Journal approval evidence should be traced when a finance handover contains posted journals but no clear review trail. Keep the ledger entries and existing support unchanged while the gap is investigated. A journal appearing in a closed trial balance does not prove that the company’s review process was completed.

Accounting records, calculator and glasses on a desk
Illustrative photograph by Cht Gsml.

Identify the affected entries

List journal references, dates, amounts, accounts and preparers. Separate recurring system entries from one-off adjustments and preserve the explanation already recorded.

Check the system’s available review history and the company’s actual approval policy. A user having posting access does not necessarily show that they had authority to approve their own entry.

Recover genuine review support

Search the controlled approval route and relevant working papers. Ask the outgoing preparer or reviewer to identify contemporaneous evidence using the journal reference.

Keep a later explanation clearly dated as a later explanation. Do not create an earlier sign-off or describe a current review as though it happened before the posting.

Example: an adjustment has an email but no attachment

The email refers to a schedule that is missing from the handover. Obtain the actual supporting version or record the gap. A general message saying accounts reviewed may not identify whether that particular journal and calculation were included.

Complete the current assessment

Give the accountant a schedule of confirmed reviews and unresolved entries. Retain any authorised correction or current review with its actual date and basis. Check whether a posted entry affects an approved report before changing it. This handover exercise improves traceability; it does not authorise a balancing journal or retroactively establish a missing approval.

Related practical guidance

For the surrounding records and responsibilities, see bookkeeping basics, company records to keep, bookkeeping and accounting.

Official guidance: IRAS official guidance.

Help with your company records

For accounting, bookkeeping and related compliance support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or process need attention so we can discuss the relevant next steps.