What "posting" an operation means
In LogiFlow every financial operation has a Posted flag. This is the central mechanism of financial accounting. Until you master it, balances and reports will seem unpredictable.
The accounting principle in LogiFlow
LogiFlow uses single-entry accounting (not double entry as in classical bookkeeping). This means:
- A single operation directly changes the balances it needs to — there are no separate "debit/credit" entries.
- The system does not verify that debits equal credits: correctness is ensured by the posting logic, not by balancing accounts.
- Which balances an operation changes depends on its document type (Bill or Payment) and its direction (Incoming/Outgoing). See Financial operations.
There are three kinds of balances in the system, and it is important not to mix them up:
- Account/cash balance — how much real money is in the bank account or the cash register.
- Counterparty balance (a client's or an external one's) — who owes whom, per currency.
- Document balance (remaining) — how much of a particular bill/payment is still not closed by links (driven by allocation, not by posting). For a bill this is the "remaining to pay", for a payment the "remaining to allocate".
Put simply
- Not posted — the operation exists as a draft. Balances are untouched. The user has entered the record but has not yet confirmed it as final.
- Posted — the operation is recognised as having taken place. The relevant balances have changed and the operation is counted in analytics.
An analogy: "not posted" is a document lying on your desk; "posted" is a document that has entered the books.
What posting actually changes
This is the most important table in the finance module. Posting a bill and posting a payment behave differently.
| Document type | Changes the account/cash balance? | Changes the counterparty balance? |
|---|---|---|
| Payment (Incoming/Outgoing) | Yes. Incoming adds to the account, Outgoing withdraws from the account. | Yes. An incoming payment (we were paid) increases the counterparty balance, an outgoing one (we paid) decreases it. |
| Bill (Incoming/Outgoing) | No. A bill on its own does not move money through an account. | Yes. An incoming bill (issued to us) increases the counterparty balance, an outgoing one (issued by us) decreases it; this is how it is recorded who owes whom. |
"I posted a bill, so the bank account balance changed" — wrong. Posting a bill changes only the counterparty balance (the obligation). The cash/bank account balance is changed only by posting a payment. So, to make the cash balance reconcile, post the payments.
How the counterparty balance changes
The sign of the counterparty balance in LogiFlow is interpreted as follows (important — see also Accounts and balances):
- A negative balance of a counterparty means the counterparty owes the company (our receivable).
- A positive balance means the company owes the counterparty (our payable / an overpayment).
On posting:
- An incoming operation (the counterparty issued a bill to us, or the counterparty paid us) increases the counterparty balance by the amount → it becomes "more positive" (we owe them more, or they made a prepayment).
- An outgoing operation (we issued a bill to the counterparty, or we paid them) decreases the counterparty balance by the amount → it becomes "more negative" (they owe us more).
A counterparty issued us a bill for 100 (incoming) → their balance is +100 (we owe them). We pay this bill with a payment of 100 (outgoing) → the balance returns to 0, and the account decreases by 100.
We issued a client a bill for 100 (outgoing) → their balance is −100 (they owe us). The client pays 100 (incoming) → the balance evens out to 0, and the account increases by 100.
Additional effects of posting
At the moment of posting, the system also:
- Sets the "document balance" = the amount of the operation (to track the closing of the bill by payments).
- Recalculates the "Paid" flag — the operation becomes paid when the document balance reaches zero (through allocation).
- Makes the operation visible in analytics — profitability, receivables and cash flow reports.
- Writes an event to the log — who posted it and when (posting and unposting are logged separately).
- Sends notifications to the interested parties (for example, to the client about an issued bill or a received payment), if notifications are configured — see Notifications.
Who can post operations
| Role | Posting / unposting |
|---|---|
| Administrator | Yes |
| Head | Yes |
| Client | No (view own operations only) |
| Manager | The "Finances" section is unavailable |
| Warehouse worker | The "Finances" section is unavailable |
Posting is the confirmation of financial data as reliable. That is why it is performed by management (an administrator or a head), not by any employee.
How to post an operation
From the operation card:
- Open the operation (double-click in the list).
- Click Post.
- Confirm the action.
From the operations list:
The row of an unposted operation has a Post operation button. For a posted operation, the same place shows Cancel posting.
Posting and unposting can be done in batches — see Bulk operations. Note: bulk posting processes each operation separately (partial success), not "all or nothing".
Cancelling a posting ("unposting")
- Open the posted operation (or select it in the list).
- Click Cancel posting.
- Balances are rolled back — as if the operation had never existed: the account (for payments) and the counterparty balance return to their previous values, and the "document balance" is reset.
After unposting, the operation can be edited and posted again.
If the document had Bill ↔ Payment links, they are released when the posting is cancelled, and the "document balance" of the linked documents is restored. This is normal, but check the links after posting again.
Once reporting has been filed, cancelling a posting can create discrepancies. Make corrections with a new operation (a reversal) rather than by cancelling the old one.
Frequently asked questions
"I created an operation but the balance did not change." The operation is not posted. Check the flag and click "Post".
"I posted a bill but the money in the bank account did not increase." That is exactly how it should be: a bill changes the counterparty balance, not the account. Money in the account is moved by posting a payment.
"I posted it but I do not see it in analytics." Analytics only counts posted operations and is sometimes cached. Refresh the page (F5).
"The amounts in analytics do not match what I see in the list." The list may contain unposted drafts, which are not included in analytics. Filter the list by "Posted".
What's next
- Financial operations — what an operation consists of, creation, allocation.
- Accounts and balances — where the results of postings are visible and how to read the sign of a balance.
- Accounts receivable and aging — how postings add up to debts.
- Bulk operations — posting in batches.