Illustrative example · Planned product
The missing job card
The work is finished. One required acceptance is missing, so finance still needs a complete record.
Example Service Company · JOB-101 · 3 visits × R3,000 = R9,000. Illustrative example · Fictional non-VAT-registered service business. This sample supplier is separate from Stellvia’s subscription pricing.
You may carry operations and finance responsibilities yourself. Keep each required check explicit; do not invent a second approver.
Read all responsibilities for this job
- Sole owner
- You may carry operations and finance responsibilities yourself. Keep each required check explicit; do not invent a second approver.
- Operations
- Keep the current instruction, visit evidence, required acceptance and next owner with this job.
- Finance
- Check eligible work, invoice requirements, submission evidence and the verified allocated balance.
- Accountant
- Review the disclosed statement and supporting records. Return a specific question; keep review acceptance separate from ledger posting.
Three visits, one clear agreement
Agreed; work and acceptance still to follow
- What you have
- A current PO describes three visits at R3,000 each: R9,000 in total.
- What Stellvia checks or prepares
- Keep the current PO and each billed visit's required signed acceptance with the job.
- What changes
- The agreed scope, amount and customer requirements have an explicit source.
- Who acts next
- Operations lead — Complete the visits and retain the required work evidence.
- Agreed work
- R9,000
- Accepted work
- R0
- Work awaiting acceptance
- R9,000
- Invoiced
- R0
- Verified and allocated
- R0
- Invoice balance
- R0
- Customer
- Example Office Services
- Work
- Visits 1, 2 and 3 at R3,000 each
- Agreed total
- R9,000; sample supplier is not VAT registered
- Invoice requirement
- Current PO reference and signed acceptance for each billed visit
The photos are here. The signature is not.
Required acceptance missing
- What you have
- Three visits are complete. Visits 1 and 2 have signed acceptance; visit 3 has service details and photos only.
- What Stellvia checks or prepares
- Compare the available sources with the PO's requirement for signed acceptance on each billed visit.
- What changes
- Visit 3 has one explicit missing requirement. Completion photos do not replace the required acceptance.
- Who acts next
- Operations lead — Obtain the permitted signed acceptance for visit 3 from the customer.
- Agreed work
- R9,000
- Accepted work
- R6,000
- Work awaiting acceptance
- R3,000
- Invoiced
- R0
- Verified and allocated
- R0
- Invoice balance
- R0
- Visit 1
- Completed; photos and signed acceptance available
- Visit 2
- Completed; photos and signed acceptance available
- Visit 3
- Completed; service details and photos available
- Owner
- Operations lead
Inspect the linked sources (1)
- Customer
- Example Office Services
- Work
- Visits 1, 2 and 3 at R3,000 each
- Agreed total
- R9,000; sample supplier is not VAT registered
- Invoice requirement
- Current PO reference and signed acceptance for each billed visit
Inspect Three scheduled service visits
- Customer
- Example Office Services
- Work
- Visits 1, 2 and 3 at R3,000 each
- Agreed total
- R9,000; sample supplier is not VAT registered
- Invoice requirement
- Current PO reference and signed acceptance for each billed visit
Supply the source, then check it
Review needed
- What you have
- The current work record still lacks visit 3's required signed acceptance.
- What Stellvia checks or prepares
- An authorised person checks the supplied acceptance against this job, visit and applicable requirement.
- What changes
- The missing requirement remains open until the right source is supplied and checked.
- Who acts next
- Operations lead — Add the permitted acceptance for the illustrative next state.
- Agreed work
- R9,000
- Accepted work
- R6,000
- Work awaiting acceptance
- R3,000
- Invoiced
- R0
- Verified and allocated
- R0
- Invoice balance
- R0
This reveals an authored example. No real document is verified, issued or sent.
- Visit 1
- Completed; photos and signed acceptance available
- Visit 2
- Completed; photos and signed acceptance available
- Visit 3
- Completed; service details and photos available
- Owner
- Operations lead
Inspect the linked sources (1)
- Customer
- Example Office Services
- Work
- Visits 1, 2 and 3 at R3,000 each
- Agreed total
- R9,000; sample supplier is not VAT registered
- Invoice requirement
- Current PO reference and signed acceptance for each billed visit
Inspect the illustrative successor and its sources
Required acceptance checked
The illustration now includes ACCEPT-101-3. Its applicable review is recorded and the required acceptance is satisfied.
Next: Finance lead. Prepare the invoice and its supporting pack.
- Agreed work
- R9,000
- Accepted work
- R9,000
- Work awaiting acceptance
- R0
- Invoiced
- R0
- Verified and allocated
- R0
- Invoice balance
- R0
- Visit
- Visit 3 on the same job
- Customer decision
- Accepted under this example's agreement
- Review
- Authorised person checks the signed source and the applicable requirement
Inspect the linked sources (2)
- Visit 1
- Completed; photos and signed acceptance available
- Visit 2
- Completed; photos and signed acceptance available
- Visit 3
- Completed; service details and photos available
- Owner
- Operations lead
- Customer
- Example Office Services
- Work
- Visits 1, 2 and 3 at R3,000 each
- Agreed total
- R9,000; sample supplier is not VAT registered
- Invoice requirement
- Current PO reference and signed acceptance for each billed visit
When the day changesThe source changes or belongs to another job
- Interruption
- A document is replaced, or the attached acceptance refers to the wrong job.
- What is still known
- The prior source version and the reviews that relied on it are retained.
- What must not be assumed
- A prior review does not automatically validate a different source or job.
- Responsible person
- Operations lead and the applicable reviewer
- Recovery
- Link the correct permitted source as a successor and repeat only the affected review; keep the predecessor and reason.
- Remaining outcome
- Affected readiness remains stale until the new source is checked.
Prepare a complete R9,000 invoice
Prepared for submission
- What you have
- This later state has all three accepted visits, the current PO and the required supporting sources.
- What Stellvia checks or prepares
- Prepare the invoice with the correct PO reference and the disclosed evidence pack for the customer's chosen channel.
- What changes
- R9,000 is invoiced in the worked example. The pack is prepared for submission; downloading it does not prove customer receipt.
- Who acts next
- Finance lead — Use the buyer's required route and record the actual submission outcome.
- Agreed work
- R9,000
- Accepted work
- R9,000
- Work awaiting acceptance
- R0
- Invoiced
- R9,000
- Verified and allocated
- R0
- Invoice balance
- R9,000
- Current PO
- PO-101-204
- Quantity and rate
- 3 visits × R3,000
- Invoice total
- R9,000
- Tax note
- Fictional supplier is not VAT registered
Inspect the linked sources (3)
- Customer
- Example Office Services
- Work
- Visits 1, 2 and 3 at R3,000 each
- Agreed total
- R9,000; sample supplier is not VAT registered
- Invoice requirement
- Current PO reference and signed acceptance for each billed visit
- Visit 1
- Completed; photos and signed acceptance available
- Visit 2
- Completed; photos and signed acceptance available
- Visit 3
- Completed; service details and photos available
- Owner
- Operations lead
- Visit
- Visit 3 on the same job
- Customer decision
- Accepted under this example's agreement
- Review
- Authorised person checks the signed source and the applicable requirement
Inspect Visit 3 acceptance supplied
- Visit
- Visit 3 on the same job
- Customer decision
- Accepted under this example's agreement
- Review
- Authorised person checks the signed source and the applicable requirement
Inspect the linked sources (2)
- Visit 1
- Completed; photos and signed acceptance available
- Visit 2
- Completed; photos and signed acceptance available
- Visit 3
- Completed; service details and photos available
- Owner
- Operations lead
- Customer
- Example Office Services
- Work
- Visits 1, 2 and 3 at R3,000 each
- Agreed total
- R9,000; sample supplier is not VAT registered
- Invoice requirement
- Current PO reference and signed acceptance for each billed visit
When the day changesThe buyer has its own process
- Interruption
- This customer requires its own portal, email address or paper submission.
- What is still known
- The invoice and evidence pack are prepared with their current references.
- What must not be assumed
- A download or internal ready status does not prove customer receipt or universal procurement support.
- Responsible person
- Finance lead
- Recovery
- Use the buyer's stated route, retain the permitted acknowledgement and reconcile any returned requirement.
- Remaining outcome
- Record the actual outcome. If no acknowledgement is available, receipt remains unconfirmed.
When the day changesThe connection drops during submission
- Interruption
- The connection ends before a definitive response arrives.
- What is still known
- The exact prepared pack and attempted submission are known.
- What must not be assumed
- Do not show Sent, promise failure or blindly submit another copy.
- Responsible person
- Finance lead
- Recovery
- Show Delivery outcome needs checking. Check the buyer channel for the existing attempt, then follow its safe retry process if needed.
- Remaining outcome
- Delivery is unresolved until its actual result is established; payment remains separate.
A submitted invoice is still not payment
Payment still open
- What you have
- The invoice total is R9,000. In this example the customer has acknowledged the submitted pack, but no receipt has been verified or allocated.
- What Stellvia checks or prepares
- Keep the submission acknowledgement separate from payment evidence and allocation.
- What changes
- The balance remains R9,000. No Paid state is shown.
- Who acts next
- Finance lead — Follow the agreed payment date and check actual bank evidence when it arrives.
- Agreed work
- R9,000
- Accepted work
- R9,000
- Work awaiting acceptance
- R0
- Invoiced
- R9,000
- Verified and allocated
- R0
- Invoice balance
- R9,000
- Current PO
- PO-101-204
- Quantity and rate
- 3 visits × R3,000
- Invoice total
- R9,000
- Tax note
- Fictional supplier is not VAT registered
Inspect the linked sources (3)
- Customer
- Example Office Services
- Work
- Visits 1, 2 and 3 at R3,000 each
- Agreed total
- R9,000; sample supplier is not VAT registered
- Invoice requirement
- Current PO reference and signed acceptance for each billed visit
- Visit 1
- Completed; photos and signed acceptance available
- Visit 2
- Completed; photos and signed acceptance available
- Visit 3
- Completed; service details and photos available
- Owner
- Operations lead
- Visit
- Visit 3 on the same job
- Customer decision
- Accepted under this example's agreement
- Review
- Authorised person checks the signed source and the applicable requirement
Inspect Actual submitted pack acknowledged
- Pack
- INV-101-01 and its disclosed supporting documents
- Outcome
- Customer channel acknowledged this package in the illustrative later state
- Boundary
- Acknowledgement does not establish payment or accountant review
Inspect the linked sources (1)
- Current PO
- PO-101-204
- Quantity and rate
- 3 visits × R3,000
- Invoice total
- R9,000
- Tax note
- Fictional supplier is not VAT registered
The accountant sees the same open balance
Accounting response still open
- What you have
- A dated statement shows R9,000 invoiced, R0 allocated and R9,000 outstanding, with disclosed sources and a manifest.
- What Stellvia checks or prepares
- Prepare the package for scoped accountant review and disclose the unresolved payment state.
- What changes
- Accounting review is awaiting response. Package preparation does not establish receipt, acceptance or ledger posting.
- Who acts next
- Accountant, after delivery is confirmed — Review the disclosed records, accept or return specific items, and record the actual outcome.
- Agreed work
- R9,000
- Accepted work
- R9,000
- Work awaiting acceptance
- R0
- Invoiced
- R9,000
- Verified and allocated
- R0
- Invoice balance
- R9,000
- Invoice control total
- R9,000
- Verified and allocated
- R0
- Outstanding balance
- R9,000
- Review
- Awaiting accountant response
Inspect the linked sources (1)
- Current PO
- PO-101-204
- Quantity and rate
- 3 visits × R3,000
- Invoice total
- R9,000
- Tax note
- Fictional supplier is not VAT registered
Inspect What the accountant can inspect
- Date basis
- Snapshot as of 10 September 2026; ZAR totals
- Disclosed source count
- 4 source records
- Included records
- 101-po
- 101-work
- 101-invoice-full
- 101-acceptance
Disclosed in this dated package under the example scope.
- Exceptions
- R9,000 payment remains open; no receipt has been verified or allocated.
- Access
- Only the disclosed records and permitted supporting documents
Inspect the linked sources (4)
- Customer
- Example Office Services
- Work
- Visits 1, 2 and 3 at R3,000 each
- Agreed total
- R9,000; sample supplier is not VAT registered
- Invoice requirement
- Current PO reference and signed acceptance for each billed visit
- Visit 1
- Completed; photos and signed acceptance available
- Visit 2
- Completed; photos and signed acceptance available
- Visit 3
- Completed; service details and photos available
- Owner
- Operations lead
- Current PO
- PO-101-204
- Quantity and rate
- 3 visits × R3,000
- Invoice total
- R9,000
- Tax note
- Fictional supplier is not VAT registered
- Visit
- Visit 3 on the same job
- Customer decision
- Accepted under this example's agreement
- Review
- Authorised person checks the signed source and the applicable requirement