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Beam Machine Finance Core Manual

User manual for accounting, invoicing, banking, tax, procurement, reporting, and multi-entity workflows in Beam Machine.

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Running Core Finance Work in Beam Machine

This page shows finance users where the main money, tax, reporting, and purchasing workflows live and when to use each one.

Product: Beam Machine
Module: Finance
Role: Accountant, Bookkeeper, Finance Lead, Reviewer
Difficulty: Beginner to Intermediate
Time: 12 minutes first read
Last Updated: 2026-03-10
Version: Current Beam Machine app build in this repo

Before You Start

  • You should know the active entity and reporting period.
  • You should know whether your job is billing, payables, banking, tax, procurement, reporting, or group work.
  • If you need exact screen routes, keep 98-screen-map.md open.

What is the finance core?

The finance core is the group of modules that controls the financial truth of the business. On paper, these would be your ledgers, invoice books, bank statements, supplier packs, tax files, and reporting binders. In Beam Machine, these live across Accounting, Invoicing, Banking, Tax, Procurement, Reporting, and Multi-Entity.

When do you use this?

Use this page when you need to decide which finance module to open before you start working.

If you start in the wrong module, you usually fix symptoms instead of the real source problem.

Where do you find finance work?

Primary path: Use the Finance and Reports sections in the left sidebar.
Alternative: Use 98-screen-map.md if you need the raw route list.

How to run finance work

Finance route map

Area Main routes What users do there
Accounting /dashboard/accounting and child pages Chart of accounts, journals, general ledger, reports, month-end, pricing, leakage reviews
Invoicing /dashboard/invoicing Invoices, bills, credit notes, statements and aging
Quotes /dashboard/quotes Create and track quotes before invoicing
Contacts /dashboard/contacts Customer and supplier master records
Banking /dashboard/banking Bank accounts, imports, reconciliation, rules
Tax /dashboard/tax VAT, provisional tax, ITR14/EMP201 prep, tax calendar, draft packs
Procurement /dashboard/procurement/* Requisitions, purchase orders, goods received
Reporting /dashboard/reporting/* Financials, aged reports, budget, dashboard, executive summaries, narratives, benchmarks
Multi-Entity /dashboard/multi-entity/* Consolidation and eliminations

Before you start finance work

  1. Confirm the active entity.
  2. Confirm the period you are working in.
  3. Confirm whether you are on cash collection, payables, reporting, tax, or month-end work.
  4. Confirm whether you need supporting documents before posting anything.

Start with the books

Use Accounting first when you need the financial backbone.

  1. Open Accounting.
  2. Review the cards for accounts and journal entries.
  3. Go to Chart of Accounts if the structure is wrong.
  4. Go to Journals if you need to create or inspect manual entries.
  5. Go to General Ledger if you need line-by-line account movement.
  6. Go to Reports if you need trial balance, income statement, balance sheet, or related reporting outputs.

Create and control customer billing

Use Invoicing, Quotes, and Contacts together.

  1. Create or confirm the contact record in Contacts.
  2. If pricing needs pre-approval, start with Quotes.
  3. Create the invoice in Invoicing > New Invoice.
  4. Review invoice status from the invoicing dashboard.
  5. Use Statements & Aging to chase overdue debtors or explain balances.
  6. Route invoice, bill, or credit note exceptions into Approvals if approval is required.

Process supplier spend

Use Procurement, Invoicing, and Approvals.

  1. Raise a requisition in Procurement > Purchase Requisitions.
  2. Convert approved demand into a purchase order.
  3. Record goods received when the order lands.
  4. Capture the supplier bill in Invoicing if the payable workflow requires it.
  5. Review approval queues before payment release.

Import and reconcile bank activity

Use Banking.

  1. Go to Banking.
  2. Confirm the bank account exists and is linked correctly.
  3. Use Import Statement to load a bank statement.
  4. Review imported transactions.
  5. Apply or review Bank Rules where available.
  6. Open Reconciliation.
  7. Match transactions to ledger activity.
  8. Investigate unmatched lines before signing off.

Run tax work safely

Use Tax after the accounting data is clean enough to support the filing pack.

  1. Open Tax.
  2. Review the open periods count.
  3. Go to VAT Periods and confirm the correct VAT window.
  4. Go to VAT Returns to generate or review VAT201 data.
  5. Use Provisional Tax for IRP6 cycle work.
  6. Use ITR14 / EMP201 for corporate and employer preparation tasks.
  7. Use Calendar to confirm deadlines.
  8. Use Draft Packs, Risk Heatmap, Defence, or Provisions when the workflow requires deeper tax support.
  9. Open tax-guides/00-tax-guide-index.md if you need the tax-by-tax manual set instead of the broad finance overview.

Produce reports for management

Use Reporting only after you trust the underlying data.

  1. Open Reporting.
  2. Choose the report family.
  3. Confirm report period and entity context.
  4. Export only after you have checked completeness.
  5. Open reports/00-report-index.md if you need one manual per reporting route.

Work across more than one entity

Use Multi-Entity when you are consolidating or handling intercompany cleanup.

  1. Confirm each source entity has clean data.
  2. Open Multi-Entity.
  3. Use Consolidation for group roll-up.
  4. Use Eliminations for intercompany adjustments.

Common Questions & Issues

"The finance screen is there, but the deeper workflow feels unfinished"

Why this happens: Some finance routes are live while parts of the richer PRD scope are still partial or planned.

Fix: Use the visible workflow, then verify maturity in 99-functionality-gap-map.md before building a business process around advanced behavior.

What's Next

Related Pages

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