Worked example: a month in the books

This follows Bright Home Supplies through November 2026, from the first sale to the month-end reports. Every number matches the other pages of this guide. Practise in a training tenant; use the IDs your own system returns.

What happens in November

Date	What someone does	Module	Who
3 Nov	Posts invoice INV-0042 to Café Aroma, total 327.60	Invoicing	Farah
5 Nov	Posts supplier invoice PI-0019 from Kitchen Wholesale, 150.00	Purchasing	Farah
10 Nov	Allocates receipt PAY-0007, 200.00, to INV-0042	Payments	Farah
20 Nov	Posts supplier payment VP-0004, 150.00, to PI-0019	Purchasing	Farah
24 Nov	Allocates receipt PAY-0011, 127.60, to INV-0042	Payments	Farah
28 Nov	A cleaning invoice of 45.00 is accrued by an approved journal integration	—	—
1 Dec	Runs the month-end reports	Accounting	Nadia

The journals

None of these was typed in Accounting. Each was created by the action in the table above.

Journal	Date	Source	Debit	Credit	Amount
J1	3 Nov	SALES_INVOICE INV-0042	1100 Accounts Receivable	4000 Sales Revenue	327.60
J2	5 Nov	PURCHASE_INVOICE PI-0019	5000 Cost of Goods Sold	2010 Accounts Payable	150.00
J3	10 Nov	PAYMENT_ALLOCATION PAY-0007	1000 Current Assets	1100 Accounts Receivable	200.00
J4	20 Nov	VENDOR_PAYMENT VP-0004	2010 Accounts Payable	1000 Current Assets	150.00
J5	24 Nov	PAYMENT_ALLOCATION PAY-0011	1000 Current Assets	1100 Accounts Receivable	127.60
J6	28 Nov	Accrual	5100 General Expenses	2200 Accruals	45.00

Step 1: check a journal

Nadia wants to see how the first receipt was booked.

1. General ledger, From date 1 Nov, Through date 30 Nov, Account 1100, Run report.
2. On the 10 Nov line, she selects the Journal transaction link.
3. The journal shows Posted, source PAYMENT_ALLOCATION, Debit 1000 200.00, Credit 1100 200.00.

Step 2: trial balance

Trial balance, 1 Nov to 30 Nov, All business units, Run report.

Account	Debit	Credit	Closing
1000 Current Assets	327.60	150.00	177.60 Dr
1100 Accounts Receivable	327.60	327.60	0.00
2010 Accounts Payable	150.00	150.00	0.00
2200 Accruals		45.00	45.00 Cr
4000 Sales Revenue		327.60	327.60 Cr
5000 Cost of Goods Sold	150.00		150.00 Dr
5100 General Expenses	45.00		45.00 Dr
Total	1,000.20	1,000.20	Balanced

Check: Accounts Receivable and Accounts Payable are both zero: Café Aroma has paid in full and Kitchen Wholesale has been paid.

Step 3: profit and loss

Profit and loss, 1 Nov to 30 Nov.

Step 4: balance sheet

Balance sheet, as of 30 Nov.

	Amount
Total assets (1000)	177.60
Total liabilities (2200)	45.00
Total equity	0.00
Status	Unbalanced

Nadia expects this: 177.60 − 45.00 = 132.60, exactly the November profit, which is not yet in equity. The Reports-module balance sheet shows it as Current earnings and balances. See Why it says Unbalanced.

Step 5: receivables

Receivables aging, aged to 1 Dec: Café Aroma does not appear, because INV-0042 is fully paid. Customer statements for Café Aroma, November: invoice 327.60, payments 200.00 and 127.60, closing balance 0.00.

Month-end checklist

Check	Where	Expected
Trial balance balances	Trial balance	Balanced
Receivables in the ledger equal the aging total	Trial balance 1100 vs Receivables aging total	Equal (both 0.00 here)
Payables in the ledger equal unpaid supplier invoices	Trial balance 2010 vs Purchasing	Equal (both 0.00 here)
Balance sheet gap equals the period's profit	Balance sheet vs Profit and loss	132.60 both
Money account agrees with the bank statement	Trial balance 1000 vs the bank	Reconciled outside Trade Manager

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