Finance Reporting, Closing, And Document Controls

Nova finance updates improve how accountants review statements, protect closed periods, and keep invoices, bills, and payments aligned with approvals.

Formal Profit And Loss

The Formal Profit and Loss report is the main accounting Profit and Loss report. It is based on posted accounting entries and is used for report screens, exports, financial statements, and comparisons.

The Profit and Loss report has a Report view filter:

• Pre-closing view excludes closing entries inside the selected period, so normal income and expense activity still appears after the period is closed.
• Post-closing view includes closing entries inside the selected period, so users can confirm income and expense accounts were closed to zero.

Use this report for:

• Monthly performance review.
• Year-to-date performance review.
• Comparing periods.
• Preparing financial statements.

Generated reports and exports label the active report view so reviewers know whether they are reading pre-closing or post-closing balances.

Trial Balance Views

Trial Balance defaults to Pre-closing Trial Balance.

When the selected period contains closing entries, Nova can also show Post-closing Trial Balance. Use:

• Pre-closing Trial Balance to review account balances before income and expense accounts are closed.
• Post-closing Trial Balance to confirm closing entries have moved balances into retained earnings or the selected closing accounts.

The Balance Sheet continues to include closing entries so retained earnings stay aligned with the closed period.

Branch And Reporting Currency

Financial reports can be run for one branch or for a selected group of branches. When the selected branches use different base currencies, choose a reporting currency before generating the report. Nova converts each branch to that reporting currency using the available exchange rates before combining the results.

If a required exchange rate is missing, add the rate first and rerun the report. Nova does not add balances from different base currencies without a reporting currency.

Budgets

Use Accounting > Budgets to set monthly spending budgets by category and compare them with actual expenses.

Typical budget setup flow:

1. Open Accounting > Budgets.
2. Select the month range you want to review.
3. Choose Create Budget.
4. Enter the category, From month, To month, and monthly amount.
5. Save the budget and review the budget, actual, and variance cells in the comparison grid.

Users with budget edit access can click a budget cell to update one month. View-only users can review the comparison grid but cannot create or edit budget amounts.

Financial Statement Formats

Use financial statement formats to decide how statement rows are grouped and displayed.

Formats can help companies maintain:

• Management statement layouts.
• Local statutory layouts.
• OJK-style financial statement reporting where required.
• Different row mappings for Profit and Loss, Balance Sheet, or Trial Balance.

Before generating a statement, confirm the selected format matches the report purpose and company policy.

Typical setup flow:

1. Open Accounting > Financial Statement Formats.
2. Choose the Profit and Loss, Balance Sheet, or Trial Balance tab.
3. Create a new format or duplicate a reviewed format.
4. Add statement sections and row labels.
5. Map rows by account type, account code, or specific account.
6. Add subtotal rows where needed.
7. Review unmapped-account warnings.
8. Set the default format only after finance review.

Use Reset Defaults only when the company wants to return system-managed formats to their default layout. Archive old formats instead of deleting them when historical reports may still refer to them.

OJK Reports

OJK report options provide statement layouts intended for regulated reporting needs. Use them only when the company follows those reporting requirements and the account mappings have been reviewed by finance.

Debit And Credit Notes

Debit and credit notes help correct or adjust invoices and bills without editing the original paid or posted document incorrectly.

Typical uses:

• Price correction.
• Returned goods.
• Tax correction.
• Vendor or customer adjustment.

Review the linked document, amount, tax, and reason before confirming a note.

Credit notes are normally created from customer invoices. Debit notes are normally created from vendor bills. Open the original invoice or bill and choose Create Credit Note or Create Debit Note from the document actions. Nova opens a linked draft note and copies important details such as currency, taxes, withholding tax, and document references so the adjustment stays traceable.

When the original invoice or bill is still unpaid, use Reconcile Credit Note or Reconcile Debit Note from the payment panel to reduce its outstanding balance. Select the posted note, review the note total, already reconciled amount, and remaining amount, then enter the amount to reconcile. The amount can be partial. If the reconciliation clears the remaining balance, Nova marks the invoice or bill as paid.

If the original invoice or bill is already paid, the note represents money that must be returned to the customer or recovered from the vendor. Use the refund payment flow for that case instead of reducing an already-paid outstanding balance.

Aging Reports

Use Accounting > Aging Reports to review open receivables and payables by due date. The receivable view groups customer invoices, and the payable view groups vendor bills.

Reconciled credit notes reduce the outstanding balance of the selected invoice. Reconciled debit notes reduce the outstanding balance of the selected bill. Nova shows the remaining balance on the original invoice or bill instead of aging the applied note amount as a separate receivable or payable.

Statement Of Accounts

Use Accounting > Statement of Accounts to review customer receivable activity or vendor payable activity for a selected date range. The report shows:

• Opening balance before the selected period, shown as a labeled first row before period activity.
• Debits and credits during the selected period.
• Running balance for each invoice, bill, credit note, debit note, or payment.
• Ending balance for the selected customer or vendor.

Choose Receivable for customer statements and Payable for vendor statements. Select the customer or vendor, set the From and To dates, then review the table or export it to Excel for sharing with finance reviewers or the external party.

If company cost-center restrictions apply, the statement follows the user's allowed cost centers so the totals match what the user is permitted to review.

Transaction Journal Entry Previews

Use Accounting > Transactions to review imported or manually entered bank transactions before creating their journal entries. Open the row action and choose Preview Draft Journal Entry to see the debit and credit lines Nova will create. The preview does not post anything, so finance can check account mapping, amount, currency, and balance before creating the actual journal entry.

Cash Receipts And Cash Payments

Use Accounting > Cash Receipts when money is received and should be posted directly to the ledger. Select one bank or cash account, add one or more voucher lines, review the total, and save the voucher. Nova posts the bank or cash account on the debit side and posts the voucher-line accounts on the credit side.

Use Accounting > Cash Payments when money is paid out directly. Select one bank or cash account, add the voucher-line accounts for the expenses, assets, liabilities, or other accounts involved, review the total, and save the voucher. Nova posts the voucher-line accounts on the debit side and posts the selected bank or cash account on the credit side.

Cash receipt and cash payment vouchers create normal journal entries, so they appear in Journal Entries, General Ledger, Trial Balance, Profit and Loss, Balance Sheet, and Cash Flow reports. They should be used for direct cash or bank activity that does not need an invoice or bill first.

Document Import Review

When importing invoices, bills, quotations, sales orders, purchase orders, or RFQs from a CSV or Excel file, Nova may show a Review step after upload. This step highlights suggested corrections before the final import, such as matching a company name to an existing customer or vendor, matching an item to an existing product, normalizing number formats, or using the product price already saved in Nova. Hashy also reviews likely typing mistakes against the customer's existing Nova data and only suggests matches from records already available in that account. If an uploaded item does not match any saved product, Nova marks it for review so the user can correct the product value or accept the file value as a free-text line item.

Choose Accept to apply a suggestion to the import rows. Choose Cancel to keep the value from the uploaded file. If the suggested value is close but still wrong, type the correct value in the correction box and choose Apply correction. Nova updates that row with the typed value; for product corrections, Nova does not keep a previously suggested product link when the user overrides the product value manually.

The review step also highlights missing import data before import. Required values, such as the document number, must be filled before continuing. Recommended document details, such as customer or vendor, product, and price, are shown for review so the user can fill them from the same step when the uploaded file is incomplete. After reviewing suggestions and missing values, continue to Map Columns and complete the import as usual.

Invoice And Bill Safeguards

Recent controls help prevent accounting mismatches:

• Invoices cannot be manually marked Paid without an actual payment flow.
• Payment progress follows the recorded payment totals.
• Invoice due date must not be earlier than the issue date.
• Invoice and bill tax breakdowns are visible for review.
• Invoice lists show issue date for easier aging review.
• Deleting invoices or bills requires typed confirmation.
• Bills require key aging fields before they can be relied on for aging review.
• Posted bill journal entries respect the bill date and fiscal period rules.

Payments, Write-Offs, And Foreign Exchange

Use the payment panel to review outstanding amount, paid amount, and remaining balance. These totals come from recorded payment activity, not from manually changing the document status.

Payment flows can include:

• Partial payment.
• Full payment.
• Payment cancellation.
• Withholding tax adjustments.
• Credit adjustments.
• Write-off lines for approved differences.
• Realized foreign exchange difference indicators when payment currency and document currency require it.

Do not register payment on a document that is still pending approval. Complete approval first, then register payment.

Foreign currency invoice and bill posting

When an invoice or bill uses a currency different from the branch currency, Nova keeps both the document currency and the branch accounting value. Review the exchange rate before confirming or posting so the journal entry reflects the company's expected base-currency amount. Nova fills the document and payment exchange rate from the available rate for the invoice or bill issue date. If the issue date is in the future, Nova uses 1 until a dated rate exists. Product prices and totals are shown in the selected document currency, with the branch-currency equivalent shown for review.

Payments may later create realized foreign exchange differences when the payment rate differs from the document posting rate. Review the foreign exchange gain and loss accounts in Accounting Defaults before relying on these postings.

Month-end currency revaluation

At period end, finance can post a manual currency revaluation for a branch from Accounting > Currency Revaluation when foreign-currency invoice, bill, or bank balances remain open. Select each foreign currency from active Currency master data, enter the period-end exchange rate, and select whether to include receivables, payables, bank balances, or all three. Nova compares open receivable and payable balances, plus foreign-currency bank native balances, with their current accounting carrying value. If a currency was revalued before, the next revaluation uses the latest revalued carrying value as the basis rather than the original posting rate. The generated journal entry posts the difference to the configured foreign exchange gain or loss account.

Foreign-currency cash receipt vouchers increase the bank balance at the entered exchange rate. Foreign-currency cash payment vouchers reduce the bank balance at the bank account's average carrying rate and post the difference against the entered payment-date rate to realized foreign exchange gain or loss.

Confirm the official period-end rate before posting. If a posted revaluation needs correction, reverse the generated journal entry and post the period again with the corrected rate.

Prepayments And Unearned Revenue

Use prepayment schedules when a payment or receipt should be recognized over future months instead of all at once. Open Accounting > Prepayments to create the schedule, preview the journal entries, and post each recognition period.

Common examples:

• Annual insurance paid in advance.
• Software or service subscriptions paid ahead.
• Customer advances for services that will be delivered over future periods.

For prepaid expenses, Nova records the initial payment to a prepaid asset account and then recognizes the expense on each scheduled month. For unearned revenue, Nova records the initial receipt to an unearned revenue liability account and then recognizes revenue on each scheduled month.

Before posting, review:

• Prepayment type: expense or revenue.
• Start month and number of periods.
• Total amount and tax amount.
• Deferral account, settlement account, tax account, and recognition account.
• The monthly schedule amount and the journal preview.

Post the initial journal when the payment or receipt is booked. Post each recognition row only for the period being recognized. Do not post a recognition row twice; use the journal entry history to review what has already been recognized.

Recurring Invoices

Use Sales Invoices > Recurring Invoices to create invoices that repeat on a schedule.

Important fields:

• Customer.
• Invoice lines and taxes.
• Frequency.
• Next run date and last run date.
• Due offset days.
• Enabled or disabled state.

Use Run Now when finance needs to generate the next invoice immediately. Review the generated invoice history to confirm the recurring setup is producing the expected documents.

Approvals And Payments

When a document is pending approval, Nova blocks payment or conversion actions that should wait for approval. This includes payment actions and quotation or purchase document conversions where approval is required.

Users should approve or reject the document first, then continue with payment, conversion, or posting.

Closed Fiscal Periods

Nova prevents journal entries from being changed in a closed fiscal period. If a correction is needed after close, use the company's approved reopening, adjustment, or reversal process rather than editing closed-period entries.

Fiscal period actions can include:

• Close period.
• Reopen period.
• Close year.
• Generate closing entries.

Before generating closing entries, confirm the retained earnings or closing account setup is complete and the finance team has finished review. Nova blocks closing entries for fiscal years that have not reached their end date yet. Reopening a period allows corrections according to access rights, but it should be controlled because reports and prior closing entries may need review again.

Chart Of Accounts

Chart of Accounts type labels and options have been cleaned up so finance users can choose the right account type more reliably. When adding accounts, confirm the type matches how the account should appear in financial reports.

Allowed account types:

• Asset.
• Liability.
• Equity.
• Revenue.
• Expense.

The account type affects Profit and Loss placement, Balance Sheet placement, financial statement mappings, and closing-entry behavior.

Access Rights

Common access:

• Reports: view financial statements and reporting screens.
• Journal Entries: create or edit accounting entries.
• Fiscal Periods: close, reopen, or manage period controls.
• Invoices/Bills/Payments: manage document payment workflows.
• Chart of Accounts: manage account setup.

Hashy follows the same access rights. If a user cannot view reports or edit accounting documents, Hashy cannot do it for them.

Hashy can request pre-closing or post-closing Profit and Loss and Trial Balance when the user has Reports access. Use pre-closing Profit and Loss to review closed-period activity without the closing entries. Custom or OJK statement layouts should be selected from the reporting screen unless the exact Hashy tool option is available to the user.