x General Admin - Filing

Last Updated: 21.Dec.16 - Jess B

Scan documents/ receipts using our Brother printer - Click Here

Taking photos on your iPhone and sending them via email - Click Here

Filling needs to be done fortnightly before the book keeper comes in generally on a Tuesday. You will find all the documents that need filing in the clear - To File trays (located near the printer).

You will find the following types of documents in that file:

Invoices, Bank Statements, Company Documents, Receipts Etc

ALL documents need to be given to the Bookkeeper first before filing away.

If anything isn't marked with ENTERED leave it in the Bookkeepers Bit and Pieces tray (pink - next to desk at window) Except for the BOQ Account Sandra L Forster Acc Number ending in 2546 as this is Sandy's own account and book keeper doesn't need details (however you can still file statements)

How to File:

First, file all paperwork into 3 piles

1. Bank/Credit Card Statements

2. Receipts/Invoices

3. Other

Once you have these 3 piles, work on them as below:

1. Bank Statements

• Using the pile of statements from any bank including Credit Card statements

• Sort into piles for each bank

• Go through each pile and use highlighter on:

• Date, Account Number and Account Name - this makes it easier to file.

• Grab banking folders and open first one and work from front to back on each account number as below:

  • Once highlighted, sort into separate piles for each Account Number (we have multiple accounts with the same Account Name and bank so check Account Number to ensure you are sorting correctly)

• Once a pile is sorted into Accounts,file in date order (most recent on top) and file in the correct folders WHERE ARE FOLDERS KEPT called Credit Card Statements, Bank Statements, USA Statements, Merchant Accounts

• Ensure that all statements are filed numerically with most recent on top

2. Receipts and Invoices

Sorting

1. Anyreceipt/invoice that has ENTERED on it as well as a fluro S means it is already in our book keeping system and has been scanned, so it can be thrown out

2. Any receipt/invoice that doesn't have ENTERED on it, needs

3. Separate receipts/invoices into 2 piles - small eftpos receipts and larger receipts/invoices (makes it easier to sort).

   1. Sort into Companies (Tranquility and Wildly Wealthy). Usually everything is for WW if it doesn't have Tranquility written on it, if unsure keep in separate pile.

4. Work on one pile at a time separate invoices and receipts into months, circling date and amount paid (if doing this with highlighter, make sure you use a pale yellow highlighter. Other colours can show up as black when scanned)

5. Underline Company/Name which invoice is from (this makes allocating receipts much easier - its what the receipt is to be named after scanned)

Scanning

1.Any invoices that go to DEVICES AND PRINTERS - go to SCAN A DOCUMENT or picture and press scan and save to the folder in months - where/what are these folders. Are they on desktop just for this job and then receipts moved to dropbox once all done?.

Filing in Dropbox

1. Name scan of receipt/invoice to make it easy to be allocated in book keeping

2. Example:. Woolworths - Petrol or Woolworths - Groceries

3. Once receipts or invoices scanned/or photographed can be uploaded to dropbox or quickbooks

4. DROPBOX - All invoices and receipts for WW are to be scanned/or photographed and uploaded to Dropbox> Admin> Receipts> WW Receipts

5. DROPBOX - All invoices and receipts for Tranqulitiy are to be scanned/or photographed and uploaded to Dropbox> Admin> Receipts > Tranquility Receipts

6. Once uploaded add a task in TW telling Kalina they have been uploaded telling her where they are

7. quickbooks. If you cant find the payments there they need to be sent to sent to Kalina as she will then enter and upload them. DROPBOX

Uploading to Intuit/Quickbooks

1. Open Dropbox folders that have all receipts Dropbox> Admin> Receipts. Both WW Receipts & Tranquility Receipts Need to be uploaded. NOTE: You might only have access to the WW Receipts - if so contact Kalina and she will upload these. All the receipts have been sorted by month. Go through each of the months and any receipts that haven't been moved to the uploaded folders need to be uploaded to QuickBooks.

2. In a new window sign into Quickbooks - https://go.qbo.intuit.com/c37/v89.330/0/login?redirect=true If you do not have access, email Kalina and see will link you up to account.

3. Click the suppliers tab - This will open all the suppliers where you can type in the search bar for the supplier you are looking for. eg. Woolworths

1. Search for your supplier and click the name

1. Find the correct amount and click open that transaction, simply by click the correct type

1. Upload the attachment in the attachment section

3. Tax/Company Documents

• These are to be filed in the following folders

Company Register:

This folder holds the 4 main companies under the current structure

• • Universal Prosperity Pty Ltd

  • Mooloolaba Enterprises Pty Ltd

  • Wildly Wealthy Pty Ltd

  • Inspired Spirit Pty Ltd

The Following Documents are to be filled in this folder

• • General Tenancy Agreements

  • Company Statements

  • Constitution

  • Shareholders Information

  • Directors Information

  • Any Directors/Company Minutes

  • ACIS Correspondence

Trust Register:

This folder holds the 5 main trust accounts under the current structure 15/09/15

• • The Wildly Wealthy Trust t/as Wildly Wealthy.com

  • Greenvale Trust

  • Tranquility Trust

  • The Universal Prosperity Trust

  • Inspired Spirit Trust

The Following Documents are to be filled in this folder

• • Trust Deed

  • Trustee Information

  • Any Directors/Trustee Minutes

Tax Folder:

This file holds all of the entities that hold Tax File Numbers under the current structure 15/09/15

• • Universal Prosperity Pty Ltd

  • The Wildly Wealthy Trust t/as Wildly Wealthy.com

  • Inspired Spirit Trust

  • Greenvale Trust

  • Tranquility Trust

  • Wildly Wealthy Super Fund

  • Sandy Forster

  • The Universal Prosperity Trust

The Following Documents are to be filled in this folder in this order

• • Payment Plan Subscriptions

  • Statements from the Australian Taxation Office (ATO)

  • Business Activity Statement (BAS)