Month-end evidence chase list

August close, state on Sep 28, 2026 4 items still owed Oldest item 20 days Client-visible

What Pennock Hospitality Group still owes Tallgrove Accounting Partners for the August close: every item accepted, rejected or outstanding for the five entities, who sends each one, and the one item that has now waited 20 days. Prepared by Tobias Rennert, client accounting manager at Tallgrove Accounting Partners, for the bookkeepers at each Pennock entity and for the owner's office manager. Desmond Vandermolen, owner, receives a copy. Issued Thursday, October 1, 2026.

Sample template: the firm, people, clients and figures are fictional.

Where the 34 items stand

Tallgrove asked the five Pennock entities for bank statements, payroll registers, point-of-sale reports and vendor statements for August. The cutoff was Sep 8. Twenty-seven items have been checked and accepted for close. Three came back and were rejected. Four have not arrived. Rejected items go back to the sender with the reason written on them, and the four outstanding items are the ones that have not arrived at all.

Live example from the Dashboards app, shown with Pennock Hospitality Group's demo data. Block dates move forward each week, so they can differ from the sample dates on this page.

The three states below add up to the 34 items requested. An item counts as accepted only after Tobias Rennert has checked its entity, period and source against the close checklist and the reviewer has accepted it. Receiving a file is not the same as accepting it.

Live example from the Dashboards app, shown with Pennock Hospitality Group's demo data.

Items by entity

Each row is one Pennock entity. Read across to see how many of its items are in each state, then go to the next section for what is still owed.

What is still owed

Four items are outstanding. Every item was requested against the Sep 8 cutoff. Days waiting count from the Sep 8 cutoff for the payroll register, and from the date the item was asked for again for the others. The counts are to Monday, September 28. Every item is needed in Tallgrove's hands by Tuesday, October 6.

How fast each entity usually answers

The chart shows the median days from request to acceptance for August. Saltmarsh Grill is highlighted because its median is the longest, at 9 days, while Pennock Holdings accepts items in 3. The medians count only items that were accepted, so the four outstanding items are not in them.

Live example from the Dashboards app, shown with Pennock Hospitality Group's demo data.

Why three items were rejected

An item is rejected when it cannot be used for the close as sent. A rejected item goes back to its sender with the reason written on it.

Most of what we reject is the right document for the wrong month. A quick look at the period before sending saves a second request for everyone.

From request to acceptance

This is the path every item follows. Tobias Rennert checks each item, and only Celeste Deverell, or the authorized reviewer, can accept it. Acceptance is what moves the entity toward close.

sequenceDiagram
    participant S as Sender at the entity
    participant T as Tobias Rennert
    participant C as Celeste Deverell
    T->>S: Send the request list with the cutoff date
    S->>T: Send the item
    T->>T: Check entity, period and source
    alt Item is usable
        T->>C: Pass the checked item for acceptance
    else Wrong period or unreadable
        T->>S: Return with the reason written on it
        S->>T: Send a corrected item
    end
    C->>C: Decide whether the entity may advance to review

How to send an item again

Use these steps for any of the four outstanding items and for any item returned to you.

The next cutoff is Wednesday, October 7, for the September close. The request list goes to the office manager as the single sender for all five entities, and the payroll request goes to the Saltmarsh Grill general manager at the same time.