Month-end still a spreadsheet? Sign it off, item by item.
Open the month and DocuBite prepares the checklist: the aging, the accrual drafts and the VAT workpaper from the bills it already holds, and a place to record your bank balance. A reviewer signs each item, then the period locks.
Three of the items, up close. Worked out from your bills.
Who do we still owe? Aged at month end.
Every unpaid bill, bucketed by how overdue it is on the last day of the month, with the exceptions still open against them counted beside it.
AP aging + open-exception review for September 2026: Current 2 bills, 3 910,00; 1–30d 1 bills, 4 830,00; 31–60d 1 bills, 1 150,00; 61–90d 0 bills, 0,00; 90+ days 0 bills, 0,00. Total open 4 bills, 9 890,00. 1 hard-blocking exception — the period cannot lock until these clear.
Bills in, but not yet posted? Drafted as accruals.
Each becomes a journal draft, its VAT held in a suspense account (Dr VAT suspense), with the reversal dated the first of next month. A soft gate is an open check someone can override with a reason. DocuBite never posts the draft: you copy it to your ledger.
Unposted-bill accruals: KP-318, Printing & stationery, Dr net 900,00, Dr VAT suspense 135,00, Cr Accruals 1 035,00; BL-7702, Freight, Dr net 2 500,00, Dr VAT suspense 375,00, Cr Accruals 2 875,00. A journal draft, never posted anywhere, reversal auto-dated 2026-10-01.
A bill still on hold? The month waits for it.
While a hard check is still open on one of the month's bills, the period can't lock. The page says how many, and takes you to them. The other items, the bank reconciliation, the VAT workpaper and, for Lesotho, the RSA cross-border review, are signed the same way.
Lock blocked: 1 open hard gate against this workspace’s bills. Review the blocked invoices and clear the exceptions, then lock again.
Make the month a checklist.
For businesses and accounting firms in South Africa and Lesotho.
Run one month through it: each item prepared for you, signed by a person, and the period locked, with the record of who signed and when.
Questions first? Email support@docubite.com.
Locked on 2026-10-03. Reopen (with a reason) to make changes.