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. | ||
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| + | == Generic == | ||
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| + | A more detailed flowchart is being worked on [[Flowchart - Money requests and receipts|here]] with the idea that these pages will be merged. | ||
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| + | <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== | ==Bills of lading== | ||
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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 [label=" | + | Richard -> file_cabinet [label="after payment"] |
} | } | ||
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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 [label=" | + | Richard -> Safe [label="check for deposit"] |
| + | Liane -> file_cabinet [label="for review before filing"] | ||
} | } | ||
| Line 79: | Line 124: | ||
| − | Signer [label=" | + | Signer [label="MK or Liane"] |
Richard -> Signer [label="for signing"] | Richard -> Signer [label="for signing"] | ||
| Line 86: | Line 131: | ||
} | } | ||
</graphviz> | </graphviz> | ||
| − | |||
==Payments for invoice== | ==Payments for invoice== | ||
| Line 103: | Line 147: | ||
} | } | ||
</graphviz> | </graphviz> | ||
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| + | [[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: