npo-accounting-ikiwiki/UseCases/TrackingDocumentation.mdwn
2013-11-13 10:09:43 -05:00

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# Tracking Documentation on Accounting Transactions
While [[double entry accounting|UseCases/DoubleEntryAccounting]] transactions
are the heart of any accounting system, auditors and managers need the
ability to dig down and determine what contracts, invoices, receipts or other
backup documentation relate to a given accounting document.
An adequate accounting system should provide easy link-up between
double-entry accounting transactions and the documentation that relates to
the transactions. For example,
[[expense reports and reimbursement requests|UseCases/ReimbursementRequests]]
often have a myriad of receipts and invoices associated with them.
[[Handling contractors|UseCases/ContractorsAndContracts]] has similar types
of backup documentation.
Ideally, the system should allow the exploration of and linkage to
documentation in both directions. It should be trivial to answer questions
such as:
* I have this receipt/invoice from our document repository. Which
accounting transactions relate to this receipt? Has the transaction
been [[reimbursed|UseCases/ReimbursementRequests]]?
* Looking at this invoice, can I see the transaction where it was accrued
and paid?
* Show me a list of invoices that haven't been paid, with links to those
invoices.
* Who approved this expense or payment? Show me the email where they
approved it.