Records & documents
What is System of Record? Where a business keeps its official data. In Kinnow that means structured records in every application and documents in Vault, linked together.
In plain words
It is the one place where the official version of your data lives. When two people disagree about what a customer owes or what a contract says, the system of record settles it. Everything else, including spreadsheets and chat, is a copy or a conversation.
Example
Sales keeps a sheet that says a customer owes ₹4,82,350. The ledger says ₹4,12,350, because a ₹70,000 receipt was entered in only one place. With a single system of record there is one ledger entry for that receipt, and the signed contract is filed against the same customer, so everyone reads the same answer. The numbers are made up.
Why it matters
- Time. No month-end hunt for why two lists differ.
- Audit. An auditor or tax officer can follow one trail from a figure back to the document.
- Risk. A vendor's bank details live in one place, so a change can be controlled.
How Kinnow handles it
It has two halves, linked together. Records in every application (ledgers, orders, bills, leases, payroll) share one set of customers, suppliers and items in Masters. Contracts, policies and scans live in Vault, filed against the records they describe.
Nothing in the ledger is deleted; a mistake is reversed by a new entry, and each period change, approval and override carries who did it, when and why. A change to a vendor's bank account needs a second person. The limits: duplicate checks cover parties (customers and suppliers) only, and a tax number is checked for form, not confirmed with an official registry. A person checks every field Kinnow reads from a contract.
Send us a customer list and one contract. We will show how they sit together on Kinnow.
Ask for a demo of Masters and Vault on a sample company.
Questions
Is Vault a replacement for my accounts?
No. Account keeps the numbers; Vault keeps the documents. They are linked, so one question can use both.
Can a wrong entry be deleted?
Not in the ledger. It is reversed by a new entry so the trail stays complete. Erasure of personal data and legal holds are handled separately; see Delete for real, keep what law requires under capabilities.
How is this different from a system of engagement?
A system of record keeps the official numbers and documents. A system of engagement is where people talk about them. Kinnow keeps both, with the conversation attached to the record.