Wholety User Manual
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Chapter 11 Finance

Finance records supplier payments, sales receipts and return refunds, and reconciles order balances. Cost analysis confirms goods and freight costs separately. This chapter covers how to register income/expenses, manage tax invoices, and view the finance overview.

Entry: left menu Finance (Finance board / Supply finance ops / Sale finance ops / Return finance ops / Finance type / Tax invoice mgmt).

Finance tracks net supplier payments, net sales receipts and net return refunds. Cost confirmation and payment completion are separate facts.

Member payment, receipt and return-refund lists, tax-invoice lists, per-order tax sums and the tax board respect the member’s visible suppliers and stores. Direct order or record IDs cannot bypass that scope for creation, editing or deletion. Cost and sales-amount permissions still control masked amounts. Owners can access all data in their account; API key mutations also require write scope.

st=>start: Placed purchase / sales order
a=>operation: Record actual payments / receipts / reversals
b=>operation: Reconcile each balance; separate prepayments and excess receipts
c=>end: View outstanding balances and business cash flow
st->a->b->c

11.1 Finance Types

Create or edit a finance type name such as cash or bank transfer. Deleting hides the type while preserving existing financial records. The category is optional; cash direction comes from the signed invoice amount.

11.2 Supply-chain Finance Ops (AP)

  1. Finance → Supply finance ops → List filter by supplier / order no. / status to find the supply-chain order.
  2. Click the order's Finance ops / Register payment, in the popup select the linked finance type, fill amount, payment date and remarks; optionally add currency metadata and attachments.
  3. Can register multiple payments for one order; system accumulates paid amount, tracks paid/unpaid until cleared; can view the payment history.

Distinct from "Supply → Supply settlement": supply settlement is cost confirmation (freight allocation, state to Settled 9); the finance op here is the cash flow (actual money paid). Record payments when they actually occur; cost dependencies do not determine payment dates. Purchase payable equals goods plus the negative order discount. Freight and tax are accounted for separately.

11.3 Sales Finance Ops (AR)

  1. Finance → Sale finance ops → Select sales orders, or open finance operations from either not-analyzed or cost-confirmed lists on the finance board.
  2. Click Register receipt, popup select finance type, fill amount, receipt date and remarks; optionally add currency metadata and attachments.
  3. Can register multiple receipts, accumulate received, track received/unreceived to cleared; can view receipt history.

11.4 Return Finance Ops (Refund)

  1. Finance → Return finance ops → Pick return orders with price confirmed (state ≥2).
  2. Click Register refund, fill finance type, refund amount, refund date, remarks.
  3. The refund due is the sum of confirmed price × quantity, rounded half up to cents: 0.50 × 2.01 = 1.01. Partial refunds are supported; their total cannot exceed the amount due. Click Confirm refund after paying the full amount to reach "Refunded (3)". Zero-value refunds can complete without a zero-value payment record.
  4. Confirmed prices and refund quantities are locked. If editing or deleting a payment, or recording a negative reversal through an Agent / API, reduces the net refund below the amount due, the return goes back to "Price confirmed (2)". Received stock stays unchanged. Reversals cannot make the net refund negative.

11.5 Tax Invoice Management

  1. Finance → Tax invoice mgmt → New tax invoice: link to supply-chain order or sale order, fill amount and remarks, and optionally attach files. The system supplies the record creation date.
  2. View tax invoice records and filter by purchase / sale type and linked order.

Tax is auto-computed by merchant region rate + SKU has_tax (see 2.11, 8.2); tax invoices are collected & managed here.

11.6 Finance Dashboard and Executive Metrics

  1. Finance → Finance board. Filter by order creation date, supplier and store. Both not-analyzed and cost-confirmed orders retain outstanding balances and allow further payments or receipts.
  2. Net paid and net received include signed reversals. Each balance is its order amount minus its own net payments. Sum positive balances for outstanding amounts; show negative balances separately as prepayments or excess receipts. They do not erase another order's debt. Future-dated payments do not reduce current balances early.
  3. Each card opens a print report that the browser can save as PDF, preserving filters, net payments and remaining order balances. Hidden amounts remain * in exports.
  4. Executive metrics distinguish net sales receipts, confirmed sales gross profit and business net cash flow. Cash flow = sales receipts − supplier payments − return refunds, including reversals. It uses payment dates, with a disclosed record-date fallback when missing. It is not profit and does not include expense ledgers absent from this system.
  5. Gross profit uses the creation date of cost-confirmed sales orders. Revenue excludes tax and subtracts whole-line discounts; costs come from frozen actual dispatch purchase and freight costs. Missing costs make complete gross profit unavailable. This measure excludes returns and other expenses.

The page shows the last loaded period. Print after the current query has finished successfully; the not-analyzed report also waits for tax data from that same period. Changing filters or leaving the page cancels an unfinished preview. A completed report keeps the period and filters it was generated with. If the browser blocks the new tab, allow pop-ups for Wholety and retry.

Cost confirmation does not prove payment completion. Purchase payable includes goods and order discount only; reconcile freight and tax separately. Sales receivable already includes tax. Cash flow and gross profit require access to both supplier costs and sales amounts.

Amount permissions and edits

List, create and update responses for payments, receipts, refunds and tax invoices apply the same amount permissions. Hidden amounts display *; foreign-currency fields and financial change logs that may contain earlier amounts are also hidden. Editing notes, dates, categories or attachments preserves untouched amounts and the original payment timestamp. Only an explicit clear removes an optional field. Never interpret * as zero, estimate it or write it back.

Supplier and sales finance dialogs use the server summary of all payments effective as of now, on the same basis as the finance board. Future-dated records do not reduce today's balance. A negative payable balance means prepaid; a negative receivable means overpaid. Taking the absolute value would misstate a credit as debt. Unavailable summaries display —; masked amounts, including refunds and tax invoices, remain *.

Invoice pages and complete registered totals

Supplier payment, sales receipt, refund and tax-invoice dialogs support pages of 20, 50 or 100 records and use the server's record count. Records with equal creation times are ordered by ID. Deleting the last record on a final page returns to a valid page; an earlier page request cannot overwrite a newer selection. Failed record loads offer retry; unavailable totals show —, without implying that no payments or invoices exist.

Issued tax amounts use the full server sum independently of the displayed page. Return lists and dialogs likewise show net refunds registered, including signed reversals and future-dated registered refunds. This matches refund-capacity validation and helps avoid duplicate registrations. It is distinct from cash effective today: the cash board uses payment dates and excludes future records. A genuine zero differs from an unavailable amount, and masked amounts remain *.

Finance checks in order details

Purchase and sales order details use the complete per-order server summary. Goods and order discounts appear separately; purchase payable is goods plus the signed order discount, with freight and tax invoices tracked separately. Sales receivable preserves the recorded tax-inclusive amount. Cash in, cash out and net cash include all effective records and reversals independently of the displayed page, with the summary cutoff shown. Negative balances remain prepaid purchase amounts or overcollected sales receipts.

The detail ledger supports 20, 50 or 100 records per page, including records beyond 100, with the true count, payment dates, record dates and notes. Records and summaries can be retried independently. Masked values remain *; missing or unavailable amounts display —. Switching or closing an order invalidates older responses.

Amounts, exchange rates and payment times

Cash and tax amounts allow two decimal places, foreign amounts four, and positive exchange rates six. The rate means 1 CAD = X foreign units: foreign 2.01 at rate 2 converts to CAD 1.01 using decimal half-up rounding. Automatic rates are rounded to six places before conversion. Supply a valid rate or clear the foreign currency when no rate is available.

Payment dates and times use Toronto business time, including the default date regardless of the browser location. ISO times with an offset are converted to the same instant: 2026-10-04T00:00:00+08:00 becomes Toronto 2026-10-03 12:00:00. Dates and times without an offset already represent Toronto time. Payment timestamps are stored to whole seconds, with fractional seconds truncated. Future payments stay in the registered ledger and affect current balances only when effective. Invalid amounts, precision, rates or dates are rejected before changing the ledger.

11.7 Cost Analysis Dependencies

The easiest point to confuse in finance, explained separately:

st=>start: Sale order ready to settle (stocked out)
cond=>condition: Linked supply cost confirmed (9)?
sup=>subroutine: Confirm supply cost first (purchase cost + freight)
b=>operation: Sale cost analysis -> 6 Confirmed
e=>end: Gross profit / turnover / annualized computed
st->cond
cond(yes)->b->e
cond(no)->sup->cond

Rule of thumb: supply settlement first, then sale settlement. Reversed, the system blocks it.

Chapter Summary

Next: System Administration (admin).

Current merchant receivables

The merchant list queries complete sales orders and receipts for merchants on the current page, showing outstanding receivables and overcollected credit separately. Contact-cache balances are not used. It includes visible, placed through cost-confirmed sales orders (statuses 3–6), excluding drafts and unconfirmed orders. Positive per-order balances add to outstanding receivables; credit does not cancel another order’s debt. Recorded sales totals include tax. Effective signed receipts and reversals count; future-dated records do not reduce today’s balance. Use Refresh balances to query again; the page shows the Toronto business cutoff. Missing financial facts or failed queries show —, hidden amounts show *, and confirmed zero shows $0.00. Credit limits are configured merchant information, not an automatic credit approval.

Explore the product: Finance & settlement