Difference between revisions of "Routing forms"
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+ | We purchased some (and had some on hand) ink stamps that say things like "PAID", "ENTERED", etc. On most of these there's room for initials. | ||
+ | |||
+ | When a document comes in, we should: | ||
+ | * stamp with RECEIVED stamp, and enter the date. | ||
+ | * stamp with other appropriate stamps as will be needed. | ||
+ | ** These will be initialed by whoever completes that step | ||
+ | * When all the stamps get initials, the paper gets filed. | ||
+ | |||
+ | When to initial what? | ||
+ | ; posted | ||
+ | : when entered into books | ||
+ | |||
+ | ; entered | ||
+ | : when entered into database | ||
+ | |||
+ | ; approved | ||
+ | : when area rep okays the payment of an A/P | ||
+ | |||
+ | ; paid | ||
+ | : when check for A/P is written, put in envelope with postage, and placed in mail outbox | ||
+ | |||
+ | ; faxed | ||
+ | : when we fax a document to someone (initial and date) | ||
+ | |||
== Accounts Payable == | == Accounts Payable == | ||
Put this on all invoices that we receive: | Put this on all invoices that we receive: | ||
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* Received on: ________________ (date) | * Received on: ________________ (date) | ||
* Authorized by: ________________ (name/date) | * Authorized by: ________________ (name/date) | ||
+ | * Payment method: ________________ (check no/date) | ||
* Bookkeeping by: ________________ (name/date) | * Bookkeeping by: ________________ (name/date) | ||
Line 37: | Line 62: | ||
[[Category: Accounting]] | [[Category: Accounting]] | ||
+ | [[Category: Procedures]] |
Latest revision as of 16:25, 6 July 2010
We purchased some (and had some on hand) ink stamps that say things like "PAID", "ENTERED", etc. On most of these there's room for initials.
When a document comes in, we should:
- stamp with RECEIVED stamp, and enter the date.
- stamp with other appropriate stamps as will be needed.
- These will be initialed by whoever completes that step
- When all the stamps get initials, the paper gets filed.
When to initial what?
- posted
- when entered into books
- entered
- when entered into database
- approved
- when area rep okays the payment of an A/P
- paid
- when check for A/P is written, put in envelope with postage, and placed in mail outbox
- faxed
- when we fax a document to someone (initial and date)
Accounts Payable
Put this on all invoices that we receive:
- Received on: ________________ (date)
- Authorized by: ________________ (name/date)
- Payment method: ________________ (check no/date)
- Bookkeeping by: ________________ (name/date)
When all blanks are filled, file.
(This could be a stamp, or a post-it note.)
Accounts Receivable
Put this on all payments that we receive:
- Received on: ________________ (date)
- Invoice numbers: ________________
- Receipt sent by: ________________ (name/date)
- Database invoice reconciled by: ________________ (name/date)
- Entered into books by: ________________ (name/date)
When all blanks are filled, file.
(This could be a stamp, or a post-it note.)
Contribution
Put this on all contributions that we receive:
- Received on: ________________ (date)
- Thanked by: ________________ (name/date)
- Tax receipt sent by: ________________ (name/date)
- Entered into database by: ________________ (name/date)
- Entered into books by: ________________ (name/date)
When all blanks are filled, file.
(This could be a stamp, or a post-it note.)