DBA 2018-06-20
1. Receiving bills (supplier invoices) date D
SAME DAY : D
1
Stamp on the
invoice :
Received + date +
your name
2
1. Verify if we
received the
item(s) :
• Same reference?
• Same quantity?
• Delivery note?
7
3
1. Record the
invoice in Xero
system (invoice
date)
2. Create the
supplier (contact)
if not existing
1) Scan and
archive it in
Xero
2) Store the
invoice in the
supplier binder
- Order by
suppler name
6
No
4
PAID
already?
Yes
1. Stamp on the
invoice : Paid +
date
2. Record in Xero
how it was paid
3. If paid by
personal,
proceed the
refund
5
1. Identify when to
pay (credit line
?)
2. Record in Xero
system payment
due date
1. At the date of
payment,
prepare to pay
2. Give to Director
to approve
DBA 2018-06-20
2. Quotations & invoices (to clients)
1
QUOTATION
1.Create
quotation in
Xero system
2.Print it and get
it approve by
the Director
3. Send to the
customer
Accepted
by
customer?
No
2
Yes
INVOICING
1. Generate
invoice from
Xero system
2. Print it and
get it approve
by the
Director
3. Send to the
customer
3
Yes
5 1.
Received
Payment ?
Costumer proceeds
payment or deposit
Stamp on the
invoice : Paid +
date
2. Record in Xero
how it was paid
No
4 Follow up with
customer : call
6
Store the invoice
in the client
binder – Order by
client name
DBA 2018-06-20
3. Payroll
D-5
1
1. Check if new staff
2. Check staff
attendance
3. Check leaves
(authorized ?)
4. Check Over Time
(authorised ?)
5. Check if staff has a
bank account
6. Check if staff has a
loan/debt
D : Pay day
D-2
3
2
1. Prepare staff
payroll in Xero
system
2. Report to the
Director
4
1. Check if there is no
change
2. Prepare salary
approval (morning)
3. Proceed salary
payment
(afternoon)
Record the
payment in Xero
system
Using Accounting Software
Balance sheet
FINANCIAL
Expenses
Income
Minimize Errors
Time saving
Faster control
Income
statement
Cash flow
statement
Debtors and
creditors
NON FINANCIAL
Xero Accounting Software
Profit and
loss
Invoicing
Asset
Customer
accounts
Forecasting
Record all transactions on a daily basis
Generate reports automatically
Using inventory system management
INPUT
Stock IN, Stock OUT,
Stock adjustment
PURCHASE
SALES
Inventory items
Good received
STOCK IMPORT
Inventory items
Detailed receipt
INVENTORY CONTROL
REPORT
Inventory history
Inventory valuation