Prepare source intake and templates

Select the correct company, managed business, and period.

Use the Classification_Reference tab in every downloaded MA register template to confirm active Company Codes, Cost Center availability, and whether Company Code classification is enabled.

A classified Cost Center must match the transaction Company Code and use that four-digit prefix; an unclassified Cost Center is company-wide and may be used with any active Company Code.

Create active customers and suppliers before downloading a register template so the relevant master-data dropdowns are populated.

Customer Code and every account-code dropdown show Code - Name in the same cell; there are no separate customer-name or account-name columns in operational-register templates.

Expense Register Supplier Code lists active suppliers as Code - Supplier Name; Other Payee Name remains for one-off payees.

Payment Method is available in manual cheque-payment entry, saved transaction details and Bank Statement Scanner review, using the same choices as the template: Cheque, Bank Transfer, Cash, Mobile Money/Wallet, Card/Payment Gateway and Other.

• Confirm the method before saving; it is retained in exports and posting history.
• Older templates without the field remain accepted.

Cheque Payment Register Payee Selection lists active suppliers as Supplier Code - Supplier Name and ends with Other payee (not a supplier).

WiseWage uses the selected master data when it validates and posts the transaction.

Open Source Intake.

Choose the required register in the Source Intake dropdown, then download its period-specific template.

Each operational register is downloaded and uploaded separately; Source Intake does not accept a combined operational-register workbook.

Complete the selected register workbook, return to the matching operational register, and choose the completed file.

• While no file is selected, WiseWage highlights the selection step and keeps Upload disabled.
• The selected filename and a green Ready state appear before upload is enabled.

Click Upload selected register.

COA mappings are read from the controlled COA_Reference sheet in the register workbook; if the required headers, classifications, or matching account codes cannot be applied, WiseWage shows a warning explaining what needs correction.

Review the upload result.

• The workbook must be readable, contain the selected register sheet and include at least one completed transaction row.
• A failed check explains what to correct and does not create a Source Intake record.

• Successful uploads add completed rows for review and editing.
• Resolve any warnings or errors before posting.

Templates for a single-entity company omit intercompany fields because there is no group counterparty or elimination to record.

Those fields appear automatically when the company has more than one active Management Accounts entity.

A saved transaction may contain an older four-digit Company Code value.

• When that code identifies exactly one active country and operating-currency setup, WiseWage resolves and saves the current full Company Code selection and displays it once in Transaction details.
• If the code has multiple active regional setups, it remains marked for review until the intended full option is selected.

Register workbook downloads and current-view exports retain import codes with an automatically populated name immediately beside each account, company, cost center and customer code.

• Edit the code; do not type over the name formula.
• Download a fresh workbook to use the corrected layout.

Download a fresh template after changing the Chart of Accounts.

Do not rename required sheets or headers in the template.

For COA mapping, retain the COA_Reference sheet and its Account_Code, Account_Name, BS_Class, PL_Class, and CF_Class headers.

Use the dropdown choices supplied in each fresh Management Accounts workbook.

• Validation lists are bounded to the current choices and may show one blank before and after the list; they no longer include padded empty rows.
• Download a fresh template after changing master data such as accounts, Company Codes, Cost Centers, customers, or suppliers.

Operational templates adapt to the company setup: without active Company Codes, Company_Code is omitted and company-wide Cost Centers remain available.

• When every active Company Code uses the same currency, FX_Rate and FX_Exception_Reason are omitted; use that operating currency.
• When multiple operating currencies are configured, select the source Document Currency and provide FX Rate and FX Exception Reason whenever it differs from the selected Company Code currency.
• WiseWage calculates the read-only Group Currency, Group Net Amount, and Group Gross Amount from the saved FX rate.

Manual-entry sections are collapsed by default across Invoice, Expense, Receipt, Cheque Payment, Funds Transfer, Journal and VAT Returns registers, and the available inventory entry forms.

• Customer and Supplier manual creation also starts collapsed.
• Expand Create Manually to enter a record, review any posting preview, attach supporting documents, and add the line.
• Collapsing preserves unsaved entries while you remain on the page; it does not save, approve, or post them.
• Existing restrictions on automated inventory Journal Log entries still apply.

In an Expense Register, select Payable / Counter Account, then use the Supplier / Payee field immediately after it.

• Select an existing supplier, enter another recipient, or leave it blank when optional.
• Accounts Payable requires an active supplier; Bank/Cash and ordinary accrual payees are optional.

• Changing Supplier / Payee updates the saved recipient.
• Supplier selections retain their code and name.
• Free-text recipients do not create suppliers.
• Validation details identify the transaction reference and describe the last saved check.
• Unsaved supplier changes still need Save changes or Save transaction changes; after saving, the status and messages refresh for the selected supplier.
• Review-required suppliers remain blocked.

Uploaded Code - Name account selections match the Chart of Accounts by code.

• Previously Validated unposted rows with missing required fields are also rechecked in open periods.
• Missing transaction currency returns the row to Pending with a specific message; no currency is guessed.
• Every operational register requires an explicitly supplied Document Currency before validation or posting, including workbook uploads and saved edits.
• A company or database currency default does not satisfy this requirement.
• In an open period, select Refresh checks to return affected unposted Validated rows to Pending; open Details, select the actual Document Currency and choose Save transaction changes.
• Opening or refreshing Management Accounts automatically attempts to revalidate affected unposted Error or Pending transactions across open periods in the selected business; group view checks the group's businesses.
• Only rows that pass the checks and have no other saved errors or open row issues become Validated.
• Remaining errors stay visible in Transaction details and Issues; correct them and Save transaction changes.

This recheck never approves a period, posts a journal, creates a master record, or changes posted, reversed, voided, superseded, or closed-period transactions.

In the Invoice Register, select Invoice for a normal sale or Credit Note to reverse the selected revenue, output-VAT, and receivables accounts.

• Invoice Type remains a controlled dropdown in the workbook and saved Transaction details.
• Older Sales Invoice values are converted to Invoice during generation and upload; any other unrecognised value stays visible for correction and cannot be posted.
• Enter all amounts as positive values; WiseWage applies the correct debit and credit direction from the selected type.

• In the Expense Register, select WHT Applicable, WHT Category, and WHT Payee Type; the downloaded template calculates WHT Rate and WHT Amount from the maintained WHT table.
• Do not overwrite the calculated cells.

In the VAT Returns Register, enter Output VAT charged on sales and recoverable Input VAT on purchases.

• The template calculates Net VAT Payable as Output VAT less Input VAT; a negative result is a VAT credit or refund position.
• Do not enter the taxable sales or purchase values in this register.

In the Journal Register, select Permanent Journal for a standard entry, Permanent Reclass to move a balance permanently between accounts, Permanent Accrual to retain an accrual, or Reversing Accrual for an accrual that should reverse.

• A Reversing Accrual automatically creates an equal-and-opposite adjustment on the first day of the next calendar month.
• WiseWage calculates and controls this date; reviewers cannot change it.
• Legacy values such as Correction are preserved exactly as uploaded, shown as Invalid / review, and remain blocked until a reviewer selects a supported Journal Type.

Operational register templates do not include a separate Submission Notes column.

• In the Funds Transfer Register, Sending Entity and Receiving Entity identify the businesses involved, while From Account Code and To Account Code identify the actual sending and receiving bank, cash, wallet, or treasury accounts.
• Use Transfer Reason to explain the transfer and Narration for any additional transaction context or reviewer note.
• Existing workbooks using From Entity and To Entity remain accepted.

For invoices and customer receipts posted against Accounts Receivable, use the exact Customer Code from the Customers master.

• When an uploaded Invoice Register has a blank Customer Code and a usable unmatched Customer Name, WiseWage creates one six-digit provisional customer marked Review required and shows the count beside Customers and in notifications.
• The invoice remains blocked until you review and save that Customer Master record; saving applies its canonical code and name to matching rows and revalidates them.

Ambiguous names and posting-time mismatches remain blocked, and posting never creates customers.

Keep both date columns where supplied: Document_Date is the source-document date printed on the invoice, receipt, bill, or supporting evidence, while Posting_Date is the effective GL date and determines the accounting period.

Close period uses the supplied Posting_Date rather than the date the posting action is clicked.

• For every template date field, use the preferred YYYY-MM-DD format, for example 2026-03-26.
• Date cells may also be genuine Excel dates or Nigerian DD/MM/YYYY; WiseWage interprets slash dates as day-first and normalizes supported dates to YYYY-MM-DD for validation, display, and posting.

A Posting Date outside the selected accounting period is blocked during upload validation, manual entry, saved-row editing, posting, and period approval.

The issue states the entered date, selected period range, and exact number of days before or after that range, then directs you to change the date or select the correct accounting period before reposting.

Approval rechecks the posted journals and ledger entries instead of relying only on an earlier processing result.

• If an uploaded Monthly Register or Inventory Tracker filename clearly contains a different period and year, WiseWage stops the upload before storing it and asks you to select the matching period.
• The same date instruction is shown in each date column's saved Excel note.

Receipt uploads resolve the customer code and name before validation.

A blank Document Currency must be corrected; customer review and other validation blockers remain enforced.

Affected unposted receipts are automatically rechecked when the workspace loads.

When editing a posted register transaction, WiseWage matches its source linkage first, then its saved reference and cost centre.

Repeated references in different cost centres do not require renaming; ambiguous matches within the same cost centre still block saving.

Validated requires all mandatory transaction checks, including Company Code.

Existing unposted rows with missing Company Codes are rechecked when the workspace opens; an active cost-centre mapping can supply the code, otherwise the row remains Pending with an explanation.

Posted history is retained.

Closing checks the same current transaction versions shown in the register.

Previous posting attempts remain in audit history and do not block a corrected replacement.

Remaining blockers identify the transaction reference, cost centre when available, and validation reason; correct those records before closing.

In Invoice and Expense Register transaction details, select VAT Treatment using the template choices: Standard VAT, Zero-rated, Exempt, Out of scope, Reverse charge, or No VAT.

• Save transaction changes to revalidate.
• When the transaction passes validation, its old row-validation issues move to Resolved history.
• Refresh checks also reconciles stale validation issues; other unresolved issues remain open.
• Missing treatment stays blank until selected; inclusive and exclusive are amount calculation settings, not tax treatments.
• Expense review records unticked WHT as No.

Save transaction changes to refresh validation, including the current Supplier Master review status.

From any operational register, select Export current view beside Save changes at the right above the table to download the visible current-period rows in the same upload-template structure.

• The protected workbook permits hiding, unhiding, resizing, and grouping columns for a working view, but does not permit renaming, adding, deleting, or moving headers.
• The first column is S/N, matching the displayed row order.
• Sorting or filtering the workspace changes these display numbers.
• Action offers REPLACE, UPLOAD, or NO ACTION; the hidden, protected WiseWage Row ID is retained for exact matching during reupload.
• REPLACE may update Pending, Error, or Validated rows that remain unposted.

• UPLOAD creates a new row and requires a blank Row ID.
• NO ACTION skips that workbook row and leaves its saved row and protected Row ID unchanged.
• Posted rows and approved or locked periods cannot be replaced.
• Duplicate, missing, or out-of-scope Row IDs reject the whole reupload before storage, so no register rows are changed.

Review the uploaded row and use Download when you need to inspect the submitted workbook later.

• When a reviewer saves changes to an uploaded transaction, Download provides the untouched Original uploaded version and a WiseWage modified version containing the saved amendments.
• Your local original file is never overwritten.

Source Intake retains persisted source files even when their current calculated row count is zero, alongside applicable supporting documents.

Each supporting-document row keeps its file lifecycle separate from its related transaction.

A successfully stored and linked document displays File status Available, while ownership appears on one grouped line with the register, transaction reference, and current transaction status.

A stored relationship whose transaction is unavailable is identified as Related transaction unavailable; an unlinked file is identified explicitly, and WiseWage never guesses a register from the filename.

• Blank period-specific register templates remain available from the download selector, but they are not upload-ready until at least one row is completed.
• Empty operational registers are omitted from generated downloads and source history.

For a historical combined Operational Register, WiseWage shows a generated register workbook row only for each register that contains saved data.

The generated filename and row title identify the derived workbook, while Download original source keeps the untouched combined upload available for audit lineage.

Every generated row offers Remove shared source while the period is open because those rows are views of one combined upload, not separate stored files; confirmation removes the shared upload and all of its generated register views together.

Internal records created when saved manual or Accounts Agent register lines are posted remain available through Processing Runs and the audit history, but are not shown as downloadable source files.

Use the horizontal lifecycle guides to distinguish imported source processing, Inventory Tracker reconciliation evidence, and supporting-document storage.

• Operational source files move through Uploaded, Processing, Needs review, Ready to post, Partially posted, and Posted.
• When Inventory Tracker is selected, its guide instead shows Uploaded, Needs review, Ready to post, and Completed because the tracker reconciles evidence but is not itself posted to the ledger.
• Supporting documents separately move through Uploading, Available, and Archived.
• Failed is the exception state.

• Pending is reserved for an upload that has not completed.
• Hover or focus each information icon for its meaning.
• Transaction status remains part of the grouped related-transaction audit line and does not become the document status.

After operational registers are posted, open the matching register from the Operations menu to view the uploaded rows as table data inside WiseWage.

Open a row's Transaction details to review its T-account preview and editable fields.

• Invoice Type is a controlled Invoice, Credit Note or Debit Note dropdown; older Sales Invoice values are normalized to Invoice, while unknown values remain visibly marked for review.
• If a saved row has no Invoice Type, the dropdown shows Select invoice type.
• Select the correct type directly, then choose Save transaction changes; a missing or invalid type blocks saving.

Debit and Credit pills appear beside every account field with a determined posting side across Receipt, Invoice, Expense, Cheque Payment, Funds Transfer, Journal, and VAT Returns registers.

Invoice credit notes reverse the receivable, revenue, and output-VAT directions; the pills and preview update together.

In manual Invoice and Expense entry, the live preview uses the selected Transaction Currency for every debit, credit, VAT, WHT, and total amount.

When an active FX rate is available for the posting date and Company Code, WiseWage shows the reporting-currency value separately without relabelling the original transaction amount.

Each operational register shows a horizontal Transaction row lifecycle guide directly above its transaction table.

• Pending rows need completion, Validated rows are eligible to post, Posted rows were included in a successful run, and Error is the blocking exception.
• Hover or focus each information icon for the stage description.

Unlocked periods allow in-workspace row amendments for review; approved periods keep the uploaded rows visible but locked until approval is rolled back.

Use Value Added Service Ops Details for VAS subscriber, billing, revenue, and uptime operating data.

Do not remove approved source files without rollback.

Keep source files available for audit trail.

Use Issues after upload and posting to understand errors and actionable warnings.