BAS Digital product · procedures and training

SOP: how to work in the accounting system

Step-by-step standards for every process in BAS: what is entered, by whom, with which mandatory fields — and how to verify it was entered correctly. An SOP (Standard Operating Procedure) is an instruction that lets any employee perform a transaction the same correct way.

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Why standards are needed

The quality of data in the system directly determines the quality of decisions. Three typical gaps without SOPs.

Documents are entered inconsistentlyOne manager fills in the category and the supporting document, another does it “the quick way”. The report collects both versions — and lies.

Mandatory fields are left emptyWithout the acquisition source, channel analysis doesn’t work; without the supporting document, payment control doesn’t.

Nobody runs the checksThe error lives in the system until the quarterly “why don’t the numbers add up” — when finding it is already slow and expensive.

How a process SOP is structured

For every section of the system — sales, purchasing, inventory, cash, people, planning — the SOP describes each document using one scheme: who enters it → mandatory fields → check → which reports it feeds. Every document has such a card: orders, delivery notes, cash receipts, card payments, payroll, expense requests.

SOP · “Cash” section — “Supplier payments” document

1Entered by

Assistantfrom the bank statement — automatically

2Mandatory fields

Source accountTransaction type “Supplier payments”Correct supplierCash flow categorySupporting document

3Check

Amount = invoicePayment linked to the supporting document

4Feeds into reports

Cash balancesPayables to suppliersCash flow

Report SOP: not just “enter” but also “reconcile”

A separate class of SOPs covers report verification. A report is not “sent as is” — it is confirmed against indicators. If something doesn’t add up, you hear it from us, with the reason and a deadline.

SOP · reconciling the “Cash balances” reportProcedure

Purpose and frequency

The report reflects the actual cash in accounts and cash desks. Reconciled weekly, sent on Monday by a fixed time.

Owners and roles

Bank transactionsFinance leadCash desksCash desk holdersOverall correctnessFinance lead

Correctness indicators

No unposted transactions
Cash desk balances = actual held
Account balances = bank statements
Transfers and currency exchanges recorded

Typical errors

Each with its place in the system, a fix procedure and a specific person to go to.

Recording the result

CorrectCorrect with agreed deviationsNot confirmed — reason and deadline

What SOPs cover

SOPs are linked to the transaction map: the map answers “what and who”, the SOP “how, step by step”. One transaction code — one instruction.

CashBank, cash desks, card payments, transfers, currencies

SalesCustomers, orders, acceptance certificates, receipts, retail

Purchasing and inventorySuppliers, delivery notes, stocktaking, write-offs

PeopleRecords, payroll accruals, payouts

PlanningExpense requests, approvals, payment calendar

ReportsProcedures for reconciling and confirming every report

What you get

A new employee works by the instruction from day oneOnboarding takes days, not months of word-of-mouth.

Everyone enters data the same wayReports are built from predictable data, not from “whatever each person understood”.

Errors are fixed by procedureThe SOP says where to look, how to fix it and who to go to.

Knowledge belongs to the companyAn employee leaving doesn’t take “how we did it” with them.

Honestly: what it does not do

—They aren’t written once and for all — processes change and SOPs are updated with them; on subscription, that’s our job.

—They don’t replace training — we train the team on SOPs using real transactions, not by sending them to “read the document”.

—They don’t work without accountability — a standard lives as long as compliance is checked; that’s what checklists and controls are for.

SOPs are built during implementation — around your processes

For a month we run your accounting with our own hands, and every process that passes through us becomes an instruction. By the handover to your team you have standards written from your real life.

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Other tools of the methodology

Area maturityBAS Digital methodology · basis for the audit and roadmapLearn more →Transaction mapBAS Digital product · part of implementationLearn more →Report mapBAS Digital product · part of implementationLearn more →Checklists and reconciliationsBAS Digital product · accounting disciplineLearn more →Weekly and MonthlyBAS Digital product · core of the subscriptionLearn more →Client hubBAS Digital product · transparency of workLearn more →Financial modelBAS Digital product · “Planning” packageLearn more →Niche reportsBAS Digital service · Market IntelligenceLearn more →