Books that already agree with the warehouse.
AR, AP and a ledger driven by the same transactions that move stock.
In most distribution businesses, the books are a second copy of reality — re-keyed from shipments, receipts and packing slips, then reconciled forever. In KSN, the shipment posts the revenue, the receipt posts the inventory, and the vendor invoice matches three ways against both. There is no second copy to reconcile.
- AR invoices generated from shipped orders — single, batch or consolidated
- Vendor invoices matched three ways against PO and receipt
- Vendor credits and customer credit memos, applied instead of lost
- Statements, aging and dunning without a spreadsheet
- Every posting traceable back to its source document — and back again
What's included
The complete money side of a distribution operation — receivables, payables, ledger, cash and margin — fed by the stock transactions themselves.
Accounts receivable
From shipment to cash, with nothing re-keyed in between.
- Invoices from shipped orders. Invoices generate from what actually left the dock — singly, in batch runs, or consolidated per customer — ending the gap between billing and shipping.
- Receipts with application. Customer payments apply against open invoices line by line, with NSF handling and voids, so 'paid' always means paid against something specific.
- Credit memos with a lifecycle. Credits are approved, posted, then applied or refunded — a credit is a controlled document, not a discount typed into the next invoice.
- Debit memos. Charge-backs and corrections get their own approved, posted document instead of a manual journal nobody can explain later.
- Deposits and prepayments. Customer money taken before shipment is held, applied and refundable — so prepaid orders stop showing as unexplained credit balances.
- Customer statements. Statements generate and send on demand, so the customer's copy of the relationship matches yours before the dispute call.
Collections & credit
Get paid without becoming the villain.
- AR aging that drills down. Aging buckets by customer with drill-through to the invoices behind them — the number and its evidence in the same place.
- Dunning levels and history. Escalating collection actions are tracked per customer with full history, so the third reminder knows about the first two.
- Dispute tracking. A disputed invoice is flagged and worked as a dispute, instead of aging quietly while the argument happens over email.
- Write-offs with an audit trail. Bad debt is written off through a controlled action that leaves a record — never by deleting the invoice.
- Credit status wired into Sales. The same credit picture gates order confirmation in the Sales module, so collections stops inheriting problems entry created.
Accounts payable
Pay exactly what you ordered and received — no more, no earlier.
- Three-way match. Every vendor invoice is matched against the purchase order and the receipt, quantity and price, so the invoice for goods that never arrived never gets paid.
- Tolerances you control. Quantity and price variance tolerances auto-accept the noise and route real variances to a review queue — clerks review exceptions, not everything.
- Match override, with a name on it. A variance can be overridden deliberately by someone with the permission, leaving an audit record instead of a mystery payment.
- Payment runs. Proposal, approval, execution and remittance in one controlled flow — a payment run is a process, not a stack of cheques and hope.
- Vendor credits that get used. Credits owed by vendors are recorded and netted in payment runs, so the money stops evaporating into 'we'll sort it next order'.
- AP and GRNI aging. See what you owe and what you've received but not been billed for — the accrual your accountant keeps asking about, computed continuously.
General ledger & control
A ledger you can interrogate, with periods that stay closed.
- Journals with post and reverse. Manual journals are entered, posted and reversed as controlled documents — corrections leave a trail instead of overwriting history.
- Accounting periods. Open and close periods explicitly, so January stays January no matter who finds an old invoice in March.
- Trial balance and account ledger. The statements your accountant actually starts from, live from the same postings — no export-and-rebuild step.
- GL traceability, both directions. Walk from any journal to the shipment or receipt that caused it, and from any document to its postings — the audit question answered in seconds.
- Budgets and budget-vs-actual. Budgets live on the accounts they measure, with variance visible as spending happens rather than at year end.
- Bank reconciliation with auto-match. Import bank transactions and let auto-match clear the routine lines, leaving humans only the ones that genuinely differ.
Cost & margin
Know what things really cost before you price them.
- Versioned costs and prices. Costs and sell prices are versioned with effective dates, so 'what did this cost when we quoted it' has an exact answer.
- Landed cost adjustments. Freight, duty and brokerage post onto the received goods they belong to, so margin reports stop flattering imported product.
- Margin analysis. Margin by product and customer from actual cost versions — the discount conversation starts from facts.
- Customer profitability. See which accounts make money after the returns, credits and freight — not just which ones buy the most.
- Multi-currency with FX revaluation. On Enterprise, run two currencies with period-end FX revaluation, so foreign balances restate themselves instead of drifting.
The warehouse writes the journal entries.
Every stock transaction — a receipt, a shipment, an adjustment, a landed cost — posts its own GL entries the moment it happens. Month end stops being an archaeology project, because there is nothing to dig up: the books were written by the events themselves, and traceability runs both directions.
- No re-keying, no drift — The shipment that relieves the shelf posts the COGS. Same transaction, same second, same numbers.
- Trace any number to its box — From a journal line to the receipt behind it, or from a purchase order to every posting it caused.
- Month end becomes a review — Close the period and read the trial balance — the reconciliation already happened, continuously.
Three documents. One truth. Zero surprise invoices.
A vendor invoice only posts when it agrees with the purchase order and the receipt — quantity and price, within tolerances you set. Clean invoices flow straight through; variances stop in a review queue with the exact discrepancy named. Overpaying a vendor becomes something someone has to do on purpose.
- Match runs itself — Invoices inside tolerance auto-accept; clerks only ever see the exceptions.
- Variances are named, not vague — Quantity variance, price variance, missing receipt — each exception says exactly what disagrees.
- Vendor credits close the loop — Short shipments and returns become credits that net against the next payment run automatically.
What finance teams ask us
Do we still re-key shipments into invoices?
No. AR invoices generate from shipped orders — one at a time, in batch, or consolidated per customer. Billing and shipping are the same data, so they cannot disagree.
What does three-way match actually check?
Each vendor invoice line is compared against the purchase order and the receipt on both quantity and price. Variances inside your tolerances auto-accept; anything outside routes to a review queue with the specific discrepancy named, and can only be overridden by someone with that permission.
How are vendor credits handled?
As documents, not memories. A credit from a short shipment or return is recorded against the vendor and netted in the next payment run — you stop paying full invoices while a credit sits forgotten in an inbox.
Can we close a period and trust it stays closed?
Yes. Accounting periods are opened and closed explicitly, and postings respect them. A late document lands in the open period, not silently in the one you already reported.
Can we trace a GL balance back to the goods behind it?
Both directions. Pick any journal and walk to the shipment, receipt or adjustment that generated it; pick any document and see every posting it caused. Audit sampling turns into clicking.
Is this a real accounting system, or do we still need one beside it?
AR, AP, credit control, journals, periods, trial balance, account ledgers, budgets and bank reconciliation are all inside — driven by the operational transactions. Your accountant works from the same live trial balance you do, with exports where they want them.
Retire the reconciliation spreadsheet.
Fourteen days, every module, your own isolated tenant. Receive a PO, ship an order, and watch the ledger write itself — then try to find something to reconcile.
14 days · every module · no card