Trade & Accounting

Inventory-to-Accounting Integration

Warehouse movements matched against e-invoices and delivery notes, then turned into accounting entries on their own.

Manual journal entry: 0 steps

Müşteri: Wholesale & Retail Trade

The problem

When stock lives in one system and accounting in another, the bridge between them is usually a person: movements pile up during the day and at month-end someone lines up the invoices, the delivery notes and the stock entries and writes the journal by hand. That bridge cracks in three places: the quantity on the invoice does not match what was delivered, goods arrive in stock without a delivery note, and which account a stock-count difference goes to depends on who is doing it. The result: closing takes days, the stock value and the ledger balance disagree, and when an audit asks, the reason behind each entry cannot be found.

The architecture we built

A matching layer with rules written in advance is placed between stock and accounting. Three-way document matching: the e-invoice, the delivery note and the physical stock entry are tied to the same record, and if quantity, unit price and VAT agree across all three, the record moves on by itself. Account rules: every type of stock movement is mapped to a debit and credit account; warehouse, product group, sales channel and VAT rate can all be used as conditions. Checked posting: the journal entry is only passed to the accounting system once debits and credits balance. A record that does not match produces no entry - it goes to an exception list, and who closed it, when and on what grounds is recorded.

The outcome

Writing entries by hand disappears; movements flow into accounting through the day, minutes apart. Month-end stops being a backlog to clear and becomes emptying the exception list. Because the gap between stock value and the ledger balance is always visible, a divergence is noticed on the day it happens rather than at month-end. And since every entry records which document and which rule produced it, audit and accountant requests are answered from one screen.

Manual journal entry: 0 steps

Screens from the system

Three-way matching: e-invoice, electronic delivery note and physical goods receipt side by side; a record that does not reconcile drops into the exception queue without producing an entry.

Account mapping rules: the debit and credit accounts each inventory movement type maps to in the statutory chart of accounts, with a preview of the resulting entry.

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