Routing forms

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.)