Concepts: Documents & Posting

Everything in Horizon Finance is a document — an invoice, a bill, a cash receipt, a journal entry. Documents move through a small, predictable lifecycle, and understanding it once means you understand every screen in Finance.

The Lifecycle

Draft → (send or submit) → post.

• Draft — the document exists but commits to nothing. Edit freely, delete freely; drafts never touch your books.
• Send — for customer-facing documents like invoices: the customer gets the branded PDF and the clock starts. Still nothing in the ledger.
• Submit for approval — when an approval chain covers the document, it routes for sign-off before it can move on.
• Post — the accounting moment. Horizon writes a balanced ledger entry — debits equal credits, always, enforced by the system — and the document becomes part of your books.

A document’s status is visible right on its list, so you can always tell a draft from a posted record at a glance.

Posted Means Permanent — Corrections Happen in the Open

Once posted, a document is never silently edited. When something’s wrong:

• Reverse posts the mirror entry and, where it applies, lets a corrected version take its place. The original, the reversal, and the correction all remain visible.
• Void cancels a document that shouldn’t stand, visibly.

This is the property your accountant cares about most: the ledger’s history only ever grows. Anyone auditing your books can follow every number to a document, and every correction to its reason.

One Ledger Under Everything

Subledgers — receivables, payables, assets — are views into the same single ledger, tied to it through mapped control accounts. That’s why totals agree across screens: AR aging, the trial balance, and the P&L aren’t three systems reconciled nightly; they’re three readings of one set of books.

Note

Every transition — who submitted, who approved, who posted, who reversed — is recorded with its actor and timestamp. The audit trail isn’t a feature you turn on; it’s how the system works.