Internal controls in VisionONE: approvals, reconciliation and reminders

What internal controls in VisionONE cover

Implementation and support are available from our Nairobi team at ASP Building, Embakasi Road. Confirm the modules, users and reminder channels included in your proposal.

Approval workflows and limits (maker-checker)

VisionONE routes transactions to designated approvers and applies approval limits based on the authority assigned to each approver.

In many finance teams this is called a maker-checker control: one person enters or requests the transaction, and a different person reviews and approves it. You can apply this to purchase requests, payments and other documents in your authority matrix. For roles, segregation of duties and audit history, see ERP governance and approval workflows.

Ghost employee control

VisionONE links biometric Time & Attendance with Payroll so payroll teams can cross-check employee attendance and investigate unusual records before processing pay.

A name on the payroll that does not have matching attendance, or attendance that looks unusual, can be reviewed before the pay run is approved. This helps your team investigate possible ghost employees or ghost workers. It does not, by itself, prove fraud or replace a payroll audit. See Kenya payroll software for how a pay run is reviewed.

Automated bank reconciliation

VisionONE matches bank statement entries against recorded transactions and helps finance teams identify unmatched items for follow-up.

A matched line still needs your finance team’s review when the reference is unclear, the amount is partial, or the entry looks like a duplicate. See accounting software in Kenya for the ledger and cash records around this work.

Goods receipt verification

VisionONE reads supplier delivery notes into a draft Goods Receipt Note (GRN) and requires a user to review and confirm the details before saving.

The person who confirms the GRN should check quantities, items and any short or damaged delivery before the receipt is saved. Saving is not automatic. See procurement in VisionONE for purchase orders and receiving.

KRA and eTIMS reconciliation

VisionONE helps finance teams reconcile VAT, revenue, and expenses against eTIMS records and investigate discrepancies.

Your authorised team still reviews the figures and files the return on iTax. VisionONE does not file iTax returns automatically, and VisionONE is not a KRA-approved eTIMS integrator. See tax reporting and KRA workflows and how to reconcile VAT, eTIMS and iTax.

Statutory filing reminders

VisionONE sends reminders by email and WhatsApp for upcoming statutory return deadlines. WhatsApp messages are sent through the official WhatsApp Business API.

A reminder helps your team remember a due date. It does not file the return, generate a Payment Registration Number, or prove that a payment was received by KRA, NSSF, SHA or any other authority.

Receivables follow-up

VisionONE sends customer statements on configured dates and sends tenant payment reminders by email or WhatsApp according to the organisation’s settings. WhatsApp messages are sent through the official WhatsApp Business API.

Confirm the statement layout, reminder schedule and WhatsApp setup in your demo. For property lets, see property management. If you want customers or suppliers to review their own records, see the customer and supplier portal.

Management oversight

VisionONE provides funds-flow reporting and tools for audit risk, internal controls, and corporate governance so management can review cash movements and follow up on exceptions.

Use these reports together with approval history and unmatched items your team is already reviewing. They support oversight. They are not an audit opinion or a certification of corporate governance.

How to review these controls in a demo

Bring your approval matrix, a bank statement sample, a supplier delivery note, one unusual attendance record, and the statutory dates your team tracks. Ask to follow a request through approval, a bank line that does not match, a draft GRN that still needs confirmation, and a reminder that is sent without treating it as a filed return.

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