Using Spendive accounting workflows
Audience: Finance administrators and accountants
Reviewing and posting accounting journals
Journals is where approved spending becomes accounting entries — reviewed, posted, and optionally synced to your ERP.
What the page does
Accounting → Journals lets finance review approved expenses, post balanced journal entries, and manually sync posted journals to an ERP system.
The four queues
Pending Review — needs finance validation.
Approved — ready for posting.
Posted — eligible for manual sync.
Sync Failed — retry from the journal detail page.
Reading a journal row
Each row shows the journal reference (JRN-), its source record, the amount and date, a health indicator, the status, the reporting state and the sync state. A health indicator such as Balanced with a note that GL accounts are missing means the entry balances but cannot post cleanly until the general ledger mapping is complete.
Filtering
Four filters narrow the list:
Status — Pending Review, Approved, Posted, Sync Failed, Synced, Reconciled.
Sync state — Pending, Synced, Failed.
Reconciliation — Not Reconciled, Reconciled.
Reporting state — Draft, Posted, Reversed, Voided.
Where journals come from
Journals are generated from across the application. You can filter by source: Cash Requests, Reimbursements, Expense Reports, Expense Payments, Travel Requests, Item Requests, Purchase Orders, Bill Payments, Goods Received Notes, Wallet Transactions and Card Transactions.
Note: Reporting state and status are different things. A journal can be Pending Review while its reporting state already reads Posted, so check both columns before concluding an entry is complete.
Processing expense payments
Expense Payments is where approved employee claims are actually paid, and where part-payments are tracked.
The three tabs
Overview — every expense payment.
Pending Payment — approved but unpaid.
Partially Paid — some money released, a balance outstanding.
The four figures
Total Paid
Pending Payments
Partially Paid
Total Outstanding
Reading the list
Each row shows the requester with their email, the payment reference (EPY-), the source record it settles, the amount paid, the amount outstanding, the status and the date. The source column links the payment back to what created it — a Payment Request, a Cash Request, and so on.
Partial payments
A payment can be settled in stages. Where that happens the status reads Partially Paid and the outstanding column shows the remaining balance. Total Outstanding across the page is the figure to watch when reconciling.
Export is available above the list.
Managing bill payments
Bill Payments releases money against vendor bills, and records advances.
Creating a payment
Go to Accounting → Bill Payments. Two actions are available:
Create Bill Payment — pay against a recorded vendor bill.
Create Advance Payment — pay a vendor ahead of the bill.
What the page tracks
Paid Payments
Pending Payments
Approved Payments
Rejected Payments
All four are money values rather than counts. Overview and Action Required tabs work as elsewhere.
Bills and bill payments are separate
The bill itself is recorded under Procurement → Bills. Approving a bill does not move money — the payment here does. Keep the two apart when reconciling with a vendor statement.
Recommended control sequence
Review generated journals under Pending Review. Confirm the journal is balanced and that every category has the required general-ledger mapping. Approve and post the journal. Sync posted journals to the ERP when the integration is enabled. Investigate Sync Failed entries from the journal detail page and reconcile them after correction.
Always read the journal status, reporting state, sync state, and reconciliation state together. One column by itself is not proof that processing is complete.
Need help? If the page, field, or approval action is missing, confirm the active organisation and ask an administrator to check your role and permissions. Quote the record reference when contacting support.
Screen guide
Expense-payment form showing wallet versus manual payment methods, notes, and continuation.
Bill-payment form showing vendor, bill, amount, payment method, scheduling, charges, and notes.
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