Difference between revisions of "Document flow"
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Free Geek's '''mailbox''' is near the front door. Mail coming in or going out goes there. | Free Geek's '''mailbox''' is near the front door. Mail coming in or going out goes there. | ||
| + | == Generic == | ||
| + | |||
| + | |||
| + | |||
| + | A more detailed flowchart is being worked on [[Flowchart - Money requests and receipts|here]] with the idea that these pages will be merged. | ||
| + | |||
| + | |||
| + | <graphviz> | ||
| + | digraph d { | ||
| + | node [fontname="Helvetica", fontsize="11"] | ||
| + | edge [fontname="Helvetica", fontsize="11"] | ||
| + | |||
| + | incoming [label="Incoming", shape="box"] | ||
| + | received [label="RECEIVED:\nStamp with\nappropriate stamps\nand date"] | ||
| + | approved [label="APPROVED:\nDiscuss, amend, etc.\n and initial\napproved stamp"] | ||
| + | paid [label="PAID:\nWrite check\nor whatever\nand initial\npaid stamp"] | ||
| + | entered [label="ENTERED:\nEnter update\ninto database\nand initial\nentered stamp"] | ||
| + | posted [label="POSTED:\nEnter transaction\ninto books\nand initial\nposted stamp"] | ||
| + | filed [label="FILED:\nFile in\nappropriate spot"] | ||
| + | thanked [label="THANKED:\nSend offical\nreceipt and\nthank you letter", shape="box"] | ||
| + | |||
| + | incoming -> received | ||
| + | |||
| + | received -> approved [label="payable\nbill", color="green"] | ||
| + | received -> approved [label="settlement\nreport", color="orange"] | ||
| + | |||
| + | approved -> posted [label="settlement\nreport", color="orange"] | ||
| + | approved -> paid [label="payable\nbill", color="green"] | ||
| + | |||
| + | paid -> posted [label="payable\nbill", color="green"] | ||
| + | |||
| + | received -> entered [label="invoice\npayment", color="red"] | ||
| + | received -> entered [label="contribution", color="blue"] | ||
| + | |||
| + | entered -> posted [label="invoice\npayment", color="red"] | ||
| + | entered -> thanked [label="contribution", color="blue"] | ||
| + | |||
| + | thanked -> posted [label="contribution", color="blue"] | ||
| + | |||
| + | posted -> filed | ||
| + | |||
| + | } | ||
| + | </graphviz> | ||
| + | |||
| + | ==Bills of lading== | ||
Here's what happens to a bill of lading when another organization picks up material from the warehouse: | Here's what happens to a bill of lading when another organization picks up material from the warehouse: | ||
| Line 13: | Line 58: | ||
file_cabinet [label="File in\nMonkeyhouse"] | file_cabinet [label="File in\nMonkeyhouse"] | ||
| + | truck_driver [label="Truck Driver"] | ||
| − | + | truck_driver -> Liane [label="for review"] | |
Liane -> file_cabinet | Liane -> file_cabinet | ||
| Line 20: | Line 66: | ||
</graphviz> | </graphviz> | ||
| − | Here's what happens to | + | ==Recycling related bills and checks== |
| + | Here's what happens to a bill we get when another organization charges us money for material they took away: | ||
<graphviz> | <graphviz> | ||
| Line 30: | Line 77: | ||
Mailbox -> Liane [label="for approval and review"] | Mailbox -> Liane [label="for approval and review"] | ||
| − | Liane -> Richard [label=" | + | Liane -> Richard [label="match with bill of lading"] |
| − | Richard -> file_cabinet | + | Richard -> file_cabinet [label="after payment"] |
} | } | ||
</graphviz> | </graphviz> | ||
| − | Here's what happens to | + | Here's what happens to a check we get when another organization pays us money for material they took away: |
<graphviz> | <graphviz> | ||
| Line 46: | Line 93: | ||
Mailbox -> Richard [label="for review"] | Mailbox -> Richard [label="for review"] | ||
| − | Richard -> Liane [label="for | + | Richard -> Liane [label="match checkstub\nwith bill of lading"] |
| − | Liane -> file_cabinet | + | Richard -> Safe [label="check for deposit"] |
| + | Liane -> file_cabinet [label="for review before filing"] | ||
} | } | ||
</graphviz> | </graphviz> | ||
| − | Here's what happens to | + | ==Other bills we pay== |
| + | Here's what happens to a bill we get for a utility (or something similar): | ||
<graphviz> | <graphviz> | ||
| Line 61: | Line 110: | ||
file_cabinet [label="File in\nMonkeyhouse"] | file_cabinet [label="File in\nMonkeyhouse"] | ||
| − | Mailbox -> Richard [label="for bookkeeping"] | + | Mailbox -> Richard [label="for bookkeeping and check writing"] |
Richard -> file_cabinet | Richard -> file_cabinet | ||
| Line 74: | Line 123: | ||
edge [fontname="Helvetica", fontsize="11"] | edge [fontname="Helvetica", fontsize="11"] | ||
| − | Richard -> | + | |
| − | + | Signer [label="MK or Liane"] | |
| + | |||
| + | Richard -> Signer [label="for signing"] | ||
| + | Signer -> Mailbox [label="for delivery"] | ||
} | } | ||
</graphviz> | </graphviz> | ||
| + | |||
| + | ==Payments for invoice== | ||
| + | When we receive a payment on an invoice that we gave out this is what usually happens: | ||
| + | |||
| + | <graphviz> | ||
| + | digraph d { | ||
| + | node [fontname="Helvetica", fontsize="11"] | ||
| + | edge [fontname="Helvetica", fontsize="11"] | ||
| + | |||
| + | file_cabinet [label="File in\nMonkeyhouse"] | ||
| + | |||
| + | Mailbox -> Richard [label="for bookkeeping"] | ||
| + | Richard -> file_cabinet [label="for delivery"] | ||
| + | |||
| + | } | ||
| + | </graphviz> | ||
| + | |||
| + | [[Category:Accounting]] | ||
| + | [[Category:Procedures]] | ||
Latest revision as of 15:49, 24 September 2010
Everyone in the staff collective has an inbox. It's their mail slot behind the front desk. Everyone should be checking it regularly.
Everyone should also establish an outbox in their office. We can get volunteers to collect documents from the outboxes and bring them to the monkeyhouse for filing.
Free Geek's mailbox is near the front door. Mail coming in or going out goes there.
Generic
A more detailed flowchart is being worked on here with the idea that these pages will be merged.
Bills of lading
Here's what happens to a bill of lading when another organization picks up material from the warehouse:
Here's what happens to a bill we get when another organization charges us money for material they took away:
Here's what happens to a check we get when another organization pays us money for material they took away:
Other bills we pay
Here's what happens to a bill we get for a utility (or something similar):
Here's what happens to a check we write to pay a bill:
Payments for invoice
When we receive a payment on an invoice that we gave out this is what usually happens: