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06Group close and lockGroup sign-off, then lockCloseBy WD5
What it replaces
Intercompany differences argued by email on WD3, and a group team that learns an entity is late when its package doesn't arrive.
What changes
Every entity closes on the same rail. The late one is visible on day one, not day five.
Works with
SAP S/4HANA
SAP ECC
Dynamics 365
BlackLine
SAP Group Reporting
The close calendar
Each stage has a window in the working-day calendar and a due time. Every entity runs its own case, and its package reaches group by WD3.
RPA
AI agents
People
Trigger or API
Close
The close calendar
Stage
WD−2
WD−1
WD1
WD2
WD3
WD4
WD5
01 Period start2 steps
Calendar opens
02 Cut-off and sub-ledgers5 steps · by WD1
ERP jobs
03 Accruals5 steps · by WD2
2 agents
Sign-off
04 Reconciliations4 steps · by WD2
2 agents + API
05 Entity sign-off3 steps · WD3 12:00
Package
06 Group close and lock4 steps · by WD5
Group review
Locked
01 Period start2 steps
WD−2 to WD−1Calendar opens
02 Cut-off and sub-ledgers5 steps · by WD1
WD−1 to WD1ERP jobs
03 Accruals5 steps · by WD2
WD12 agents
WD2Sign-off
04 Reconciliations4 steps · by WD2
WD1 to WD22 agents + API
05 Entity sign-off3 steps · WD3 12:00
WD3Package
06 Group close and lock4 steps · by WD5
WD3 to WD4Group review
WD5Locked
Inside each stage
Choose a stage to see who does each step and what it leaves on the case.
Period start
WD−2 to WD−1
Steps
TriggerClose calendar opensOne case per entity, on its own calendar and local holidays
AI agentsOwners remindedThe reminder agent sends due times and what is still open
Left on the case: the calendar as set, and who was reminded.
Systems it touches
Close calendar
ERP period settings
Email and Teams
Controls
Every entity has a named owner
When it doesn't fit
An entity whose last period is still open starts flagged, so a late close shows before the next one begins.
Cut-off and sub-ledgers
WD−1 to WD1 · by WD1
Steps
APISub-ledgers closedPayables and receivables, by ERP job
APIRPABank files loadedStatements by API, RPA where a bank offers only a portal
APIDepreciation runThe ERP's own job, its log and totals back on the case
APIFX revaluationThe ERP's own job, at the period-end rate
APIRPAInterfaces postedBy API, RPA where a local ERP has no interface
Left on the case: the ERP's job logs and document numbers, with a recording where you turn it on.
Systems it touches
ERP sub-ledgers and general ledger, such as SAP S/4HANA or Dynamics 365
Bank file channel (EBICS or SWIFT)
Fixed asset sub-ledger
Rate feed
Controls
Revenue and purchase cut-off tested against shipments and delivery terms
When it doesn't fit
A job that fails reruns only once the ledger shows it did not post, then goes to its owner with the log. The rest of the stage carries on.
Accruals
WD1 to WD2 · by WD2
Steps
AI agentsServices received, not invoicedThe accruals agent proposes from open orders and delivery evidence
APIAI agentsRevenueFrom your contract system, the revenue agent gathers the support
APIPayroll and bonusPayroll from its interface, bonus estimates from HR
APIPrepayments releasedThis period's share, by ERP job
PeopleEvery proposal signedA person signs each one, a second reviews any above your threshold
Left on the case: each proposal, its sources, its signer and the posted document number.
Systems it touches
ERP purchasing and ledger
Contract and revenue system
Payroll
Prepayment schedules
Controls
Agent proposals never post without sign-off
Entries wait in the ERP as parked documents until approved
When it doesn't fit
A proposal the reviewer rejects goes back to its agent with the reason, and the rejection stays on the case.
Reconciliations
WD1 to WD2 · by WD2
Steps
APIAI agentsBank reconciliationsBank files by API, the matching agent pairs lines
APIPeopleIntercompany agreedMatched by API, disputes owned by group and settled by WD2
AI agentsPeopleBalance sheet workpapersThe workpaper agent prepares, a preparer signs, a reviewer approves
PeopleDifferences routedTo the entity controller, with an owner and a due date
Left on the case: a workpaper per account, signed by its preparer and its reviewer.
Systems it touches
General ledger in each entity's ERP
Bank file channel
Intercompany matching, such as SAP ICMR
Reconciliation tool, such as BlackLine
Controls
High-risk accounts reconciled every close, the rest as your policy sets
Four-eyes approval: preparer and reviewer are different people
When it doesn't fit
A line the matching agent cannot match stays open on the case and goes to a person, with the candidates it considered. Nothing is forced through.
Entity sign-off
WD3 · WD3 12:00
Steps
AI agentsFlux analysis draftedThe flux agent explains movements, marks the rest
PeopleController reviewFlux and open differences in one place
PeoplePackage submittedSigned by WD3 12:00, countersigned by the divisional controller where policy asks
Left on the case: the signed flux commentary and the controller's sign-off.
Systems it touches
General ledger and budget
Group reporting package
Controls
The sign-off covers the controls, not only the numbers, and lists any exceptions
When it doesn't fit
A controller who is out hands the sign-off to their named cover, and the due time holds.
Group close and lock
WD3 to WD5 · by WD5
Steps
APIPackage receivedTrial balance and intercompany by partner, in the group's format
PeopleGroup reviewThe group team checks the package and asks for adjustments
APIPeriod lockedBy ERP job, only after group sign-off, so nothing posts late
APIClose pack archivedWorkpapers, sign-offs, job logs and document numbers
Left on the case: the close pack, with document numbers and job logs for your auditor.
Systems it touches
ERP
Group consolidation, such as SAP Group Reporting
Archive
Controls
The period locks only after group sign-off
Posting and locking run under separate ERP users
When it doesn't fit
A late adjustment goes to group. If group approves it, only that entity's period reopens, with a reason and an approver on the case.
What your reviewers will ask
IT security, your auditor and the group controller each sign off before go-live. Their first questions, answered.
IT security
Where does ledger data go?
Nowhere. Optomo runs on-premise, in your network, so ledger data, documents and agent reasoning stay in it. Optomo is ISO 27001 certified.
Audit
Can we rely on the evidence?
Each control leaves its evidence on the case as it runs: job logs, document numbers and signed workpapers. Enterprise contracts give your auditor direct access to the controls Optomo runs.
Group controller
Who can post and lock?
Agent proposals wait as parked documents until a person signs. Posting and locking run under separate ERP users, and the period locks only after group sign-off.