DataMagic FMS – Finance and accounting

The path of a document

A business event chain that reaches the general ledger

Bookkeeping is not retrospective data entry but the closing of operations. The same record travels through the system from the initial request to the financial statement, so every general-ledger entry can be traced back to the document it came from.

One record, one chain

An order becomes an invoice, the invoice becomes a settlement, the settlement becomes a general-ledger entry – each from its own predecessor.

Drill-down documents

From any general-ledger entry back to its predecessor along the document chain, all the way to the original file.

Data entered only once

Data is inherited between the steps of the chain: partner, item and terms travel from the order to the general-ledger posting without being re-entered.

The DataMagic business event chain: request, quotation, framework contract, order, delivery note, invoice, settlement, general-ledger posting and financial statement in one chain

Invoicing

Outgoing and incoming invoices in one document chain

Every invoice type works on the same principle: it has a predecessor and a continuation. A customer order becomes an invoice, an incoming invoice becomes a goods receipt, a proforma becomes an advance invoice.

Outgoing and incoming invoices – on shared document logic
Outgoing and incoming proformas, advance invoices
Correction and cancellation documents
Invoice from a customer order in one step
Document chain – predecessor and continuation tracked
Goods receipt reconciliation – stock and invoice matched
E-invoice intake – XML and authenticated PDF
Import from online invoice reporting – from the data submitted by the supplier
Incoming invoice approval – by workflow, with owners
Printing and e-mail dispatch from templates
Forms in other languages
Permissions per document type

Receivables management

Receivables handled where they arise

The ageing list is not a month-end report: the balance and any overdue debt are visible on the partner record and when a quotation is entered. Reminders and statements start from here.

DataMagic FMS ageing list: receivables per partner in 0–30, 31–60, 61–90 and 90+ day buckets with risk rating

Ageing list – 0–30, 31–60, 61–90, 90+ days
Receivables and open items at document level
Balance quick list by partner and bank account
Credit limit and limit monitoring on the partner
Incoming and outgoing payment schedules
Current account statement for customers and suppliers
Payment reminders – in several stages, from templates
Statements of account on the open balance
Late payment interest calculation – parameterisable
Netting and group netting
Payments in and out, other settlements
Matching – which transfer settles which invoice

Banking and cash

Bank data imported, with self-learning matching

Statements arrive over a direct bank connection, with no manual file import. Rules for typed items post the entries at the moment of import, so a customer payment reaches the invoice and a cost reaches its general-ledger account.

DataMagic FMS bank statement: bank entries imported over a PSD2 connection with automatic matching and self-learning rules

PSD2 bank connection – direct data synchronisation
Bank statements recorded and imported
Typed items – self-learning rules with formula syntax
Matching automatic and manual
Transfer orders and payment batches
Revaluation and closing of foreign-currency accounts
Currency holding revaluation, central bank rates
Banks, branches and account numbering
Cash documents – receipts and payments
Cash closing and cash report
Cash currency revaluation
Cash matching
Advances issued for settlement tracked
Cash numbering and typed items
Balance quick list per cash desk
Several cash desks and currencies

Accounting and bookkeeping

A general ledger fed automatically by the modules

Movements from invoicing, finance, banking, cash, stock and fixed assets reach the general ledger posted by movement type. Manual bookkeeping remains available on the same screen.

DataMagic FMS trial balance: breakdown by main account with debit, credit and balance columns

Chart of accounts, journals and journal types
VAT master data, VAT groups, foreign VAT codes
Manual general-ledger entry
Module posting to the ledger with automatic coding
Analytical and financial movement types
Cash-basis VAT transfer
General journal import, payroll import
Closings – period, VAT, accounting and year-end
Trial balance, account cards, journal sheets
Balance sheet and profit and loss
Cash flow statement
VAT records, foreign-currency entries
Statement designer – account number ranges per row
Statements in other languages
Cost reports, two-dimensional lists
Document number lists, open items

Reporting

More than accounting data in one view

A report can combine general-ledger, stock, sales, logistics and project data in the same view, in quantity and in value. Alongside statutory statements, management reports are built on the same surface.

Account number ranges per row, combined or split
Stock, sales, logistics and project data in one view
Structure, order and levels freely rearranged
Calculated rows and indicators
Views by dimension – cost centre, project, business line
Reports in other languages
Scheduled delivery in PDF or Excel
Trial balance, account cards, journal sheets
Current account statements, open items
VAT records, foreign-currency entries
Ageing lists, cost reports
Two-dimensional lists, document number lists
Balance sheet, profit and loss, cash flow in the same place

Accruals

Accrual from saving the invoice to posting

An invoice covering several months – prepaid rent, annual insurance, a maintenance contract – is split by the system at the moment of saving across the actual period of validity, and then posted to the ledger month by month.

The system decides whether it is a prepayment or an accrual
Monthly split – equal or proportional to days
Automatic posting when the month falls due
A custom accounting cut-off date can also be set
Where VAT is apportioned, it corrects with the non-deductible part
The rounding difference lands on the entry of the last month
Recalculated after amendment, recreated on cancellation
Write-off – early, one-off closing

Corporate group

Parallel rule sets and consolidation

The same business event can be booked under local accounting rules and under IFRS, and member companies work on shared master data. The owner's report and the statutory financial statement come from the same data.

Two rule sets, with ledgers kept in parallel
Different valuation and depreciation methods side by side
The differences can be reported, they do not overwrite each other
Owner reporting and statutory statements from one data set
Shared master data – partners, items, chart of accounts, dimensions
Intercompany entries stay matched
Elimination of intra-group turnover
Currency translation to the group currency
Different financial years and charts of accounts handled
Permissions per company

Fixed assets

An asset record from capitalisation to disposal

The whole life of an asset on one record: capitalisation, depreciation, maintenance, stocktaking, and finally sale or disposal. Depreciation is posted to the general ledger automatically.

Asset records and asset groups
Depreciation types – straight-line, accelerated
Capitalisation, subsequent capitalisation, stock changes
Commissioning records
Locations and storage places, stocktaking districts
Maintenance and operating-hour maintenance
Stocktaking and quantity adjustment
Issue and return of assets
Sale of fixed assets, reclassification
Asset register, movement table
Event lists and asset cards

Controlling

Dimensions: cost centre, project, owner

A dimension is a freely definable perspective along which documents and assets can be grouped. Eight dimension values can be assigned to one entry, so results can be reported from several angles.

Eight dimensions per entry

Cost centre, project, owner, business line or any perspective of your own, at document and fixed-asset level.

Dimensional profit and loss

Two-dimensional lists and cost reports, with the statement designer breaking results down by dimension.

Budget monitoring

Keeping to cost-centre and project budgets, with an alert to the owner on overrun.

Planning and forecasting

Plan, commitment and expected payment on one timeline

The system distributes cost across dimensions by rule, the plan is built on the same dimensions, and expected payments appear before the general-ledger posting.

Percentage, equal or ratio-based distribution
Manual split or Excel import, with remainder monitoring
Plans for daily, monthly, quarterly or custom periods
Planned versus actual without separate data entry
The amount of any document split across periods
Every instalment with its own performance date
Rolling view – always the remaining periods
Document chain status report, with arrears per stage

Compliance

Regulatory connections and auditability

Regulatory tracking is daily and part of the system, not a separate localisation project. Every document and posting leaves a trace, so an audit can be documented.

Online invoice reporting – data submission and import
E-invoicing in the format accepted by the tax authority
VAT analytics and VAT import in XML
Cash-basis VAT taxation
Statutory form support for tax-authority filing software
Machine-to-machine VAT interface with acknowledgement
PEPPOL – international e-invoicing, BIS Billing
EDI – partner invoice data flows into the same document
Electronic financial statement filing
Submission log, resending and deadline monitoring
SOX-audited operation – the first such system in 2013
Audit log on every document and posting
Field- and record-level permissions
Period and accounting closings that can be reopened
Daily regulatory tracking
Deputy handling for holidays

Predictive cash flow

Expected balance from the data already booked

The forecast is built from incoming and outgoing payment schedules, open items, ageing and partner payment behaviour. The calculation runs on the same document set that bookkeeping works from, so the forecast needs no separate model.

Liquidity shortfall flagged – the system marks the period in which the expected balance falls below a set threshold
Payment behaviour per partner – a shift calculated from the history of actual delays places the item on the expected day rather than the due date
Certain and probable items weighted separately, showing how much is an estimate
Period-correct results – accruals show the amount belonging to each month
Breakdown by currency and dimension
Drill-down to the source document
The effect of deferring a payment – rescheduling one item immediately recalculates the balance of the following weeks
Funding requirement – the size and timing of the gap, so a credit line can be planned
Currency exposure placed in time
Scenarios – optimistic and cautious variants
Planned versus actual on the same timeline
Scheduled delivery to decision-makers

Hybrid intelligence

Built-in AI in the financial processes

The AI capabilities are built on the permission, audit and document model of the framework, so recognised data reaches the right document directly. The solution runs on a provider-independent architecture and can be fitted to data protection expectations.

Document recognition

Incoming invoices and attachments processed with OCR, including handwriting. After recognition the system reconciles against order and goods receipt data, flags the difference, and the correction is learned for the next invoice.

AI assistant

A RAG-based assistant trained on the company's context and tuned to accounting and tax knowledge. A natural-language question becomes a query, and it knows which document is open.

Anomaly detection

Payment slippage, outlying costs and suspicious entry pairs flagged from the accounting data, before the close.

DM on-premise AI – inside the closed network, on the company's internal data: queries, records, navigates
DM Cloud AI – market and regulatory context from external sources, with benchmarks and regulatory updates
The model runs on the company's own server, accounting data does not leave the company
No data goes to a third country
A cloud mode can also be chosen – the scope of external calls is closed by permissions
Permissions on every AI call, with calls logged
No training on customer data
Provider-independent architecture

Workflow and permissions

Approval paths and field-level access

Process steps are assembled by a business user, with no development. The permission matrix controls down to a single data field, and logging records every step.

Visual process designer, with versioning and templates
Dynamic approval levels – value thresholds, organisation, role
Automatic value checks – status, task, mail
Deadlines, reminders and escalation to the manager
Workflow log – who approved, when, with what data
Field-level permissions, including read-only mode
Role-based permission groups
Restriction of documents, windows and whole modules
Deputy handling with a time window, logged
Four-eyes principle on payments
2FA / MFA, SSO with Active Directory, audit log

Integration

Payroll, banking and authorities over open interfaces

Payroll and HR modules are not part of the product; instead, a data connection can be built to any external payroll and HR system, and the payroll posting arrives as a finished general-ledger entry.

External payroll system – payroll posting as a general-ledger entry
External HR system, shared organisational unit master data
PSD2 bank connection and statement import
General journal import from external data
Excel and CSV import
REST API with OAuth2, over entities and queries
Online invoice reporting and e-invoicing
Tax-authority filing software and electronic financial statements
Payment batches to the bank
One-click Excel export from every list

From the invoice to the balance sheet, in one system.