Processing Invoices - Revision history

Rfs at 23:53, 6 July 2010

2010-07-06T23:53:47Z

2010-06-24T23:52:02Z

Creating an invoice

2010-06-24T23:47:05Z

2010-06-24T23:33:11Z

Creating an invoice

2010-06-24T23:31:26Z

Who do we invoice?

2010-06-24T23:27:11Z

some headings.

2010-06-24T23:23:30Z

2010-06-11T23:05:28Z

2010-06-11T22:08:30Z

2010-06-11T22:03:04Z

details of the income side of an invoice

← Older revision		Revision as of 23:53, 6 July 2010
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	*Make sure that the number field has the transaction id of the invoice.		*Make sure that the number field has the transaction id of the invoice.

−	[[Category:Accounting]]	+	[[Category: Accounting]]
		+
		+	[[Category: Procedures]]

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 ==Creating an invoice==
-''Instructions go here''
+An invoice is created by entering a donation or sale in the normal way, but making a payment using the invoice payment type.  The invoice payment type can be used for part of a sale or donation in the same way as someone might mix cash and a credit card.  When the receipt is printed, it will say "Invoice" at the top.
 *When an invoice is created in the front desk or store, the cash handler who created the invoice is responsible for making sure it gets to the invoicee.  If they are not there to accept the invoice, it should be mailed.
-*When an invoice results from a prior payment (for example, a donor makes a payment on paypal and then brings in his gizmo donation), the invoice should be created by the donor desk, saved, resolved and then printed out as a paid invoice and given to the donor.
+*When an invoice results from a prior payment (for example, a donor makes a payment on paypal and then brings in his gizmo donation), the invoice should be created by the donor desk, saved, resolved and then printed out as a paid invoice and given to the donor.  (It will say "Paid Invoice" at the top.)
 ==Invoices and the Books==

@@ Line 4: / Line 4: @@
 ==Creating an invoice==
 ''Instructions go here''
 ==Invoices and the Books==

← Older revision		Revision as of 23:31, 24 June 2010
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	==Who do we invoice?==		==Who do we invoice?==
		+	Basically any time money comes in for a sale or gizmo donation and it does not go directly into a till, it should be invoiced. Invoices can be created because someone gives us gizmos and will pay us later, already paid on paypal and is giving us thegizmos now, is buying something and left without paying or paying enough, whether arranged beforehand or not and there is reason to believe it will be paid.

	==Creating an invoice==		==Creating an invoice==

← Older revision		Revision as of 23:27, 24 June 2010
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		+	==Who do we invoice?==
		+
		+	==Creating an invoice==
		+
		+	==Invoices and the Books==
		+
	Before January 1, 2010, invoiced donations and sales were not entered into the books until they were paid. This has been changed. Now all invoices are to be entered into the books as income as of the day they were created.		Before January 1, 2010, invoiced donations and sales were not entered into the books until they were paid. This has been changed. Now all invoices are to be entered into the books as income as of the day they were created.

← Older revision	Revision as of 23:23, 24 June 2010
(No difference)

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 *When entering the dailies into the books, note if there are invoiced amounts.  If there are, go to the date and search for payment type of invoice.  This will need to be done separately for sales and donations.
-*Create an entry in "Assets:A/R:Invoices" for the amount of the invoice, creating separate lines for the income portion for fees, pickup fees and invoiced donations, for donations.  Generally those first two are the ones which will be used most often for donations.  Sales will usually only go to a invoiced sales line.
+*Create an entry in "Assets:A/R:Invoices" for the amount of the invoice, creating separate lines for the income portion for fees, pickup fees and invoiced donations, for donations.  Generally those first two are the ones which will be used most often for donations.  Sales will usually only go to a invoiced sales line.  It is very important for these income lines to be accurate.
 ** Pickup fees go in '''Income:Fees:Pickup fee'''
 ** Monitor fees and similar fees go in '''Income:Fees:Fees, Invoiced'''
 ** "Suggested" contribution amounts go in '''Income:Contributions:Regular Donations:Invoiced Donations'''
 ** Sales amounts go in '''Income:Sales:Retail:invoiced sales'''
 *Make sure that the number field has the transaction id of the invoice.

@@ Line 22: / Line 22: @@
 **Chip LaRouche == several different Lake Oswego sources
 *Go the invoice database entry.  Note how the payment came in and the amount in the comments field, and put the date the payment was made in the "date resolved" field.  If the amount is different than the original invoiced amount, note that in the comments field.
 *If there is anything peculiar about the payment, like the name on the check being different than the contact for the invoice, note that in the comments field for the contact so we will have an easier time next time.
 *The check or paypal donation increases the relevant asset (safe or paypal account), the credit line should reduce the Invoices receivable account.  If the amount of the payment is larger than the original invoice, credit the difference directly into "Income:Contributions:Regular Donations:Invoiced Donations"
 *Make sure that the number field has the transaction id of the invoice.
 [[Category:Accounting]]