Accounting

The Accounting workspace shows how payIQ’s operational events are offered to LedgerIQ, the accounting system of record, and what LedgerIQ answers. payIQ prepares and tracks the handoff. It does not keep accounts, build journals, or post anything.

What gets a handoff

payIQ records an accounting handoff automatically when:

a payroll run is finalized — one payroll handoff for the run; and
an advance has an economic event — an issuance, a manual repayment, a payroll repayment, or an administrator adjustment or reversal.

Lifecycle-only changes (submitting, approving, or cancelling an advance) record nothing, because no money moved.

A payroll handoff excludes the advance deduction that payroll recovered. That repayment is offered once by the advance handoff instead, so the same withholding is never counted twice.

The outbox — payIQ to LedgerIQ

The Outbox tab lists every handoff with its operation, delivery state, when the fact occurred, when it was recorded, when it was transmitted, and when it was answered.

Delivery state	Meaning
Pending	Recorded, not yet transmitted.
Emitted	A recorded statement that it was transmitted.
Acknowledged	LedgerIQ answered successfully.
Failed	LedgerIQ answered with a failure or rejection.

Allowed moves: Pending → Emitted → Acknowledged, or Emitted → Failed. Acknowledged and Failed are final.

You can filter the outbox by status and by handoff type.

Recording a transmission

On a Pending handoff, an Administrator can select Record transmission and Confirm transmission.

The inbox — LedgerIQ results

The Inbox tab lists the answers LedgerIQ sent back, with its status, result code, accounting reference, who recorded it, and when it was received. Result statuses are Accepted, Posted, Reconciled, Rejected, and Failed. A rejected or failed result carries a reason that is shown on the handoff.

Handoff detail

Opening a handoff shows:

the delivery timeline and any failure reason;
the operation it came from (the payroll run or advance event);
the canonical payload — the frozen set of amounts and references;
the transmittable envelope — the exact message that can be sent;
the derived message identity and idempotency key.

The payload and envelope describe operational amounts: gross, employee deductions, employer contributions, net, and advance movements. They do not contain account codes or mappings. Choosing which accounts an amount touches is LedgerIQ’s decision, not payIQ’s.

What is immutable

Once recorded, a handoff’s content — identity, payload, idempotency key, operation, and occurrence time — can never be edited. Only the delivery state moves, and only through the recorded actions above.

The idempotency key is derived from the event itself, so replaying an event reproduces the same handoff instead of creating a duplicate.

The finalized payroll-run detail and each advance detail carry their own small Accounting handoff card, so you can see an operation’s accounting position where the operation lives, without opening this workspace.

What you can and cannot do

You can: view the outbox and inbox, open a handoff, read its allowed content, and — as an Administrator — record a transmission and receive a LedgerIQ result.

You cannot: edit a handoff, choose accounts or journals, post accounting, withdraw a transmitted handoff, or retry a failed one. These are deliberate limits of the current release.

Who can do what here

Action	Roles
View the outbox and inbox	Any active member
View the canonical payload, envelope, and idempotency key	Payroll Operator, Approver, Administrator
Record a transmission	Administrator
Receive a LedgerIQ result	Administrator

See Roles & access.