One document, one entry: why every financial document should book its entry the moment it is saved

In many businesses the invoice is saved in one place and the accountant types its journal in another. That seems normal until the invoice amount changes and the entry does not, or a voucher is deleted and its entry stays in the books. You now have two numbers for one fact and no way to know which is right.

The rule: the entry is built from the document, not beside it

• The moment the document is saved, its entry is built from the document’s own data — accounts, tax, party and cost centres.
• Editing the document edits that same entry, and deleting it deletes it — never a second entry.
• The entry stays pending, outside the ledger, until an authorised person approves it — then it enters the trial balance and statements.
• Approved means locked: it changes only through an unapproval with a written reason, and the trail is kept.

What do you gain?

Books that always match their documents, a faster month-end because nothing needs manual reconciliation between two systems, and reports that carry only approved figures — so management never sees a number nobody reviewed.

This is the cycle Arttop 360 is built on across every module: invoices, vouchers, transfers, cheques, guarantees, assets, payroll and project certificates.