Management Accounts
Post, approve, and download Management Accounts
After source files are uploaded, the Management Accounts workflow moves through posting, issue review, outputs, and approval. Approval is the control point that confirms the selected period has been reviewed.
View screen examples (1)
Downloads and internal billing
Download source files, reports and Executive Email Summary drafts only for an authorized company. Privileged platform accounts must complete a second factor when the application policy requires it. Sync Super Admin billing is an internal WiseWage operation restricted to the king or an explicitly all-company Super Admin. Open Invoice Register in the WiseWage company, preview the changes, then use Confirm sync changes. Confirmed sync links existing customers or creates missing customers marked Needs review. The Customers badge counts these records, not invoices. Open Customers, review and save each record, then correct any remaining invoice errors before posting. Repeating sync reuses the customer. Previewing does not create records. Assigned-client access alone does not grant billing sync authority.
Post operational registers
- 1
Open Processing Runs.
- 2
Click Post operational registers.
- 3
Confirm the modal only after checking the selected business and period.
- 4
Wait for WiseWage to create journals and GL entries.
- For ordinary registers, Post operational registers uses each row's supplied Posting_Date as the effective GL date; it never substitutes the date the button was clicked.
- Document_Date remains the source-evidence date.
- Reversing Accruals generate their reversal on the first day of the following calendar month, while VAT Returns derive their effective date from Payment_Date when supplied or Filing_Date otherwise.
- 5
WiseWage rounds operational-register currency amounts to two decimal places using standard half-up rounding before checking that journal debits and credits balance and before posting the GL entries.
- 6
If new account codes are found, open Chart of Accounts, review the setup bubble, and complete the placeholder classifications before final reporting.
- 7
Review the completed run summary.
Reposting, history and an incomplete close
When reposting, WiseWage reads only genuine .xlsx Operational Register workbooks and authoritative saved register rows, including approved Bank Statement Scanner entries. The original saved row remains the canonical transaction: a successful posting changes that row to Posted and links it to its processing run and journal. Posting-output rows are derived audit snapshots and stay outside the operational register whenever the canonical transaction exists.
For legacy uploads without separate source rows, the newest active posting rows remain visible and are included alongside manual entries when reposting. Reposting checks both retained posting rows and the current ledger before replacing balances. It stops if an existing transaction would be omitted, including when its source file is inactive or its retained posting row is Validated. Review or restore its source records before retrying.
After a controlled recovery, review Pending rows in the relevant register and the recovery issue under Issues. Recovery restores saved transaction details; it does not itself restore ledger balances. Recovery notices show the current register stage: validation still required, validated and awaiting posting, or posted and awaiting reconciliation. An open recovery notice does not itself mean the transaction data is invalid. Validate the rows, repost and reconcile the period, then resolve the recovery issue and regenerate reports. The replaced ledger entries are retained in the replacement run? s audit evidence.
Earlier snapshots are marked Superseded rather than deleted, and legacy fallback matching uses register, document number, company, managed business, and period so a different source-file ID cannot create a visible duplicate. The Period lifecycle run section highlights the current state across Pending, Validated, Processing and Approved. Needs correction, Awaiting approval, Reopened and Superseded appear separately as alternative states, not sequential steps.
A successful close appears as Registers Closed with an Approved badge. Previous Close Superseded identifies retained history; Awaiting approval means entries posted but the period has not closed. Posting dates are checked against the selected accounting period before rows can be validated. Invalid dates keep a linked issue open until corrected; completing customer or supplier review does not bypass this check.
The Issues list includes older open issues, not only recent history. Close period requires every included register row to be Validated or already Posted without unresolved errors. Complete scanner and customer/supplier reviews, save all entries, and reconcile balances first. The confirmation explains that closing posts journals and general ledger entries, runs the accounting checks, and locks the period only when successful.
Pending rows and unresolved issues block closing. The system cannot detect transactions you have not entered. If a later accounting check fails after posting, posted entries remain and the period stays open. Use Reopen period for corrections, close again, and download fresh reports. Posting runs, including superseded versions, cannot be deleted individually or in bulk.
Before reports are generated or the period is approved, use Supersede posting on the current completed Processing Run to remove that run from current GL balances and return its canonical Posted rows to Validated for correction and reposting; an in-app confirmation is required. WiseWage first checks that every retired transaction has a visible editable row and retains its full ledger evidence. A missing row blocks supersede without changing balances. The next repost must include all retained and recovered rows; unresolved rows block replacement. Superseding does not repost automatically.
If a historical row was already posted before Supplier Master validation was introduced, a controlled repost retains that reviewed supplier or payee snapshot with a warning and does not create a new Supplier Master record; new or edited rows still require a current master selection. The original PDF statement remains evidence and is never opened as an Excel workbook.
A legacy source saved under the wrong type is skipped; if it has no validated rows, WiseWage explains that the invalid source must be removed or replaced instead of displaying a ZIP or parser error.
Review issues
- 1
Open Issues to review blocking errors and actionable warnings together.
- 2
Use the action beside each issue to go directly to the relevant review area: Review transaction for a linked register row, Review account for Chart of Accounts setup, Review inventory posting or source for inventory exceptions, Review reposting for changed saved rows, Review evidence for supporting files, and Review period approval for approval warnings.
- 3
The default Issues view shows only problems that still need action, including actionable diagnostic warnings.
- In an open period, invoice customer and payment-basis issues are rechecked against the saved transaction and current customer setup when the workspace refreshes.
- Obsolete errors move to Resolved history; recurring errors reopen.
- This check does not post transactions or validate unrelated fields.
- The Issues navigation badge shows the current open-issue count and excludes resolved history.
- Operational issue titles identify the transaction reference and retain the source worksheet row in parentheses for audit tracing.
- Review transaction opens the saved row details; the other contextual actions open the relevant workspace section instead of leaving an empty action area.
- Use Resolved history when you need the completed issue audit trail for that period.
- 4
Resolve errors before approving the period.
- 5
For an Inventory Business, resolve missing source, Cost of Sales, Closing Inventory, or reconciliation diagnostics.
When approval detects an inventory difference, the approval dialog shows the tracker and posted amounts, the variance, and review-only debit/credit T-account guidance; correct the source workbook or Operational Register and post again.
- 6
Warnings should be read and explained, not ignored automatically.
Approve and generate outputs
- 1
Review open issues, classifications, and the trial balance after posting is complete.
- 2
Click Close period when the accounting records are final.
- 3
Open Backups & Reports after approval.
- 4
Choose the backup, Excel report, PowerPoint pack, or Executive Email Summary Draft for the approved period.
- Each download prepares a fresh output from the latest posted records, so there is no separate report-regeneration step.
- If a saved output is marked Stale, posted ledger entries or COA classifications changed after it was prepared; download it again before using or circulating it.
- 5
The saved Management Accounts colour theme is applied to newly generated Excel, PowerPoint, and PDF report packs.
It does not change other WiseWage workspaces or historical outputs.
- 6
Download the backup workbook for detailed finance review, including GL detail, trial balance, entity contribution, FX conversion, COA, and diagnostics.
- 7
Download the Management Accounts report pack for management-facing review.
- The Balance Sheet is rebuilt from posted YTD GL and BS classifications, with entity contribution and FX conversion schedules included.
- P&L and Balance Sheet totals use the selected accounting Period Code, not the calendar posting date, so valid late postings remain in the correct accounting period.
WiseWage verifies that P&L Net Profit matches Balance Sheet Current Year Profit (Loss) before preparing the pack; if it does not, review the account classifications and download a fresh pack.
- 8
Download the Cost Center Profitability workbook to compare YTD revenue, cost of sales, gross profit, EBITDA, and net profit by cost center.
It also shows gross margin, EBITDA margin, and revenue and EBITDA movement against prior-period YTD; movement cells remain blank when there is no prior period to compare.
- 9
Download Monthly Cash Balance to review the cash rollforward through the selected period.
- The Overview sheet compares opening balance, inflows, outflows, net movement, and closing balance month over month.
- Each period also has its own worksheet containing every posted GL line that moved an Asset account classified as Cash and Bank or Cash and Cash Equivalents, including its journal, source reference, cash account, counterparty, cost center, currencies, and running balance.
- 10
Download the PowerPoint pack for owner or management review; it uses posted Management Accounts values and flags pending KPI/source data instead of inventing it.
- Cash, receivables, payables, inventory, and VAT metrics use the selected Chart of Accounts classifications, so maintain those classifications before generating reports.
- The Company Performance Summary names the largest posted revenue and expense account drivers with their amounts and shares, rather than relying on transaction-volume counts.
- The Revenue and EBITDA Movement Bridge explains each material account movement, whether it improved or reduced EBITDA, and the relevant review focus.
- The Operational KPI Dashboard shows only measures available from linked operational sources, such as inventory, subscriber, billing, service, delivery, and utilisation data; it does not present GL-line counts, source-file counts, or generic financial metrics as operating KPIs.
A single-entity pack is labelled as company reporting, while consolidated/group labels appear only when more than one reporting entity has activity.
- 11
The Cost Center Changes slide compares every active cost center for the selected month against the prior month.
Green bars show increases, red bars show decreases, and the vertical reference line marks no change.
- 12
For standalone cost-center reporting, the Cost Center Contribution Matrix shows an EBITDA reallocation.
- WiseWage distributes total company EBITDA across positive-EBITDA cost centers in proportion to their share of total positive EBITDA; a cost center with zero or negative EBITDA receives zero.
- This analysis does not post or change accounting entries.
- 13
Review and edit the Executive Email Summary Draft, then export it as TXT, DOCX, or HTML for management circulation.
- Its performance snapshot and month-on-month comparison use the selected accounting month; customer sales drivers are shown only when they are attributed in Invoice_Register source rows.
- For a standalone managed business with two or more cost centers that have posted profitability activity, the draft also includes a cost-center performance section using the configured cost-center names.
- 14
Use Reopen period only when a reviewed period needs correction; rollback clears generated output file records so the reopened period cannot keep stale approved packs.
Close again before downloading fresh replacements.
Was this guide helpful?
Your feedback helps us improve WiseWage documentation.