|
Accounting
Procedures
Customer Payment:
Cash
v
Receipt written (ALWAYS)
v
Cash logged on posting sheet
(APPENDIX A)
v
Cash deposited DAILY in local bank
o
Bartlesville Arvest
o
Mall Take to Penney - Arvest
o
Eton Arvest
o
Plaza Arvest
o
Williams BOK
o
Muskogee BOK
v
Posting sheet and deposit slip sent to accounting at least
once a week
v
Email accounting the amount of deposit and pertinent data
(Daily)
v
Cash received should be counted in front of client while
writing cash receipt
Check
v
Check made out to Spears Travel or Carlson Wagonlit Travel
(ONLY) No exceptions
v
Stamp back of check with Deposit Only Spears Travel
v
Check logged on posting sheet
(APPENDIX A)
(DAILY)*
v
Check filed in secure place (Locked filed cabinet or safe)
o
Bartlesville Penneys lock file cabinet
o
Mall Cash box locked file cabinet
o
Eton Safe
o
Plaza Cash box locked file cabinet
o
Williams Locked file cabinet
o
Muskogee Locked file cabinet
v
Posting sheet and check sent to accounting at least once a
week
v
Copy check for your client file if needed
*
Even if not invoiced at that time
Credit Card
v
Invoice with credit card number sent to accounting at
least once a week
Disbursements:
Vendors
v
Invoice in Sabre
v
Check requests must be sent to accounting at time of
request (Email form on intranet).
v
Accounting writes check and sends to vendor
v
Email back from accounting with check number and amount
Bills
v
Managers should approve branch expenses for goods or
services (Signature & Date)
v
Gary should approve all checks
v
Greg should approve all promotional Expenses
Payments to clients
v
Check requests must be sent to accounting at time of
request (Email form on intranet).
v
Accounting writes check and sends to vendor
v
Email back from accounting with check number and amount
v
Checks are not sent out until money is received back from
vendor
Agent Errors
v
Fill out an agent error form signed by branch manager
copy to accounting and Gary
v
Check requests must be sent to accounting at time of
request (Email form on intranet).
v
Check is mailed to client
v
Email back from accounting with check number and amount
Hand Checks
(APPENDIX B)
v
Copy of check sent to accounting Penney
v
Attach copies of receipts
v
Penney enters to Trams
Expense Reimbursements
(APPENDIX B)
v
Fill out the intranet expense spreadsheet
v
Signed by Manager or Owner
v
Receipts Attached
Gifts to Clients
v
Email to accounting at time of charge
v
Receipt faxed or delivered to accounting
v
Gift form and receipts sent to accounting
Company Credit Card Charges
v
Email to accounting at time of charge
v
Invoice in Sabre
v
Notify accounting on changes or refunds
Charges to Company A/R Accounts (Staples, Office
Depot, Ettingers)
v
Receipts sent to accounting
v
Approved by Manager
APPENDIX A
Posting sheet procedures for cash and check
receipts
Pull spreadsheet from Spears Intranet
Fill out online
Must be filled out daily
Save sheet per day with the following file
name - Example Eton 14Jul06
Checks should match the date of the Monday
before checks are sent to accounting
Cash posting sheet should match the same
date as deposit
APPENDIX B
Another employee must ALWAYS sign checks made out to a company employee |
