General Ledger & Reporting
A ledger that is current, and an entry you can trace back
Journals are posted from work that has already been verified — an invoice that matched, a payment that applied, a break that was resolved — coded from your own history and your chart-of-accounts rules. Every line points back to the transaction that caused it.
The problem
The ledger describes last month, and the working is in someone's spreadsheet
By the time journals are prepared, reviewed, posted and consolidated, the picture they produce is weeks old and the decisions have already been taken without it. Worse, the reasoning behind an entry usually lives outside the system — in a spreadsheet, an email thread, or the memory of whoever prepared it. When an auditor asks why an accrual was that number, the answer has to be reconstructed.
What it does
Inside Accounting
Journals from verified activity
Entries post from work already checked elsewhere in VapusFin — a matched invoice, an applied receipt, a resolved reconciliation break, a settled claim — so the ledger reflects verified transactions rather than a separate act of data entry.
GL coding from your own history
Accounts, cost centres and dimensions are suggested from how comparable transactions have been coded in your ledger before, constrained by your chart-of-accounts rules. Low-confidence coding is routed for review, and each correction feeds the next suggestion.
Accruals and recurring entries
Recurring journals, prepayments and accruals derived from open commitments are prepared on schedule with their calculation attached, so a review is a check of the basis rather than a rebuild of the arithmetic.
Multi-entity consolidation with eliminations
Entities are consolidated with intercompany transactions matched and eliminated automatically, including where the two sides were recorded in different currencies or in different periods. Residual differences are reported rather than absorbed.
Continuous statements
Trial balance, profit and loss, balance sheet and cash flow are available on any day, at entity or group level, from the entries posted so far. Period end changes what is final, not what is visible.
Every entry traceable to its source
Each journal line links back through the check that cleared it to the document that caused it — the invoice, the receipt, the statement line, the approval and the person who gave it. Drill-down is a click, not a request to the team.
How it works
From arrival to posted entry
- 01
Receive
Verified events arrive from AP, AR, reconciliation, claims and expenses, each carrying the checks it has already passed.
- 02
Code
Accounts and dimensions are proposed from historical patterns and constrained by chart-of-accounts rules. Anything uncertain is routed to a person rather than guessed.
- 03
Post
Journals are written to the ledger — yours or ours — with the source transaction, the checks and the approvals attached to the entry.
- 04
Consolidate
Entities are rolled up with intercompany balances matched and eliminated, and currency translation applied at the rates you configure.
- 05
Report
Statements are produced continuously at entity and group level, with drill-down from any figure to the underlying transactions.
Questions
Frequently asked
- Does this replace our ERP's general ledger, or feed it?
- Either — it is a deployment choice, not a limitation. Most customers keep their ERP as the system of record and have VapusFin post into it, because the ledger is already tied into statutory reporting and audit. Where an entity has no ERP, or a group is running a system it is trying to leave, VapusFin can hold the ledger itself and remain the source those statements are produced from. The decision is made per entity.
- How does automated GL coding avoid learning our mistakes?
- Suggestions come from historical patterns but are constrained by your chart-of-accounts rules, so a code that violates a rule is never proposed however often it appears in history. Confidence is scored per entry, low-confidence coding is routed for review, and corrections are applied going forward. You can also pin rules that always win over the historical pattern.
- Can it handle multiple currencies and reporting standards?
- Multi-currency transactions, translation at configured rates and entity-level reporting requirements are supported, and consolidation runs across entities on different systems. Where a specific statutory or reporting standard is required, we confirm coverage explicitly during scoping rather than implying it here.
- What does an auditor actually see?
- For any entry: the source document, the checks that were applied and their results, who approved it and when, the coding rule or historical basis used, and any later correction with its reason. The evidence is produced as the work happens, so a sample request is a lookup rather than a retrieval exercise.
- How much faster is the close?
- We will publish this once measured against customer baselines, with the method described. The mechanism is that reconciliation and matching run continuously, so period end is a review of remaining exceptions rather than the start of the work.
See your own entries traced end to end
Pick a month you have already closed. We will run it through in a sandbox and show you the entries, the coding and the trail back to source.
Last reviewed