Cost Inbox Receipts Process

QUICK SUMMARY

  1. Receipt is Uploaded

  2. Jem Reviews Receipt for Accuracy and Marks as ready for PM Review

  3. PM reviews all ready to convert Receipts at the end of the week and completes the following

    • Update Title with Card# and if T&M

    • Ensure correct Project is Selected

    • Updates Cost codes

    • Reference the CO and/or PO in the description

    • Select All Applicable Tags

    • Tag Convert to Bill

  4. Jem Will Convert the receipt to a Bill and Complete the Following(or mark as needs review if not completed correctly)

    • Insert Invoice Date as Receipt Purchase Date

    • Mark Applicable Variances

    • Mark As Paid

    • Send to Quickbooks

FULL PROCESS

  1. How to Upload: To upload just use the phone app to snap a photo.

    • Only use the multiple pages options for transactions that have multiple page NOT to upload multiple receipts from different transactions, purchase times, or dates.

      • Make sure to title the receipt at this time to help when sorting at the end of the week, especially if T&M

  2. The following will be reviewed by Admin, and then marked as “ready to complete”

    • Line Item Quantities Match Amounts shown on the receipts

      • If a receipt is too complex to accurately break down. delete all line items and create one line item of the total purchase amount including tax

    • Select or create the correct vendor

    • For Returns and Refund add a minus symbol next to unit cost (Sometimes negatives show as parenthesis on receipts i.e. ($100) = -$100)

    • Tag as “ready to complete” and Save

      *PM’s will Complete the rest of the items in the list below

  3. What/How to Fill out Cost Inbox Information Once marked ready to complete

    • For the Receipt Title include the following:

      • Description of purchase

      • The last 4 of Card Used

        “Kitchen Hood Ducting - 5359”

        “T&M Kitchen Hood Ducting - 5359” ( For Time and Material Receipts)

    • Verify that the Selected Project is correct

    • Cost Codes

    • Select all Applicable Tags (Multiple can be selected)

      • Tags Applicable to Admin

        • Needs Additional Review = Needs some sort of clarification or rereview from uploader or PM, Specify In comments

        • Ready for Uploader Review = The rest of the Receipt information is ready to be completed by the uploader of the receipt

      • Tags Applicable to Uploader/PMs

        • Time and Materials = Needs to be billed and added in a T&M change order

        • Change Order = Associated to a Change Order (Specify Change order title or number in Description)

        • Purchase order = Associated to a Purchase Order (Specify Purchase order title or number in Description)

        • Convert to Bill = Ready to be Converted to a Bill by admin

    • Click Save

    • Convert to Bill When ready (Admin will convert any Cost inbox Receipts to Bills Tagged as Associated with a Change Order.)

  4. How to fill out the Bill Information Properly from a Cost Inbox receipt. Its Very Important to follow each step in the proper order

    • VERY IMPORTANT the invoice date will be filled in as the date the purchase was made. Invoice Date is the only field that needs to be filled you can leave paid and due date blank

      • Mark as a variance if time and material and/or if purchase is associated with a change order. Select Corresponding Purchase order or Change Order

    • Mark as ready for payment

    • Mark as Receive offline Payment

    • Check off Send to QuickBooks box and send to QuickBooks

  5. Admin Will Clear out completed Cost inbox receipts weekly and remind you to complete any that were not completed