BAS Digital product · included in implementation

Transaction map

One file describing every money operation of your business: who enters it, with which document, under which line item — and how to verify everything matches. Accounting rules stop living in heads and start living on paper.

You paid a supplier. Issued an advance. Returned a deposit. Received a loan. Each of these events must turn into a correct entry in the accounting system. The transaction map is the instruction for exactly how.

Why it's needed

While the order in the books rests on two people's memory, the business pays for it three times over:

A new employee takes months to ramp upEvery operation is explained to them orally. When the explainer leaves, the knowledge leaves with them.

Everyone enters things their own wayOne payment — three ways to record it. Then the report shows a 'debt' that doesn't exist.

Errors surface a month laterA duplicated payment or a hanging advance is discovered when finding the cause is already expensive.

What it looks like

The core of the map is an operations register. One row = one business event. The conductor finds the event, opens the right tab — and enters it by the algorithm. No need to figure out 'the right way': the right way is written down.

'04.2 · Materials and services' sheet — excerpt

Code	What happened in the business	Document in BAS	P&L line item	Area	Who enters it	Control
Services and subcontracting
P2P-08	An invoice arrived from a contractor	Goods receipt note	Contractors (COGS)	9 · COGS	Assistant	the invoice awaits payment in the calendar
P2P-09	Paid for services against the invoice	Account debit	—	9 · COGS	Assistant	the payment is linked to the invoice
P2P-03	Offset an advance with the final invoice	Offset in the receipt note	—	9 · COGS	Financier	no hanging advances

Every operation has its code, document, line item, and check. The map holds 70+ typical operations in total: from revenue and payroll to loans, dividends, and equipment purchases.

'Payment processing' sheet — approval matrix

Payment amount	Who approves	How it's recorded
up to the approved limit	Financier — on their own	Request status in the system
the middle range	Financier + the owner's confirmation	A comment: who approved and when
large payments	The owner only	Explicit approval before payment day

Payments follow the rule 'request → approval → payment'. The limits are tuned to you: small stuff doesn't bother the owner, big stuff doesn't slip past him.

'Line item reference' sheet — P&L structure

Block	What's inside	What it answers for the owner
Revenue	Sales, advances, other income	How much we earned
Cost of sales (COGS)	Direct project costs	What what we sell costs us → gross profit
Selling	Marketing, commissions, promotion	What it costs to sell
Administrative	Office, services, back office	What a month of the company's life costs
Owner's personal	A separate line item, outside operations	What the profit really is

Line items follow the P&L logic — the report reads top to bottom to the answer 'how much the business earned'. The owner's personal spending doesn't dissolve into company expenses.

'Controls and reconciliations' sheet — excerpt

Risk	Control	How often
Balances diverged from the bank	Accounts and cash desks reconciled against statements	Weekly
An invoice paid twice	Every payment is linked to an invoice	Weekly
An unidentified payment 'hangs'	At month close there are zero of these	Monthly

Every risk has a check with an owner and a frequency. Next to it, a sheet of typical errors: how it should be and how to fix it if it isn't.

What's inside the file

70+

typical operationsfrom a client acceptance act to depreciation — each with an entry algorithm

accounting line itemsa P&L and cash flow reference with codes

maturity areasevery operation is tied to your accounting scorecard

25+

working sheetsoperations, payments, controls, errors, access rights, projects, loans

payment processrequest → approval → payment, limits, and a payment day

sheets for the accountantwhat we hand to the accountant and how documents go out automatically

How the map comes to you

You don't write the map yourself — it's assembled in the first two months of the BAS Digital implementation.

A preset for your nicheWe don't start from scratch: we take an industry template (services, agency, outstaffing, holding) and adapt it to your accounts, people, and projects.

The live monthFor a month we run your books with our own hands. Every non-standard operation lands in the map — it covers real life, not theory.

Handover to the teamWe train your people on the map and fix the roles: every operation has an owner. The map stays with you and updates along with the business.

What it gives you

The books stop depending on people. A new employee enters operations by the algorithm from week one — without a month of oral explanations.

The reports can be trusted. Every operation has a check; discrepancies are caught within the week, not at quarter end.

The owner controls the money without micromanaging. The limits decide what reaches you and what the team closes on its own.

You see an honest P&L. Personal is separated from business, line items follow the profit logic — the profit in the report becomes real.

Honestly: what the map does not do.

It doesn't replace the accounting system — it works in tandem with BAS: the numbers live in the system, the map describes the rules.
It's not 'set and forget' — the business changes, and the map needs updating. On the subscription, we do it.
It has no effect without discipline — the rule 'no request — no payment' works only if the owner follows it too.

The transaction map is part of the BAS Digital implementation

In three months we set up management accounting: a month to prepare, a month running it on your numbers, a month closing so the reports can be trusted. The map is one of the artifacts that stay with you.

Discuss implementation →

How we work