FAQ: What are the definitions for the different date fields?

Michael Clarke

This list provides the definition of each transaction-level date field, subject to the type of transaction posted.

Work Item

Field	Definition
Entry Date	The date entered by the user recording the work item. Defaults to today unless edited by the user.
System Date	Real-time date when the transaction entered the database, not changeable by the user.
Period Date	Used for “Period” style reporting. This date will be the later of the Entry Date or Posting Period Date (a system-level control for open periods). This ensures backdating reflects reality while maintaining closed-period integrity. Captured automatically by the system.

Receipts

Field	Definition
Posting Date	Also known as the cashbook date — shown on ledgers and cash books. Entered by the user at posting.
Original Date	Only applies to receipts. The date the item appears on the bank statement if posted later. Supports AU compliance for recognising unallocated receipts.
Clears On Date	The date the receipt becomes available as cleared funds at the bank.
System Date	Real-time date when the transaction entered the database, not changeable by the user.
Period Date	Used for “Period” style reporting. Later of the Entry Date or Posting Period Date. Maintains integrity of closed periods. Captured automatically by the system.
Reconciliation Date	The bank statement date against which the item has been reconciled.

Payments

Field	Definition
Posting Date	Also known as the cashbook date — shown on ledgers and cash books. Entered by the user at posting.
System Date	Real-time date when the transaction entered the database, not changeable by the user.
Period Date	Used for “Period” style reporting. Later of the Entry Date or Posting Period Date. Maintains integrity of closed periods. Captured automatically by the system.
Reconciliation Date	The bank statement date against which the item has been reconciled.

General Journal

Field	Definition
Posting Date	The date presented on the general ledger. Entered by the user at posting.
System Date	Real-time date when the transaction entered the database, not changeable by the user.
Period Date	Used for “Period” style reporting. Later of the Entry Date or Posting Period Date. Maintains integrity of closed periods. Captured automatically by the system.

Debtors

Field	Definition
Invoice Date	The tax point date shown on the invoice — also appears on matter and general ledgers.
Due Date	The date the invoice is due for payment by the client or third party.
Sent Date	The date the invoice was marked as sent by the business.
System Date	Real-time date when the transaction entered the database, not changeable by the user.
Period Date	Used for “Period” style reporting. Later of the Entry Date or Posting Period Date. Maintains integrity of closed periods. Captured automatically by the system.

Creditors

Field	Definition
Posting Date	The date presented on the supplier and general ledgers. Entered by the user at posting.
Invoice Date	The date shown on the invoice received from the supplier.
Due Date	The date by which the invoice is due for payment to the supplier.
System Date	Real-time date when the transaction entered the database, not changeable by the user.
Period Date	Used for “Period” style reporting. Later of the Entry Date or Posting Period Date. Maintains integrity of closed periods. Captured automatically by the system.