🧾 Accounting Module Guide
For Tenant Admins
The Accounting Module in Subrite helps you manage your company’s Accounts Receivable (AR) data — keeping track of open invoices, payments, credits, and refunds — with clear control over which months are open for editing and which are closed for reporting.
📅 Monthly AR Snapshots
At the end of every month, Subrite automatically captures:
- A snapshot of all open invoices, which includes both open invoices and credit notes.
- A snapshot of all open payments, which includes open payments, refunds, and rounding adjustments.
These snapshots represent the financial situation exactly as it looked at that time — even if payments, credits, or adjustments occur later.
You can think of them as photographs of your accounts receivable and open payments at month-end.
They ensure that you can always recreate a precise historical view of your AR position for any reporting month.
🔒 Locking and Unlocking Periods
🔹 What It Means
- Locked Periods: The data is frozen. You cannot make changes like payments, credit notes, or refunds for that month.
- Unlocked Periods: You can edit or add entries (for example, if a payment was received late).
🔹 When Periods Are Locked
- Locked manually by an accountant when the review for that month is complete.
- Once locked, the period becomes read-only, ensuring all reports remain accurate.
🔹 When Periods Are Unlocked
- Only manually unlocked by an accountant when adjustments are needed.
- After changes (like payments or refunds) are made, the period should be locked again to finalize.
- Subrite automatically shows a UI alert when a period remains open, reminding the accountant to close it.
🔹 Sequential Locking and Unlocking
Subrite enforces a chronological order for closing and reopening accounting periods to maintain data consistency:
- To unlock an earlier month, you must first unlock all later months.
Example: To unlock April, you must unlock May first. - To lock a later month, you must first ensure that all previous months are locked.
Example: To lock May, you must lock April first.
This sequence prevents gaps or overlapping changes between accounting periods, ensuring reports remain accurate and auditable.
💰 Handling Payments, Credits, and Refunds
When a period is locked, Subrite blocks new payments, refunds, or credit notes that belong to that period.
You’ll see a help text explaining that the period must be unlocked first.
Example:
If you try to register a payment dated March while March is locked — Subrite will prevent it and ask you to unlock the month first.
When unlocked:
- You can add or edit payments, credits, and refunds.
- Only transactions with dates inside that unlocked period are updated.
- Once finished, re-lock the period to finalize it again.
📊 Open Invoice Reports
The Open Invoice Report is automatically generated each time you close a month.
🔹 Summary Report
Shows total outstanding amounts grouped by invoice age:
- 0–30 days
- 31–60 days
- 61–90 days
- 90+ days
Includes outstanding invoice amounts and tax details per rate (e.g., 12%, 25%).
🔹 Detailed Report
Lists every open invoice and credit note with its customer, amount, and due date.
The report matches exactly with the summary totals.
🔹 Report Naming
Example:
Open invoice report “August 2025” 2025-09-05
📂 You can download reports in CSV or Excel format.
📊 Open Payment Reports
In addition to invoices, Subrite also generates an Open Payment Report for every closed month.
This report gives a full overview of all open payments, refunds, and rounding adjustments at the end of that period.
🔹 Summary Report
Summarizes open payment amounts by aging group and category:
- 0–30 days
- 31–60 days
- 61–90 days
- 90+ days
This helps accountants quickly identify unallocated or unmatched payments and refund balances.
🔹 Detailed Report
Shows each open payment, refund, and rounding adjustment, including:
- Member name
- Transaction date
- Payment source (e.g., manual, OCR, external import)
- Amount and currency
- Status and linked invoice (if any)
🔹 Report Naming
Example:
Open payment report “August 2025” 2025-09-05
📂 You can download reports in CSV or Excel format.
📈 Report Graphs and Insights
The dashboard graph helps visualize trends over time.
Order of filters and graph data:
- 0–30 days
- 31–60 days
- 61–90 days
- 90 days and older
Graph metrics:
- Open invoice (count)
- Open invoice (amount)
- Open payment (count)
- Open payment (amount)
⚙️ Period Workflow Summary
| Scenario | What You Can Do | System Behavior |
|---|---|---|
| Period Open | Register payments, credits, refunds | Updates AR snapshot in real time |
| Period Locked | View only | No changes allowed |
| Period Unlocked | Edit payments/credits/refunds | Changes update snapshot again |
| Relocked | Month finalized | Report regenerated automatically |
| Open Period Alert | Shown in UI | Reminds accountants to close the month |
| Sequential Rule | Must lock/unlock in order | Prevents inconsistent reporting periods |
🧩 Report History
In Admin → Open Invoice Reports or Open Payment Reports, you can view all historical month-end reports.
States:
- Period not closed yet:
“Period not closed. Close the period first.” - Period locked:
Download available for summary and detailed reports. - Unlocked period:
Editing allowed, report temporarily unavailable until re-locked.
📨 Notifications and Alerts
-
UI Alert for Open Periods:
When a period remains open, Subrite proactively displays an alert banner in the admin interface reminding the accountant to lock the period.
This keeps the workflow transparent and helps prevent accidental omissions. -
Import payment alerts:
Payments dated in locked months are skipped and included in the summary email/report for admin review.
🧾 Special Scenarios
- Late payments: If a payment is made after month-end but dated within the closed period, it updates the snapshot.
- Fully matched invoices: Once matched, they are excluded from open invoices reports.
- Fully matched payments: Once matched, they are excluded from open payments reports.
🕵️♀️ Audit Trail
Every action (snapshot creation, lock/unlock, rebuild, update) is automatically logged with:
- Who made the change
- When it happened
- What changed
This ensures a transparent and auditable financial history for every tenant.
📌 Key Benefits
- ✅ Accurate and auditable month-end reports
- ✅ Controlled editing with manual locking/unlocking
- ✅ Automatic UI alerts for open periods
- ✅ Sequential locking/unlocking ensures period consistency
- ✅ Transparent visibility on both open invoices and open payments
- ✅ Consistent data across invoices, payments, and credits
- ✅ Exports available in CSV and Excel formats
🧠 Best Practices
- Always close a period once reconciliation is done.
- Follow the chronological order when locking or unlocking months.
- Use unlock only when absolutely necessary.
- Review and re-lock promptly to maintain data integrity.
- Before locking, ensure all invoices are matched and payments registered.
📞 Need Help?
If something looks inconsistent (e.g., missing ledger entries or mismatched totals), please contact Subrite Support.
The accounting module includes automatic data checks and admin alerts, but manual verification before locking is always recommended.