial Reports

Access comprehensive financial reporting:

Account Report

Transaction history and balances for each account

Customer Account

Receivables aging and payment history per customer

Vendor Account

Payables aging and payment history per supplier

Buy In Report

Purchase analysis and supplier performance

Sale Out Report

Sales analysis and customer statistics

Retail Report

Retail sales performance and trends

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Account Reconciliation

Reconcile system accounts with bank statements:

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Reconciliation Process

1

Generate Account Report

Navigate to Reports > Account Report and select the account and date range.
2

Compare Transactions

Match system transactions with bank statement:
  • Check document numbers
  • Verify amounts
  • Confirm dates
  • Identify discrepancies
3

Investigate Differences

Common discrepancies:
  • Timing differences (checks not yet cleared)
  • Bank fees not recorded
  • Deposits in transit
  • Data entry errors
4

Make Adjustments

Create financial documents for:
  • Bank fees (expense item out)
  • Interest earned (income item in)
  • Corrections for errors
5

Confirm Balance

Verify adjusted balance matches bank statement ending balance.

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Multi-Account Transactions

Some transactions support multiple accounts:

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Split Payments

Pay a supplier using multiple accounts: Example: 
Total Payment to Supplier: $10,000

Payment Accounts:
- Bank Account A: $6,000
- Bank Account B: $3,000  
- Cash: $1,000
Each account’s balance decreases by the specified amount.

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Split Collections

Receive customer payment across multiple accounts: Example: 
Total Collection from Customer: $8,000

Receipt Accounts:
- Bank Transfer: $5,000
- Credit Card: $2,500
- Cash: $500

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Best Practices

Daily Reconciliation

Reconcile cash and bank accounts daily to catch errors quickly.

Link Documents

Always link financial documents to originating sales/purchase documents for complete audit trail.

Prompt Audit

Audit financial documents promptly to maintain accurate real-time balances.

Aging Monitoring

Review receivables and payables aging reports weekly to manage cash flow.

Handler Assignment

Always assign financial handlers to documents for accountability.

Discount Documentation

Document the reason for payment/collection discounts in remarks.

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Integration Points

Purchase Management

Purchase receipts create payables; payment documents reduce payables.

Sales Management

Sales deliveries create receivables; collection documents reduce receivables.

Retail Management

Retail sales automatically record cash receipts when audited.

Reporting

All financial data flows to profit & loss statements and balance sheets.

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Permissions

Control financial operations:
  • View Financial Data: See financial documents and reports
  • Create Payments: Record outgoing payments
  • Create Collections: Record incoming payments
  • Audit Documents: Approve financial transactions
  • Account Management: Create and modify accounts
  • View Reports: Access financial reports
  • Export Data: Download financial data
  • Reverse Audit: Unapprove approved documents

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Compliance and Audit

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Audit Trail

System maintains complete audit trail:
  • Document creation date and user
  • All modifications with timestamps
  • Audit approvals with date and user
  • Reverse audit history
  • Linked document relationships

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Document Numbers

Sequential numbering ensures:
  • No gaps in document sequence
  • Chronological tracking
  • Easy reference and lookup
  • Audit compliance

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Access Control

Restrict sensitive financial data:
  • Role-based permissions
  • Department/warehouse segmentation
  • Read-only vs. edit access
  • Approval authority limits

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