- Operating fact
- Order, dispatch document, item and counterparty
- Control before posting
- Period, agreement, price, warehouse, quantity and required details
- Records created
- Revenue, cost of goods sold, inventory movement and settlements under the project rules
- Who resolves the exception
- Sales, warehouse or finance - according to the blocking reason
Skip to main contentSALE · Sale and dispatch BUY · Purchase and receipt MOVE · Inventory transfer PAY · Cash and bank 01 · Document 02 · Validation 03 · Posting 04 · Journal and ledger 05 · Turnover and balance STOCK CASH AR/AP FX DOC · Check 01 INV · Check 02 BANK · Check 03 FX · Check 04 ADJ · Check 05 01 · Revenue 02 · Cost of goods sold 03 · Gross profit 04 · Operating expenses 800+ 28 000+ 30+ Discuss accounting
ERP · DOCUMENTS AND ACCOUNTING
ERP and Accounting
Distribution documents move through operational records, the ledger, period close and management reporting inside the agreed Smartup scope.
ONE SOURCE FACT
Accounting starts with the document - not repeated entry.
A sale, purchase, inventory transfer or payment passes the agreed controls and becomes the source for inventory, cash and accounting entries. Finance can trace the source document, posting status and owner of an exception.- Operating fact
- Supplier, receipt document, batch, cost and taxes within the agreed scope
- Control before posting
- Legal entity, agreement, currency, warehouse and match to accepted goods
- Records created
- Inventory, supplier liability and the agreed attributable costs
- Who resolves the exception
- Purchasing, warehouse or accounting - by discrepancy type
- Operating fact
- Source warehouse, destination warehouse, batch, quantity and movement date
- Control before posting
- Available stock, permitted locations, document status and open period
- Records created
- Agreed inventory movements with batch and value traceability intact
- Who resolves the exception
- Warehouse process owner and financial controller
- Operating fact
- Payment, account, counterparty, currency, purpose and supporting document
- Control before posting
- Access rights, amount, currency, open period and link to the obligation
- Records created
- Cash movement, settlements and accounting entries
- Who resolves the exception
- Treasury or accounting under the agreed responsibility matrix
POSTING WITH TRACEABILITY
Trace a general-ledger line back to its source document.
The trace shows debit and credit, posting rule, period, author and source record. A correction or reversal keeps its reason and decision history.The operating fact is recorded with its legal entity, date, currency and transaction lines.
- Control trail
- Number, version, author and related documents
- Accountable role
- Business-operation owner
The system checks required data, the open period, access rights and agreed posting rules.
- Control trail
- Validation result and blocking reason
- Accountable role
- Role accountable for the exception
The rule creates inventory, cash and accounting entries for the selected project scope.
- Control trail
- Rule version and the resulting set of entries
- Accountable role
- Chief accountant or financial controller
Entries reach the journal and general ledger under the approved chart of accounts and dimensions.
- Control trail
- Accounts, dimensions, debit, credit and source link
- Accountable role
- Accounting
Turnover and balances become the basis for reconciliation, period close and management reporting.
- Control trail
- Period, opening balance, turnover and closing balance
- Accountable role
- CFO or chief accountant
INVENTORY, CASH AND SETTLEMENTS
Four accounting areas reconcile before period close.
Each subledger keeps its own detail but reconciles against the common document chain and general ledger. A difference is investigated in the accounting area that owns it - not hunted manually across files.Inventory and cost
- What is controlled
- Batches, storage locations, movement, valuation and agreed attributable costs
- Control check
- Quantity and value remain traceable to the movement document
- Result for finance
- Reconciled inventory balance and cost basis
Cash and bank
- What is controlled
- Bank accounts, cash desks, payments, statements and transaction purpose
- Control check
- The cash record is linked to its basis, counterparty and period
- Result for finance
- Reconciled cash movements and balances
Counterparty settlements
- What is controlled
- Receivables, payables, payments, offsets and counterparty documents
- Control check
- Amount and due date are explained by the chain from source document to settlement
- Result for finance
- Reconciled customer or supplier position
Currencies and revaluation
- What is controlled
- Transaction currency, rate, functional currency and open positions
- Control check
- The exchange rate and revaluation rule match the date and project scope
- Result for finance
- Explainable exchange differences and revaluation entries
CONTROLS BEFORE CLOSE
Close the period only after the agreed accounting controls.
The close sequence is configured for the agreed scope: finance checks posted documents, inventory and cash records, revaluation and adjustments. The required controls and close permissions are agreed during implementation.PERIODEXAMPLE CONTROL SEQUENCE5 AREAS
Document posting
- Control scope
- Documents in the selected period and their posting status
- What to reconcile
- No unexplained document is missing its expected accounting entries
- Readiness condition
- The set of posted and excluded documents has been confirmed
Inventory and cost
- Control scope
- Movements, balances, batches and the agreed valuation rules
- What to reconcile
- Quantities and values are explained by posted documents
- Readiness condition
- Inventory records are ready for period totals
Cash and bank
- Control scope
- Cash records, bank accounts, cash desks and agreed supporting documents
- What to reconcile
- Movements and balances are matched to the journal and counterparties
- Readiness condition
- The period’s cash records are reconciled in the agreed scope
Revaluation
- Control scope
- Open foreign-currency positions, date, rate and revaluation rule
- What to reconcile
- Parameters match the selected period and project configuration
- Readiness condition
- The agreed revaluation entries are created and checked
Adjustments and reversals
- Control scope
- Adjustment and reversal entries within the selected period
- What to reconcile
- Every entry keeps its reason, author and permitted change method
- Readiness condition
- The set of adjustments is confirmed before close
CONFIGURABLE MANAGEMENT FORMAT
Map the P&L structure to the agreed chart of accounts.
Finance configures each management-report line, its mapped accounts and available analytical dimensions. Verification starts from journals and the general ledger; drill-down to a source document depends on the project data model and configured links.MANAGEMENT P&L
- Line definition
- Period income under the approved management-report structure
- Account and dimension mapping
- Selected revenue accounts and available project dimensions
- How it is verified
- Through journal and general-ledger turnover; to the document when the link is configured
- Decision supported
- Which channels and customers explain the revenue change?
- Line definition
- Period cost under the agreed inventory-valuation rules
- Account and dimension mapping
- Selected cost accounts and available inventory dimensions
- How it is verified
- Through turnover and valuation entries in the agreed accounting model
- Decision supported
- What explains the change in gross margin?
- Line definition
- Calculated line from the approved revenue and cost measures
- Account and dimension mapping
- Line formula and available analytical report dimensions
- How it is verified
- Through the component lines and linked general-ledger turnover
- Decision supported
- Where does performance differ from the selected period or plan?
- Line definition
- Period expenses under the approved management-report categories
- Account and dimension mapping
- Selected expense accounts and available responsibility dimensions
- How it is verified
- Through the journal, general ledger and configured supporting links
- Decision supported
- Which owner and transaction explain the expense?
PROJECT READINESS
Five decisions before configuring the ERP and accounting scope.
The first scope is defined through documents and accountability: which legal entities are included, where master data is owned, which rules create entries and what qualifies the period as ready to close.- 01
Legal-entity scope
Select the companies, countries, currencies, business units and periods for the first release.
- 02
Data ownership
Define the system of record, exchange direction and error owner for master data and documents.
- 03
Accounting rules
Agree the chart of accounts, dimensions, posting, adjustment, reversal and change permissions.
- 04
Close criterion
Define required reconciliations, blocking exceptions, approving roles and the reopen procedure.
- 05
Country boundary
Record which accounting, tax, statutory-reporting and exchange requirements are in and out of scope.
Product boundarySmartup ERP and Accounting is configured for the agreed legal entities, country and project scope. Smartup does not claim universal tax compliance, coverage for every country or default replacement of every ERP: country charts of accounts, statutory reports and tax processes are confirmed during implementation. Finance & AR separately controls credit limits, pre-shipment decisions and collections; ERP and Accounting records the agreed cash and accounting entries and period close.
For the go-live decision
What usually blocks the decision
Evaluate the traceable path from source document to accounting record, period close and management report for the selected country and project boundary.
Does Smartup replace every existing ERP?
No. Discovery selects either the native Smartup ERP core or integration with the existing accounting system.
Is tax accounting supported in every country?
Not by default. Country forms, rules and exchanges are confirmed and estimated for the specific project.
How does accounting connect to distribution execution?
Source documents, inventory, payments and settlements create agreed accounting records and remain traceable to reporting.
Platform scale
The module runs on Smartup’s shared data model
Shared customer, outlet and SKU master data connects each operation with sales, inventory, finance and analytics.
active mid-sized and large companies in Central Asia
daily active users
confirmed integrations
Define the accounting project scope
Tell us about your legal entities, country, documents and current ERP. We will discuss data ownership and the operations, entries and checks included in the project.