- Receipt issuedMoney in. Counts immediately.
- Expense submittedMoney out. Counts immediately.
- ReviewedNazim, then auditor
- Period closedLocked, and a report is made
Submitting is what moves the money
An expense changes the balance the moment it is submitted, not when it is approved.
A draft expense changes nothing and is invisible to everyone else.
This surprises people. Approval is a judgement on a payment that has already happened, not permission to make it.
When the balance actually changes - DraftBalance untouched
- SubmitBalance drops here
- Approved or rejectedBalance does not move again
Nothing that has been posted is edited
A posted record is never changed and never deleted. A correction is a second record that cancels the first.
Something posted is wrong. What happens? What kind of wrong is it?
- The reviewer needs more information
- They ask for clarification, you answer, and it goes back to them.
- It was rejected and you can fix it
- Resubmit it with what was missing.
- It should never have been recorded
- Reverse it. A new, opposite record is written in the next open period and the two cancel out.
Both records stay visible forever. That is the audit trail, and it is why nothing is deleted quietly.
A closed period stays closed
Closing produces a report of the period exactly as it stood. Reopening needs two people to agree.
Reopening a closed period - Nazim asksWith a written reason
- The pocket above agreesIts Nazim approves
- The auditor agreesBoth are required
- Open againNeither approval alone is enough
If something goes wrong
- I submitted an expense by mistake. Can I take it back?
- Not by deleting it — it has already moved the balance. Ask the reviewer to reject it, or reverse it, and the pair will net to nothing.