Value Proposition: The Accounting Policies and Procedures package is used when the issue is not “lack of knowledge” but “lack of an approved reference”: each cycle operates in its own way, the same process is repeated differently among branches/individuals, and when closing or auditing, the question becomes: Where is the policy? What is the procedure? What is the evidence? This package provides you with a Financial Operating Procedures Guide divided by cycles (O2C/P2P/Inventory/Treasury/Payroll) with templates and evidence logs and sign-off pages and version history.

In 20 Seconds: What Will You Get?

• Policy + SOP for each cycle: “the rule” + “the steps” + required control points.
• Ready-made templates: Requests/Approvals/Exceptions/Adjustments (Forms) instead of approvals via non-archivable messages.
• Registers/Logs: Exception log, Adjustment log, Major Approvals log, with Responsible/Reviewer/Approver.
• Evidence Checklist for each cycle: What file/report proves that the step was completed (for Month-End and audits).
• Sign-off pages: Sign-off + Version + Distribution list to prevent “multiple copies” of the same policy.
• Clear linkage to closing outputs: How the cycle translates into a clean TB (e.g., Bank recs / GRNI / Revenue cut-off).
• Delivery folder structure: Where to store O2C/P2P/Inventory/Treasury/Payroll evidence for easy reference.

CTA linked to outputs: Receive Policy + SOP + Forms + Logs + Evidence Checklist for each cycle as a deliverable and auditable package.

Suitable For

• Financial Controller / Chief Accountant: Seeks an approved operating reference to reduce recurring questions during Month-End.
• Finance Ops / ERP Finance Lead: Aims to standardize operations across branches/teams and link procedures to ERP reports.
• Internal Audit / Compliance (as an operating reference): Requires policies and evidence logs to test compliance.

Not Suitable For

• Those seeking a “complete process redesign” (Workshops + To-Be + System setup) — this is an applicable operational reference package, not a comprehensive transformation project.
• Those needing specialized policies for a highly regulated sector (Banks/Insurance) without additional customization per specific regulatory requirements.

Without the Package / With the Package (Brief Comparison)

Before Use: 5 Symptoms That Financial Operations Depend on “People” Not “System”

• O2C revenue is affected every month due to differing processing of Credit notes/Returns or Cut-off.
• P2P results in GRNI/Pending Invoices because receiving/billing/approvals are not documented step-by-step.
• Inventory does not exit with an explainable balance (Counts/Adjustments are not standardized or there is no variance log).
• Treasury relies on inconsistent procedures in Payment runs and Bank reconciliations.
• Payroll has manual adjustments without approval logs and attachments (Adjustments/Overtime/Leaves).

Accounting Policies and Procedures: Implementation Method (3 Steps Without Gaps)

Step 1: Gather Current Situation and Define Required Outputs

• Identify the five cycles: O2C / P2P / Inventory / Treasury / Payroll and define the start and end points for each cycle.
• Identify the ERP reports to be relied upon as evidence (Aging/GRNI/Inventory movement/Bank statements/Payroll register).
• Identify Owners and required approvals and link them to DOA/SoD if available.

Step 2: Approve Policies and Activate Templates and Logs

• Establish Policy for each cycle (Scope + Definitions + Rules + Cut-off + Key controls).
• Implement SOP (Work Instructions) with steps + mandate the use of Forms (requests/approvals/exceptions).
• Start using Registers/Logs (Exceptions/Adjustments/Approvals) and open Change log for any modification.

Step 3: Link Operations to Closing and Auditing (Evidence Pack)

• Apply Evidence checklist monthly: What evidence must be retained for each cycle before closing the period.
• Issue Pack index for the period: Where are the evidences stored? Who reviewed them? Who approved them?
• Periodic review (Quarterly/Annual): Update policy/procedure when there is a change in system/structure/product/branch.

What Does the Package Cover Practically?

O2C Sales Cycle Policies

• Revenue recognition and Cut-off rules at the invoice/delivery/service level.
• Management of Credit limits + customer master changes + handling discounts and returns.
• Evidence: Sales register + Credit notes log + AR aging tie-out + revenue cut-off memo (if needed).

P2P Procurement Policies

• Definition of the PR → PO → GRN → Invoice → Payment cycle + 3-way match rules.
• Management of vendor master + approvals + handling GRNI/Pending Invoices.
• Evidence: PO approvals + GRNI reconciliation + AP aging tie-out + vendor changes log.

Inventory Policies

• Receiving/Issuing/Transfer/Pricing rules (as applicable to you) + handling variances.
• Cycle counts/Stock takes + documenting variances + approving adjustments.
• Evidence: Inventory movement report + count sheets + adjustments log + valuation support.

Treasury Policies

• Payment run rules: Prepare/Review/Approve/Release + limits/levels.
• Bank reconciliations + management of facilities/collaterals (if any) + daily liquidity policy.
• Evidence: bank release evidence + bank rec pack + cash position report + exceptions log.

Payroll Policies

• Preparation of payroll register + data requirements (Attendance/Leaves/Overtime) + adjustment approvals.
• Separation of HR vs Payroll processing vs Payment release + handling monthly adjustments.
• Evidence: payroll register + adjustments approvals + reconciliation to GL + payment evidence.

Components of the Package (Clear Inventory)

1. Policy Documents (5 Main Policies)
   • Practical Purpose: Establish operational rules (Scope/Definitions/Rules/Cut-off/Key controls) for each cycle.
   • When Used: As an approved reference + during training + in any dispute over “what is the rule?”.
   • Resulting Evidence: Approved Policy + Review/Modification page (Policy change history).
2. SOP / Work Instructions (Step-by-Step Procedures)
   • Practical Purpose: Translate the policy into operational steps: Who does what? What report is used? What is the verification point?
   • When Used: Daily in O2C/P2P/Inventory/Treasury/Payroll + during Onboarding.
   • Resulting Evidence: SOP with steps + mandatory outputs for each step (Evidence pointers).
3. Mandatory Forms (Operational and Approval Templates)
   • Practical Purpose: Standardize requests and approvals (Master data changes / discounts / write-offs / payment approvals / payroll adjustments).
   • When Used: Whenever a decision requires the effect of approval instead of non-archivable messages.
   • Resulting Evidence: Signed forms (Prepared/Reviewed/Approved) that can be stored within the Pack.
4. Registers & Logs (Auditable Records)
   • Practical Purpose: Track exceptions, adjustments, and requests: What happened? Who approved? When was it closed?
   • When Used: Weekly/Monthly + as a reference during audits or investigations into deviations.
   • Resulting Evidence: Exception register + Adjustments log + Master data changes log + Status (Open/Closed).
5. Evidence Checklist (Month-End Evidence)
   • Practical Purpose: Identify the evidence required from each cycle before closing the period (to avoid late requests).
   • When Used: Monthly before Month-End sign-off.
   • Resulting Evidence: Completed checklist + links to evidence/folders + review signature.
6. Pack Index + Version Control + Sign-off
   • Practical Purpose: Establish the approved version of policies and procedures and prevent multiple copies, and define their distribution.
   • When Used: When approving the first version + upon any update (Change request).
   • Resulting Evidence: Version register + Change log + Sign-off + Distribution list.

You will receive a Financial Operating Procedures Guide for the five cycles along with Forms, Logs, and Evidence checklist as a single archivable package.

What Should Be Included in the Delivery?

• 01-Pack Index: Package index + Scope of application (Entity/Branches) + Release date + Version.
• 02-Policies: 5 Policy files (O2C/P2P/Inventory/Treasury/Payroll) + Policy change history.
• 03-SOPs: Step-by-step operating procedures for each cycle + control points + required reports.
• 04-Forms: Approval/Request/Adjustment forms (Master data, Discounts, Write-offs, Payment approvals, Payroll adjustments).
• 05-Logs: Exception register + Adjustments log + Master data changes log + Major approvals logs.
• 06-Evidence Checklist: Monthly checklist for each cycle + examples of required evidence (Report names/exports).
• 07-Archiving Structure: Suggested folder structure for storing evidence for each cycle (by month/period).
• 08-Sign-off: Sign-off page (Prepared/Reviewed/Approved) + Distribution list + Date of next review.

After Implementation (Two Key Outcomes)

• Operational Outcome for the Team: The same process is executed with the same steps and the same templates and logs across the team/branches, and exceptions become “recorded” instead of disappearing into messages.
• Control/Audit Outcome: Each cycle has an approved policy, procedure, and evidence (Forms/Logs/Evidence checklist) with Version and Sign-off, facilitating compliance testing and linking operations to closing outputs.

FAQ — Questions Before Purchase

Is the package suitable for any ERP?

Yes. Because it standardizes “procedure + evidence” and does not rely on specific system settings. The only requirement is the ability to extract core reports for each cycle.

Does it include all five cycles within the same delivery?

Yes: O2C, P2P, Inventory, Treasury, and Payroll, and each cycle has its own Policy + SOP + Forms + Logs + Evidence checklist.

What is the difference between Policy and SOP within the package?

Policy defines the rules (Scope/Rules/Cut-off/Controls). SOP explains the operational steps (Who does what, with which report, and which evidence).

Is it suitable for multi-branch or entity companies?

Yes. The scope of application (Entity/Branch) is defined within the Pack index, and a Version can be issued for each entity when procedures or reports differ.

Does it cover control points to prevent fraud or operational errors?

Yes, practically through separating stages (Prepare/Review/Approve/Release) and exception logs and Master data approvals, linking evidence to closing outputs.

Can it be used as a basis for training and onboarding?

Yes, as SOPs and Forms are used as daily work references, not as “read-only” documents.

Does the package replace DOA and SoD?

No. But it integrates with them: DOA defines approval limits, SoD prevents conflicting authorizations in ERP, and the package documents “procedure and evidence” for each cycle.

How can I ensure that the package does not become “abandoned documents”?

By linking it to a monthly Evidence checklist and applying Version/Change log: any change is documented and approved, and any exception is recorded and closed.

Ready to Establish Financial Operations as Policies, Procedures, and Evidence Instead of Relying on Memory?

Outputs: O2C Sales Cycle Policies + P2P Procurement Policies + Inventory Policies + Treasury Policies + Payroll Policies within a Financial Operating Procedures Guide with Forms/Logs/Evidence and Sign-off.