About the Agent

ZBrain Automated GL Validation Agent transforms General Ledger journal review by automating policy enforcement and generating audit-ready outputs. By seamlessly integrating with ERP systems, the agent validates each journal entry against configurable rules, identifies potential risks using a Large Language Model (LLM), and produces structured, categorized reports for finance teams. This automation ensures accurate, compliant, and scalable financial close processes, freeing teams from repetitive checks and enhancing audit transparency.

Challenges the GL Validation Agent Addresses

Traditional GL validation is labor-intensive, inconsistent, and prone to manual errors, resulting in delayed close cycles and increased audit risks. Finance teams face challenges in ensuring policy compliance, detecting subtle discrepancies, and scaling processes amid growing transaction volumes. Additionally, knowledge silos, undocumented validation logic, and fragmented reporting undermine efficiency and transparency, complicating efforts to maintain audit readiness and operational confidence.

ZBrain automated GL validation agent intelligently analyzes journal entries by applying rule-based logic tailored to enterprise-specific requirements. It seamlessly retrieves GL data from ERP systems, evaluates every journal entry against validation rules, and generates structured, audit-ready reports. Exceptions are promptly flagged, and any skipped entries are transparently logged, empowering finance teams to maintain control, ensure compliance, and accelerate period-close cycles, eliminating manual effort and reducing risk.

How the Agent Works

The ZBrain automated GL validation agent executes a comprehensive, multi-stage workflow to ensure financial journal entries are accurate and policy-compliant. The following step-by-step flow describes the agent’s operations in detail:

Step 1: Trigger Activation and Input Capture

The process begins when the agent is manually triggered or executed on a scheduled run to validate journal entries based on specified parameters.

Key Tasks:

• Accepts user-defined inputs such as accounting period, ledger name, journal source, and Chart of Accounts (CoA) configuration.
• Captures additional filters, including business unit, date range, and entity-specific metadata, to define the journal scope.
• Creates API-ready filters to initiate batch-level journal retrieval from the connected Oracle ERP.

Outcome:

• The agent is initialized with precise validation criteria and is ready to retrieve targeted journal batches for further processing.

Step 2: Journal Batch Retrieval from Oracle ERP

The agent queries the ERP system to fetch journal batches that match the specified filters and accounting timeframe.

Key Tasks:

• Sends an HTTP GET request to Oracle ERP’s API using the constructed query parameters.
• Parses and structures metadata, such as JeBatchId (a unique identifier for a journal batch), Batch Name, Status, Posted Date, and Chart of Accounts Name.
• Aggregates all retrieved batch objects into a queue for sequential validation.

Outcome:

• All matching journal batches are successfully retrieved, standardized, and prepared for header-level inspection.

Step 3: Journal Header Extraction and Filtering

For each batch retrieved, the agent extracts journal headers and identifies valid entries for downstream validation.

Key Tasks:

• For each journal batch, the agent retrieves all associated journal headers to begin the validation process.
• Extracts metadata including Journal Header Id, Journal Name, Ledger Name, Source, Category, Accounting Date, Reversal Method, and Reversal Date.
• Identifies whether headers exist; skips and logs any batch with missing headers to avoid unnecessary processing.

Outcome:

• Batches with valid headers are retained for detailed analysis, while those without headers are logged as skipped for transparency.

Step 4: Journal Line Item Retrieval and Structuring

The agent retrieves and organizes all line-level financial data for each journal header to ensure granular validation.

Key Tasks:

• For each Journal Header ID, the agent calls all journal headers associated with each batch to extract line items.
• Captures attributes including Entered Dr(Debit), Entered Cr(Credit), Accounted Dr(Debit), Accounted Cr(Credit), Code Combination, Natural Account, Cost Center, Company, Project ID, Department, Currency Code, and Description.
• Structures the journal header and line data into a unified format for LLM-based rule validation.

Outcome:

• Each journal entry is fully populated with its associated header and line-level data, creating a complete dataset for validation.

Step 5: GL Rule-based Validation Using LLM

The agent utilizes an LLM to apply enterprise validation rules and enforce accounting compliance policies.

Key Tasks:

• Applies validations such as segment completeness (e.g., Natural Account, Cost Center), open period check, valid account combination verification, and required field completion.
• Validates debit and credit balancing, flagging any negative or out-of-threshold entries.
• Enforces predefined soft and hard policies from the knowledge base; each violation is tagged with policy severity.
• Computes a risk score and assigns a policy type (e.g., advisory, critical) to each validation outcome.

Outcome:

• Journals are labeled as Passed, Passed with Warnings, or Failed, with structured validation outputs, policy classifications, and risk scores.

Step 6: Storage of Validation Results and Skipped Logs

All validation outcomes, anomaly detections, and skipped entries are logged for audit trail and reporting continuity.

Key Tasks:

• Stores successfully processed journals along with JeBatchId, Journal Header ID, validation outcomes, anomaly flags, risk scores, and suggested actions.
• Separately logs batches with no headers and records the reason for skipping.
• Consolidates all logs into a runtime store for centralized tracking.

Outcome:

• A complete audit trail is maintained for every journal batch processed, ensuring data integrity, traceability, and compliance readiness.

Step 7: Report Generation and Summary Structuring

The agent aggregates validation and anomaly data to generate structured reports for review and approval workflow.

Key Tasks:

• Creates summary blocks showing total journals processed and validation failures, anomaly counts, high-risk entries, and risk items.
• Breaks down violations by batch and provides role-specific insights.
• Includes journal-level drilldowns with rule violations, anomaly descriptions, recommended actions, and escalation flags.

Outcome:

• A structured report is generated with actionable insights, enabling stakeholders to quickly assess financial control health and respond to issues.

Step 8: Markdown Report Formatting

The agent formats the structured reports into Markdown for clear presentation on audit and finance dashboards.

Key Tasks:

• Converts journal summaries and policy violations, and anomaly results into Markdown with readable tables, section headings, and highlights.
• Highlights high-severity items with visual markers such as color-coded badges.
• Ensures drill-down capability into each journal, including header, line items, violations, anomaly risk, and action recommendations.

Outcome:

• Reports are fully formatted for rendering in enterprise dashboards and are accessible to finance, compliance, and audit teams with minimal interpretation effort.

Step 9: Output Delivery and Publishing

Final reports are distributed to the appropriate users and systems via dashboards, APIs, and report downloads.

Key Tasks:

• Pushes Markdown reports to the ZBrain Agent Dashboard with filters for batch, ledger, source, and severity.
• Sends structured JSON output to connected ERP systems, compliance tools, or third-party audit solutions.
• Offers downloadable versions of reports for offline reviews and audit submission.

Outcome:

• Validated data and audit-ready reports are delivered to all relevant platforms, enabling end-to-end visibility and faster decision-making.

Step 10: Continuous Learning via Human Feedback Loop

The agent continuously improves its validation and anomaly detection capabilities by incorporating real-world user feedback.

Key Tasks:

• Captures user feedback on misclassifications (false positives and negatives), missing validations, or rule exceptions.
• Analyzes the feedback to identify patterns and use these insights to inform future runs.

Outcome:

• The agent becomes increasingly accurate, reducing the need for manual intervention while staying aligned with evolving business and regulatory standards.

Why use Automated GL validation Agent?

• Automated Validation Workflow: Automates journal validation across batches, headers, and line items, reducing manual effort and accelerating period-close activities.
• Increased Accuracy: Leverages LLMs to precisely enforce validation rules and apply policy logic across structured and unstructured financial data.
• ERP Integration: Integrates directly with Oracle ERP (Fusion or EBS) for real-time retrieval and validation of journal entries, ensuring seamless processing within enterprise systems.
• Audit-ready Reporting: Generates structured reports with journal-level summaries, risk scores, and violation history to support internal controls and external audit requirements.
• Scalable and Configurable: Processes large volumes of journal entries across multiple entities, ledgers, and CoA structures, scaling effortlessly with enterprise growth.
• Performance Improvement: Incorporates user feedback to continually refine validation logic improving precision and adaptability over time.
• Policy Compliance Enforcement: Applies enterprise financial policies through configurable rule enforcement to ensure consistent control adherence.