Illustrative example · Planned product
Only part of the work is accepted
The customer accepts two visits and returns one. Keep R6,000 eligible and R3,000 awaiting resolution visible together.
Example Service Company · JOB-102 · 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
- Check the example agreement: accepted visits may be invoiced separately.
- 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
Three completed visits still need review
Customer review pending
- What you have
- Work details and photos exist for all three visits, with the applicable acceptance sources retained.
- What Stellvia checks or prepares
- Present the work and current customer requirements for the review that this agreement needs.
- What changes
- A record of completed work is available; completion alone does not decide what is accepted or invoiceable.
- Who acts next
- Customer reviewer — Review each visit and give a specific decision.
- Agreed work
- R9,000
- Accepted work
- R0
- Work awaiting acceptance
- R9,000
- 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
Two accepted. One returned.
R3,000 of work awaiting resolution
- What you have
- The customer accepts visits 1 and 2 and returns visit 3: please complete the agreed final service check.
- What Stellvia checks or prepares
- Apply the example agreement's partial-billing rule and preserve the customer reason against visit 3.
- What changes
- R6,000 is eligible; R3,000 of work remains unresolved. The unresolved portion is not overdue debt.
- Who acts next
- Operations lead for visit 3; finance lead for accepted work — Arrange the returned work and prepare only the accepted portion for invoicing.
- Agreed work
- R9,000
- Accepted work
- R6,000
- Work awaiting acceptance
- R3,000
- Invoiced
- R0
- Verified and allocated
- R0
- Invoice balance
- R0
- Accepted
- Visits 1 and 2: R6,000
- Returned
- Visit 3: R3,000
- Reason
- Please complete the agreed final service check
- Next owner
- Operations lead
Inspect the linked sources (1)
- 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
Invoice the accepted R6,000
R6,000 prepared for submission
- What you have
- The accepted two visits and their supporting sources are ready under the example's agreement.
- What Stellvia checks or prepares
- Prepare a two-visit invoice and a pack that explicitly excludes the unaccepted visit from the amount due.
- What changes
- The invoice is R6,000. The remaining R3,000 stays with its reason and operations owner.
- Who acts next
- Finance lead — Submit through the buyer's route and record its actual outcome.
- Agreed work
- R9,000
- Accepted work
- R6,000
- Work awaiting acceptance
- R3,000
- Invoiced
- R6,000
- Verified and allocated
- R0
- Invoice balance
- R6,000
- Current PO
- PO-102-204
- Quantity and rate
- 2 visits × R3,000
- Invoice total
- R6,000
- Excluded work
- Visit 3: R3,000 awaiting resolution; not invoiced debt
Inspect the linked sources (2)
- 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
- Accepted
- Visits 1 and 2: R6,000
- Returned
- Visit 3: R3,000
- Reason
- Please complete the agreed final service check
- Next owner
- Operations lead
Inspect Visit 3 returned for correction
- Accepted
- Visits 1 and 2: R6,000
- Returned
- Visit 3: R3,000
- Reason
- Please complete the agreed final service check
- Next owner
- Operations lead
Inspect the linked sources (1)
- 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
That invoice can settle while work remains
Invoice settled; returned work still open
- What you have
- A R6,000 receipt is verified and allocated to the R6,000 invoice in this later worked state.
- What Stellvia checks or prepares
- Match the bank evidence and allocation to the accepted-work invoice.
- What changes
- The invoice balance is R0. The separate R3,000 of returned work remains open; the whole job is not closed.
- Who acts next
- Operations lead — Complete the returned visit's resolution and obtain its applicable review.
- Agreed work
- R9,000
- Accepted work
- R6,000
- Work awaiting acceptance
- R3,000
- Invoiced
- R6,000
- Verified and allocated
- R6,000
- Invoice balance
- R0
- Current PO
- PO-102-204
- Quantity and rate
- 2 visits × R3,000
- Invoice total
- R6,000
- Excluded work
- Visit 3: R3,000 awaiting resolution; not invoiced debt
Inspect the linked sources (2)
- 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
- Accepted
- Visits 1 and 2: R6,000
- Returned
- Visit 3: R3,000
- Reason
- Please complete the agreed final service check
- Next owner
- Operations lead
Inspect R6,000 receipt checked
- Verified receipt
- R6,000
- Proposed invoice allocation
- R6,000 to INV-102-01; requires the applicable check
- Evidence boundary
- The claim, receipt and allocation are separate records
Inspect Receipt linked to this invoice
- Source receipt
- BANK-102-6000
- Confirmed allocation
- R6,000 to INV-102-01 after the applicable check
- Recorded by
- Finance lead in this illustrative later state
Inspect the linked sources (2)
- Verified receipt
- R6,000
- Proposed invoice allocation
- R6,000 to INV-102-01; requires the applicable check
- Evidence boundary
- The claim, receipt and allocation are separate records
- Current PO
- PO-102-204
- Quantity and rate
- 2 visits × R3,000
- Invoice total
- R6,000
- Excluded work
- Visit 3: R3,000 awaiting resolution; not invoiced debt
Inspect Visit 3 returned for correction
- Accepted
- Visits 1 and 2: R6,000
- Returned
- Visit 3: R3,000
- Reason
- Please complete the agreed final service check
- Next owner
- Operations lead
Inspect the linked sources (1)
- 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
Disclose both the settled invoice and open work
Review accepted; work and ledger outcomes separate
- What you have
- The statement shows R6,000 invoiced and allocated, R0 invoice balance and R3,000 of excluded unresolved work.
- What Stellvia checks or prepares
- Send the disclosed records for review without silently converting the returned work into debt or closing it.
- What changes
- In this example the accountant accepts the disclosed records for review. Ledger posting and the remaining work each retain their own outcome.
- Who acts next
- Operations lead for returned work; accountant for any separate bookkeeping — Resolve the work and record any separately evidenced accounting outcome.
- Agreed work
- R9,000
- Accepted work
- R6,000
- Work awaiting acceptance
- R3,000
- Invoiced
- R6,000
- Verified and allocated
- R6,000
- Invoice balance
- R0
- Invoice control total
- R6,000
- Verified and allocated
- R6,000
- Invoice balance
- R0
- Unaccepted work
- R3,000; operations still owns its resolution
- Ledger posting
- Not established by review acceptance
Inspect the linked sources (4)
- Current PO
- PO-102-204
- Quantity and rate
- 2 visits × R3,000
- Invoice total
- R6,000
- Excluded work
- Visit 3: R3,000 awaiting resolution; not invoiced debt
- Verified receipt
- R6,000
- Proposed invoice allocation
- R6,000 to INV-102-01; requires the applicable check
- Evidence boundary
- The claim, receipt and allocation are separate records
- Source receipt
- BANK-102-6000
- Confirmed allocation
- R6,000 to INV-102-01 after the applicable check
- Recorded by
- Finance lead in this illustrative later state
- Accepted
- Visits 1 and 2: R6,000
- Returned
- Visit 3: R3,000
- Reason
- Please complete the agreed final service check
- Next owner
- Operations lead
Inspect What the accountant can inspect
- Date basis
- Snapshot as of 10 September 2026; ZAR totals
- Disclosed source count
- 6 source records
- Included records
- 102-po
- 102-work
- 102-invoice-part
- 102-bank
- 102-allocation
- 102-return
Disclosed in this dated package under the example scope.
- Excluded: 102-acceptance
- Visit 3 is returned and its acceptance is not part of the accepted-work package.
- Exceptions
- Visit 3: R3,000 of returned work remains open; not invoiced debt.
- Access
- Only the disclosed records and permitted supporting documents
Inspect the linked sources (6)
- 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-102-204
- Quantity and rate
- 2 visits × R3,000
- Invoice total
- R6,000
- Excluded work
- Visit 3: R3,000 awaiting resolution; not invoiced debt
- Verified receipt
- R6,000
- Proposed invoice allocation
- R6,000 to INV-102-01; requires the applicable check
- Evidence boundary
- The claim, receipt and allocation are separate records
- Source receipt
- BANK-102-6000
- Confirmed allocation
- R6,000 to INV-102-01 after the applicable check
- Recorded by
- Finance lead in this illustrative later state
- Accepted
- Visits 1 and 2: R6,000
- Returned
- Visit 3: R3,000
- Reason
- Please complete the agreed final service check
- Next owner
- Operations lead