Finance

The Finance Manager logs in at finance.manager@hospital.com / admin123 (or any user with role accountant) and lands on a stripped kiosk shell pinned to the /finance page. There is no sidebar — the Finance module is the entire surface — and the top bar shows live KPIs (Net MTD, AR, AP, Bank Balance, Period status). Notifications and the user pill are kept; everything clinical and HR is hidden.

The kiosk groups 21 tabs into 8 enterprise sections using a two-tier nav:

What you own end-to-end

You are responsible for everything financial in the hospital — money in, money out, the books that prove it, and the controls that keep regulators and auditors happy.

Screen layout

┌────────────────────────────────────────────────────────────────────┐
│ ▢ Mando · Finance     Finance      🔔  Rania (Finance) ⏻          │  ← top bar (kiosk)
├────────────────────────────────────────────────────────────────────┤
│ Net MTD $84,210 · AR $217,430 · AP $46,890 · Bank $1.2M · Period  │
│ open                                          [+ <Tab Action>]    │
├────────────────────────────────────────────────────────────────────┤
│ ⚠ $46,210 overdue AR (>30 days). Open AR Aging for the bill list. │
│ ⚠ 14 unreconciled bank transactions.                              │
├────────────────────────────────────────────────────────────────────┤
│ ┌──────────────────────────────────────────────────────────────┐ │
│ │ Overview  Receivables 12  Payables  Ledger 3  Banking 14     │ │
│ │ ──────                                                        │ │
│ │ Inventory & Assets  Cost & Budget  Reports  Configuration    │ │
│ ├──────────────────────────────────────────────────────────────┤ │
│ │ Dashboard                                                    │ │
│ └──────────────────────────────────────────────────────────────┘ │
├────────────────────────────────────────────────────────────────────┤
│                    ─── current tab content ───                    │
└────────────────────────────────────────────────────────────────────┘

The badges on Tier 1 (Receivables 12, Banking 14) are roll-up counts of the alert items inside the section. Open the section, the Tier 2 sub-nav reveals which specific tab the badge came from.

Day flow (typical)

1. Open with the Dashboard. 12 stat cards across the top tell you whether you’re profitable this month, where your cash sits, and what’s bleeding past 30 days. Two horizontal bars show revenue and expense by category — a quick visual check that the categories you expect are dominating the month.
2. AR triage. Open Receivables → AR Aging. The top strip shows 4 buckets (0-30 / 31-60 / 61-90 / 90+); the table below sorts by days-open so the oldest balance is on top. Anything in 90+ needs an outbound call today.
3. AP review. Open Payables → AP Aging. Same shape. Pay 90+ first to avoid late fees and supplier holds; schedule 31-60 for the next payment run.
4. Banking sweep. Banking → Reconciliation shows every bank transaction grouped by account. Match each one to a journal entry (or post a new one) so the books stay in sync with the bank statements.
5. Petty cash. Banking → Petty Cash — approve any pending requests, post to GL once spent.
6. Journal entries. Ledger → Journal Entries — the kiosk’s Post button validates debits = credits and refuses if the period is closed. Use the modal’s running totals to balance before submitting.
7. Month-end (typically days 1-5 of the next month):
   • Check all draft journal entries are posted or deleted (Ledger → Journal Entries).
   • Reconcile every bank account (Banking → Reconciliation).
   • Review Cost & Budget → Budgets for variance > 10% — flag departments that overran.
   • Open Reports → Balance Sheet and verify Assets = Liabilities + Equity (the kiosk shows a green ✓ banner if balanced).
   • Ledger → Period Close → Close Period once everything ties out. After close, no posting into that period unless you re-open.

Each tab, in one paragraph

• Dashboard — KPIs (Revenue/Expense MTD/YTD, Net Income, Bank Balance, AR/AP, Overdue, Unreconciled Tx, Period Status), revenue and expense bars by category. One-screen overview.
• Cashier & Billing — patient bills with line items, partial payments, statement generation, multi-department charges. Reused existing page. Creating a bill now auto-posts a journal (DR AR / CR Revenue) using the default-accounts GL map; recording a payment auto-posts another (DR Cash / CR AR). Both go straight to the Journal Entries tab as posted_by='auto'.
• AR Aging — every open patient bill bucketed by days outstanding, sorted by oldest. Days column is colour-coded (green → red).
• Insurance Claims — claims, EOBs, prior authorizations, submit/adjudicate workflow. Reused existing page.
• Vendors & POs — vendor master, vendor offers, purchase orders, goods receipts, vendor invoices, payments, contracts. Reused existing page. PO numbers are now auto-allocated from the purchase_order document sequence (e.g. PO-2026-00042) when the form is left blank.
• AP Aging — open vendor invoices bucketed by days overdue against the due date.
• General Accounts — revenue/expense/salary/transfer ledger entries with P&L roll-up and dept finances. Reused existing page.
• Chart of Accounts — 5-class structure (asset / liability / equity / revenue / expense) with hierarchy via parent_account_id. Seeded with a standard hospital CoA on first boot.
• Journal Entries — double-entry bookkeeping. Drafts are editable; posting validates debits = credits, blocks if period is closed, and updates chart_of_accounts.current_balance immediately. Entry numbers are now allocated from the journal sequence (e.g. JV-2026-000123) — you’ll see auto-posted entries from the cashier flow stamped posted_by='auto'.
• Period Close — month / quarter / year lock. Drafts in the period must be posted or deleted before close.
• Bank Accounts — operating, payroll, escrow accounts. Each has opening balance + running current_balance updated by transactions.
• Reconciliation — bank transactions with reconciled toggle. Filter by account, by reconciled status. Match individual transactions to journal entries.
• Petty Cash — small disbursements outside the AP workflow. Pending → approved → posted lifecycle.
• General Inventory — medical supplies with stock_qty, reorder_level, expiry_date, material requests. Reused existing page.
• Asset Management — fixed-asset register with depreciation, transfers, status. Reused existing page.
• Budgets — period-bound (YYYY-MM) per (department, category, GL account). Actual computed live from account_entries; variance % bar colour shifts at 80% and 100% used.
• Cost Centers — dimensional tag for journal lines and budgets. Typically dept-level.
• Tax Codes — VAT / withholding / excise / sales / custom. Rate stored as decimal (0.05 = 5%).
• Balance Sheet — snapshot of all chart_of_accounts.current_balance grouped into Assets / Liabilities / Equity. Banner shows ✓ when balanced.
• Cash Flow — bank-tx-derived inflows and outflows over a window. Defaults to last 30 days.
• Company Setup (under the Configuration section) — the one-time setup tab. Sub-sections in the left rail: Company Identity, Fiscal Year & Tax, Currencies, Exchange Rates, Document Numbering, Default Accounts, Approval Matrix, Payment Terms. See the next subsection for what each is for.

Configuration — the one-time setup tab

Configuration is where you tell the system how this company keeps its books: when the fiscal year starts, what currency the books are in, how invoice / receipt / journal numbers are formatted, and — crucially — which GL account is used by default when the cashier or purchasing modules auto-post a journal. You set these once at go-live, revise occasionally, and the rest of the kiosk reads from them. Two of these (Company Identity, Base Currency / Fiscal anchors) are shared with HR.

The Default Accounts sub-section is the most operationally important one — every auto-post the system performs (cashier bill creation, cashier payment, future payroll-export and asset-depreciation jobs) reads from this map. If a slot is left blank, the auto-post for that flow is skipped silently (so the operational flow is never blocked) but the books stop staying in sync. On a fresh DB the seeded chart of accounts is auto-mapped to every slot so it works out of the box; you only need to remap if you renumber the chart.

Notification triggers

• Overdue AR > $0 → red banner above the tab list (link to AR Aging).
• Overdue AP > $0 → amber banner.
• Unreconciled Tx > 5 → amber banner.
• Open journal entries → counter on the Journal Entries tab.
• Pending petty cash → counter on the Petty Cash tab.
• Period closed → CLOSED indicator in top bar.

Common pitfalls

• Posting an unbalanced journal. The kiosk blocks this server-side, but the modal’s running-totals indicator is the easier way to spot it. If “Difference” isn’t $0.00, the Save & Post button is disabled.
• Posting into a closed period. Server returns 403 with period XXXX-XX is closed. Either re-open the period (audit trail!) or backdate the entry to a still-open period.
• Forgetting reconciliation before period close. Closing while bank accounts have unreconciled transactions is allowed but bad practice — your Balance Sheet’s bank totals won’t match the bank statements. The Banking section’s tab badge shows unreconciled count for this reason.
• Editing the chart of accounts in the middle of a month. Renaming an account is fine; deleting one with posted journal lines breaks history. Archive instead of delete.
• Treating the embedded pages as separate apps. General Accounts, Cashier, Inventory, Assets, Purchasing, Claims are the same components admins use — they just render inside the kiosk shell. Any change you make there is visible to admins too.