Accountant & Controller Guide

As an Accountant or Financial Controller, you safeguard the financial integrity of BiiTrust. You ensure every financial transaction is accurately reflected in double-entry accounts, reconcile bank and M-Pesa channels, manage loan loss provisioning, and close accounting periods.

1. The Accountant Dashboard

Your dashboard (<accountant-home>) provides direct access to the general ledger and financial positions:

Funds Flow Recovery Gauge

• Big Number: Percentage of disbursed capital recovered during the active accounting period.
• Status Pill:
  • Recovered (Green): More cash has been collected than disbursed in the period.
  • KES X out (Blue): Capital remains active in circulation.

Quick Actions Bar

1. Journal (/gl/journals/new): Open the manual journal entry flow to book non-loan adjustments, expense accruals, or bank fee entries.
2. Trial (/gl/trial-balance): Generate an instant, balanced trial balance report.
3. Periods (/gl/periods): Manage financial months and execute period close routines.

General Ledger Summary

• Portfolio: Current gross principal balance on the credit book.
• Disbursed: Capital deployed into the loan portfolio during the current period.
• Collected: Total cash received (both principal recovery and earned interest/fees).
• PAR 30 (Provision Exposure): Portfolio at risk past 30 days, flagging potential loan loss reserve requirements.

Financial Control Panels

• Funds Flow Summary: Displays Net Operating Flow (Collections minus Disbursements) alongside total portfolio exposure.
• Book at Risk & Provisions: Delinquency tiers linked directly to regulatory provisioning bands (Normal, Watch, Substandard, Doubtful, Loss).
• Aging of Arrears: Aging analysis supporting bad-debt reserve calculations.
• Financial Controller Print: Download Morning_Position_Accountant.pdf for daily treasury management.

Bottom Work Feeds

• Journals: Live feed of all posted system and manual double-entry journals.
• Periods: Status of past, open, and closed accounting periods.
• Payments: Audit log of all incoming cash, bank, and M-Pesa transactions.
• Provisions: Automated loan loss provision calculations per delinquency band.

2. Core Accounting Workflows

Automated Double-Entry Rules

You do not need to manually book everyday banking transactions. BiiTrust automatically creates balanced, immutable double-entry journal entries upon specific system events:

Posting a Manual Journal Entry (/gl/journals/new)

To record operating expenses, depreciation, supplier invoices, or payroll:

1. Click Journal (/gl/journals/new).
2. Enter the Transaction Date and Description/Narration (e.g., Branch rent for October).
3. Select the originating Branch or mark as institution-wide.
4. Add debits and credits:
   • Select the target GL Account from the Chart of Accounts.
   • Enter the debit or credit amount.
   • Attach reference notes or invoice numbers.
5. Enforce Balance: The system verifies that Total Debits === Total Credits. If there is any imbalance, the submit button remains disabled.
6. Click Post Journal.

Running Financial Statements

From the sidebar or dashboard:

• Trial Balance (/gl/trial-balance): View all asset, liability, equity, income, and expense accounts as of any selected date or accounting period.
• Balance Sheet (/gl/balance-sheet): Instant snapshot of institutional solvency, net portfolio value (gross loans minus loan loss allowances), liquid cash, and equity reserves.
• Profit & Loss / Income Statement (/gl/income): Track earned interest yield, fee income, operating expenses, and net margins across branches.

Closing an Accounting Period (/gl/period/:hex/close)

At the end of each calendar month:

1. Open Periods (/gl/periods).
2. Verify that all branch cash collection sheets have been posted.
3. Review bank and M-Pesa reconciliations to ensure no orphan callbacks exist.
4. Confirm that the nightly provision processor has finalized delinquency allocations.
5. Select the open period and click Close Period.
6. Enter closing remarks. Once closed:
   • The period becomes immutable (no historical back-dated journals can be posted).
   • Revenue and expense balances automatically flow into retained earnings for the new period.