Interactive operations reference
Management Accounting Workflow Manual
A practical, start-to-finish guide for preparing controlled monthly Management Accounts in WiseWage - from setup and source intake to posting, approval, and reporting.
12 workflow stagesCompany Admin workflowUse beside the live workspace
How to use this manual
Work through the stages in order for a new period. Keep the live workspace open beside this guide and resolve an error or warning before moving to posting or approval.
Live workspace reference
Each stage names the exact Management Accounts area to open. The Nitax Technologies Limited P1 screenshots below show the matching live workspace area for each stage.
01
Start here
Open the right workspace
Begin every period in the Management Accounts workspace for the correct company, business or entity where applicable, and accounting period.
Where to find it: Company Admin sidebar > Management Accounts
Workflow
- 1Confirm the full company name at the top of the workspace. A single-entity company does not show a redundant entity switcher.
- 2When Business / entity is available, select the parent/group view or subsidiary whose books you are preparing.
- 3For Super Admin access, use the separate Super Admin company switcher to change client workspaces before selecting an entity.
- 4Select the correct accounting period before creating, uploading, reviewing, or approving anything.
- 5Use the workspace status only as a guide; review the underlying source records before approval.
Before you continue
- The company, applicable entity, and period match the accounting pack you intend to prepare.
- Work has not been carried forward from another company or entity.
02
Foundation
Confirm settings, currency, and periods
Set the controls that make every imported and posted amount meaningful before loading source data.
Where to find it: Management Accounts > Settings; Periods
Workflow
- 1Choose the Management Accounts colour theme before Group consolidation currency; it applies only to this workspace and newly generated report packs.
- 2Settings now opens one focused section at a time: General, Business structure, Currency & FX, or Tax defaults. Use the left section menu on larger screens or the section selector on smaller screens. The selected section is retained in its direct link, and the existing unsaved-changes prompt applies when switching sections. Use Business structure to select every applicable industry for the primary business and each related business. Choose Other to enter a custom industry when the list does not contain the right one; that label is saved with the standard selections and appears in reports. Review the inline Selected industries panel before saving. The full list appears together in reports as a profile label; it does not allocate one business's financial results across multiple industry totals. Add a related business only when it needs separate books and reporting. Choose Subsidiary for a separate legal entity or Division for an internal reporting unit. If you try to leave Settings with a changed form, choose Save changes, Discard changes, or Stay here.
- 3Confirm the company reporting currency for a single entity, or the selected entity currency and group consolidation currency for a multi-entity company.
- 4Maintain dated FX rates where foreign-currency transactions or balances are expected.
- 5Create or select the reporting period and confirm its working status.
- 6Do not approve a period until all source uploads and review actions are complete.
Before you continue
- The selected theme is appropriate for the management pack and will not change other WiseWage workspaces.
- The reporting currency is correct for the company or selected entity.
- FX rates exist only when foreign currency applies.
- The period is open for preparation.
Important: Foreign-currency translation review is shown only when there are applicable foreign-currency GL lines.
03
Foundation
Set up the Chart of Accounts
Classify accounts before posting so Balance Sheet, P&L, and cash-flow reporting can be produced correctly.
Where to find it: Management Accounts > Charts of Accounts (COA)
Workflow
- 1Review account codes, names, account type, and normal balance. For a bulk COA upload, select the completed workbook first; WiseWage keeps Upload COA disabled until selection and displays the filename in a green Ready state.
- 2Assign the relevant Balance Sheet, P&L, and Cash Flow classifications.
- 3Use Print COA to print only the register table without the surrounding workspace, forms, selection controls, or row actions.
- 4Use a consistent code structure; a code used in posting should not be repurposed.
- 5Resolve every unmapped COA warning before relying on reports.
Before you continue
- Every active account has the classification required for reporting.
- Account codes in source files match the maintained COA.
Important: A COA sheet included with a Monthly Register must follow the recognised COA_Reference sheet structure. Source Intake warns when it cannot apply mappings.
04
Foundation
Create Company Codes and Cost Centers
Use optional Company Code classification to keep Cost Centers company-wide or restrict them to one Company Code.
Where to find it: Management Accounts > Cost Centers
Workflow
- 1Create a four-digit Company Code only when a Cost Center must be restricted to one Company Code and operating currency. For invoice, receipt, expense, payment, and transfer registers, enter the source-document currency; WiseWage then calculates the read-only group-currency amounts using the applicable FX rate.
- 2Leave Enable Company Code classification unticked for a company-wide Cost Center; enter any unique eight-digit code and no Company Code prefix is required.
- 3Tick Enable Company Code classification and select the Company Code when the center belongs to it; the Cost Center must begin with that four-digit code.
- 4Use the information icon beside the checkbox to review the effect before saving.
- 5For bulk Company Codes, download the Company Code template from the Company Codes panel. Complete Company Code, Country, optional Display Name, and Operating Currency; select the file first, then upload. The upload creates new Company Codes only and rejects existing Code + Country + Operating Currency combinations.
- 6For bulk Cost Center creation, download the separate Cost Center template. When no active Company Code exists, the template contains only Cost Center Code, Cost Center Name, and Availability, and every row is created unclassified and company-wide. With an active Company Code, the classification and Company Code columns reappear and each row must choose Yes or No. Older five-column templates remain accepted. Select the workbook first; WiseWage keeps Upload and create disabled until selection and displays the filename in a green Ready state. The upload creates new codes only and rejects duplicates rather than changing an existing Cost Center.
- 7For a classified Cost Center in a multi-entity company, use Availability to keep it shared or limit it to one active subsidiary.
- 8Download a fresh operational-register template after changing Cost Center classification. Use Export Cost Center register when you need an XLSX review of the current code, name, Company Code classification, scope, and status.
Before you continue
- Each transaction has an active Company Code and Cost Center available to the selected business.
- A classified Cost Center matches the transaction Company Code and its first four digits.
- An unclassified Cost Center is shown as company-wide and can be used with any active Company Code.
- The Company Code template matches the manual form fields and does not overwrite an existing Company Code.
- Save, import, and posting checks agree with the Cost Center master.
05
Foundation
Create and maintain Customers
Set up the customer master before preparing invoices or receipts so customer-side transactions can be identified and posted consistently.
Where to find it: Management Accounts > Customers
Workflow
- 1Open Customers after Cost Centers in the Management Accounts menu.
- 2Create or maintain each customer record with its Customer Code, Customer Name, and an active Asset account classified as Accounts Receivable. Do not use Cash and Bank, Revenue, or another Asset classification.
- 3Company Code appears in the Customer and Supplier forms and upload templates only after at least one active Company Code exists. Until then, WiseWage omits it completely and creates customer and supplier records company-wide.
- 4Customer and supplier aliases are not used. Use the exact master code, or the exact canonical name when no code is supplied; correct the master name rather than maintaining alternative matching names.
- 5Use Edit to correct customer details or deactivate a customer that should no longer be selected; preserve records already used in saved or posted activity. In Customers or Suppliers, use the eye action to review the transaction-level statement, receivable or payable balance, document and group currency values, and expandable journal detail.
- 6Customer and supplier statements translate receivable and payable balances using the exact scoped closing FX rate for each transaction period. If that period does not yet have an active rate, WiseWage uses the latest active earlier-period rate at the same Company Code scope, then the applicable entity or global fallback; it never pulls a future-period rate backward.
- 7On a customer statement, apply the search, period, currency, and transaction-type filters, then select Export filtered statement to download only the displayed transactions and their underlying journal lines.
- 8Use the exact Customer Code on invoice and receipt rows. If the code is blank, Customer Name must exactly identify one active customer; unmatched customers are blocked rather than created automatically.
- 9Confirm customer and supplier master records are ready before downloading or uploading operational source templates. Their templates preserve Customer Code, Supplier Code, Company Code, Phone, Tax ID, and receivable or payable account codes as text; keep that format when pasting values. WiseWage rejects numeric identifier cells because Excel may already have removed a leading zero. For a bulk Customer or Supplier upload, select the respective completed template first; WiseWage keeps its Upload button disabled until a file is selected and shows a green Ready filename before upload. Use Export Customer register or Export Supplier register to download the current entity-specific master for offline review; edit the records in WiseWage rather than in the export.
Before you continue
- Every customer used in invoice or receipt activity has an active customer master record.
- Each customer has the expected receivable account.
- Customer codes and canonical names are correct before transaction upload.
06
Prepare
Download the period templates
Always start with a fresh template for the selected company, applicable entity, and period rather than reusing an old workbook.
Where to find it: Management Accounts > Source Intake
Workflow
- 1Confirm the company, select Business / entity when that switcher is available, and choose the period first.
- 2In Source Intake, select the required Invoice, Receipt, Expense, Cheque Payment, Funds Transfer, Journal, or VAT Returns Register and download that register workbook for the exact period.
- 3Keep sheet names, machine-readable headers, validations, and formula columns intact.
- 4Use Sending Entity and Receiving Entity for the businesses involved in a funds transfer; From Account Code and To Account Code identify the actual sending and receiving bank, cash, wallet, or treasury accounts. Existing From Entity and To Entity workbook headers remain accepted. Use Transfer Reason for the transfer explanation and Narration for additional transaction context; there is no separate Submission Notes column.
- 5Use only the current choices shown in each dropdown. A list may contain one blank before and after the valid choices, but should not contain padded empty rows.
- 6Use the template guide and header notes before entering data.
Before you continue
- The workbook identifies the intended company and period.
- Formula-generated columns are not overwritten.
- No copied legacy rows, cached results, or unused source rows remain.
Important: Upload each register separately. Empty operational registers stay available as blank period-specific templates but are not listed in Source Intake history. Historical combined Operational Registers remain preserved as original audit sources, while WiseWage presents generated per-register downloads only for registers containing saved rows.
07
Prepare
Prepare and upload source files
Load clean, period-specific records through Source Intake and act on validation feedback before posting.
Where to find it: Management Accounts > Source Intake
Workflow
- 1Select one register in Source Intake, download its controlled template, and upload the completed workbook with the same register selected. The register upload area highlights Select file first and keeps Upload disabled until a workbook is selected; a green Ready state confirms the chosen file. Each file remains tied to the selected company, entity, period, and register.
- 2Upload operational templates with a posting date, valid code, amount, currency, and required counterparty data.
- 3Review upload warnings and errors; correct the workbook or register rows before posting.
- 4Ensure every customer-side record uses an exact Customer Code or, when the code is blank, one exact Customer Name from the Customers master.
Before you continue
- Transaction currency is populated for each applicable uploaded line.
- Every customer-side row resolves to one existing active customer.
- Uploaded records do not contain placeholder, blank, or duplicate rows.
08
Review
Review operational registers
Validate source rows in the applicable Invoice, Receipt, Expense, Payment, Funds Transfer, Journal, VAT, or inventory register.
Where to find it: Management Accounts > Operations Registers
Workflow
- 1Filter the correct period and inspect the register validation status.
- 2For first-time NRS setup, open Settings > e-Invoicing. If the company is not enabled or its Entity ID cannot be found, select Need help finding your Business ID? and download the WiseWage NRS Enablement Guide. To locate the separate eight-character taxpayer identifier, select Need help finding your Taxpayer Service ID? and download the focused guide; in the NRS taxpayer account, open My Account > API Integration and copy the middle value in the IRN Template. Enter the BusinessID and Taxpayer Service ID issued to the same enabled taxpayer; leave Business description blank or enter at least five characters; save the one-time NRS business profile, then open e-Invoicing, confirm that API credentials and the business profile are ready, create the itemised customer draft as NRS Commercial Invoice type 381, confirm the buyer country fixed as Nigeria, select the NRS state, choose the LGA filtered to that state, select the Company Code and then an active matching or company-wide Cost Center when classification applies, add each invoice line as Quantity × Unit Price or Single Amount and change its mode when needed, select Service or Product and search the official NRS ISIC or HSN classification, optionally enter the seller's own Item / Service Reference, choose Standard VAT, Zero-rated VAT, or VAT exempt on each line so WiseWage derives the rates and mixed-treatment totals, and validate it with NRS. WiseWage normalizes an older saved draft before retrying validation and shows NRS HTTP status and field-level errors when NRS rejects it; correct those details before approving it separately and confirming fiscalization. A Draft or Validation failed invoice that should not continue can be cancelled only through the in-app confirmation with a required reason; its number, snapshots and NRS attempts remain in the audit history, the number is never reused, and no credit note is created. Only a successful fiscalization creates one validated Invoice Register row; review that row here and post it through Posting & Approvals. The downloadable final PDF contains the IRN and QR code.
- 3Use a 6-digit NIPOST postcode or an 8-digit Postcode+2 for both seller and buyer fiscal addresses. WiseWage treats the postcode as text, preserves leading zeros, and rejects letters, spaces, and other lengths before NRS submission.
- 4Select an Output VAT liability account whenever any e-invoice line uses Standard VAT. The account becomes required from the selected VAT Treatment even before an amount is entered, and is disabled only when every line is zero-rated or VAT exempt.
- 5Check dates, references, amount, Company Code, Cost Center, customer or supplier, and currency. Posting Date must fall within the selected accounting period; an out-of-period date is a blocking issue.
- 6For Invoice Register lines, choose Invoice for a normal sale or Credit Note to reverse revenue, output VAT, and receivables. Enter positive amounts in both cases; WiseWage changes the debit and credit direction for a credit note.
- 7For Journal Register lines, choose Permanent Journal for a standard entry, Permanent Reclass to move a balance permanently between accounts, Permanent Accrual to retain an accrual, or Reversing Accrual to create an equal-and-opposite ADJUSTMENT automatically on the first day of the next calendar month. WiseWage calculates this date and reviewers cannot edit it.
- 8For Cheque Payment Register lines, use Payment Reference No. as the single payment identifier for the voucher, cheque, transfer, or other reference; there is no separate Cheque/Transfer Reference field. In the workbook, choose Payee Selection from the active suppliers shown as Supplier Code — Supplier Name, or select Other payee (not a supplier) and complete the conditional Other Payee Name column. WiseWage records the canonical supplier code and name for supplier selections. Related Bill / Invoice No. is allowed only for an active supplier and should contain the exact Expense Register Bill No; it must be blank for Other payee. Invalid combinations are shown as row-level errors. Existing Related Document No workbooks remain supported. WHT is established on the Expense Register and is not repeated here; pay a tax authority with a normal line debiting the WHT liability account. For customer receipts, record the full payment in the Receipt Register and record each bank fee separately in the Expense Register.
- 9For a non-VAT transaction, select No VAT; WiseWage forces the VAT rate and VAT amount to 0.00 while retaining equal net and gross amounts.
- 10Attach supporting documents where the record needs evidence for review.
- 11Remove invalid imported rows rather than attempting to post incomplete placeholders.
Before you continue
- No row marked Error remains in a register being posted.
- Supporting documents are attached where required by policy.
- Rows are not duplicated across registers.
09
Review
Use the inventory workflow only when relevant
Inventory-enabled businesses still need an inventory tracker for each period, but a blank tracker does not require a matching journal entry.
Where to find it: Management Accounts > Inventory Registers
Workflow
- 1On Monthly Tracker, Monthly Imports, or Closing Stock Confirm, select the completed workbook and upload it for the selected period; the upload button remains disabled until a file is selected.
- 2Enter only actual opening, purchases, closing inventory, revenue, and cost-center data.
- 3Review Monthly Imports, Monthly Tracker, and Closing Stock Confirm, then review the automatically generated Journal Log. Journal Log has no separate upload or manual-entry control.
- 4If the tracker is blank, retain the uploaded blank tracker but do not manufacture a COGS or inventory journal.
Before you continue
- A populated tracker is reconciled to posted GL before approval.
- A blank tracker has no stale formula result treated as movement.
- A journal is proposed only for a real inventory difference.
Important: The approval screen shows inventory reconciliation only when genuine tracker and comparable GL activity require review.
10
Close
Post and reconcile
Post only validated source activity, then use Issues and reconciliation detail to investigate exceptions.
Where to find it: Management Accounts > Posting & Approvals
Workflow
- 1Post the reviewed source records for the selected period.
- 2Open Issues for unresolved mapping, validation, or balance problems. Blocking errors and actionable warnings appear together; the default view shows only items that still need action, while Resolved history retains the completed audit trail.
- 3Review inventory reconciliation, FX translation, and T-account detail when a real exception is identified.
- 4Treat suggested debit and credit entries as review aids; confirm the underlying movement before recording a journal.
Before you continue
- Posted GL agrees to reviewed operational registers.
- Inventory and FX reviews appear only when they apply.
- No proposed adjustment is posted without evidence.
11
Close
Approve the period
Approval locks source uploads for the period, so use the approval preview as the final control review.
Where to find it: Management Accounts > Posting & Approvals
Workflow
- 1Review the approval preview and any applicable FX or inventory reconciliation breakdown.
- 2Confirm all source uploads, registers, mappings, and journals are reviewed.
- 3Approve only when the pack is ready to lock.
Before you continue
- The approval preview contains only genuine review items.
- The selected company, applicable entity, and period are correct before approval.
- Any later correction follows the controlled rollback or next-period process.
12
Close
Download and review reports
After approval, generate and review the controlled Management Accounts outputs before sharing them with management.
Where to find it: Management Accounts > Backups & Reports
Workflow
- 1Open Backups & Reports for the approved company, applicable entity, and period.
- 2Generate the final backup workbook, Excel report pack, Cost Center Profitability workbook, Monthly Cash Balance workbook, PowerPoint pack, and Executive Email Summary Draft.
- 3Confirm that the Excel, PowerPoint, and PDF packs use the saved Management Accounts colour theme; regenerate them after changing the theme.
- 4Download the outputs required for review.
- 5Review the generated Excel report pack, Cost Center Profitability workbook, Monthly Cash Balance workbook, PowerPoint pack, backup workbook, and Executive Email Summary Draft before circulation. Monthly Cash Balance provides an overview plus one worksheet per period, with every posted cash-account GL movement and its running balance.
Before you continue
- Reports use the correct company, applicable entity, and approved period.
- The selected Management Accounts theme is reflected in newly generated visual report packs.
- Downloaded outputs show the approved status.
- The management pack has been reviewed before circulation.