Service Level-
Why is the work described in the service level needed?
The purpose of this procedure is to ensure that the weekly accounting packet is completed and processed correctly. The weekly accounting package ensures that purchases and expenses are properly documented, assigned to appropriate GL Account codes and reported to the accounting office for processing payments. Failure to properly execute the weekly accounting packet may cause vendors and contractors to receive delayed or missing payable invoices.
What is to be done?
Document and submit digital images and assign appropriate GL Accounting codes to purchases made by petty cash, Corporate Credit Card, and / or invoices from merchants, vendors or contractors.
Operation Standards
How will the work described in the service level be done?
When a purchase is made with the corporate credit card, the receipt shall be maintained by the general manager or authorized employee for documentation provided in the weekly accounting package. A best practice is to capture an image of the receipt at the time of purchase so that if the original is misplaced a copy is available.
Receiving Invoices by merchants, vendors or contractors for goods or services shall be maintained by the general manager or authorized employee for documentation provided in the weekly accounting package. A best practice is to capture an image of the receipt at the time of purchase so that if the original is misplaced a copy is available.
When petty cash purchases are made by the General Manager or authorized employee, the receipt shall be maintained by the general manager or authorized employee for documentation provided in the weekly accounting package. A best practice is to capture an image of the receipt at the time of purchase so that if the original is misplaced a copy is available.
Completing the weekly accounting package involves (2) documents. 1. The weekly accounting package received via the share drive by the accounting department. 2. The weekly accounting receipt and invoice package document.
Open the appropriate date weekly accounting package located in the share drive.
Under credit card tab of the weekly accounting package assign appropriate GL Code to each expense listed and provide details related to the expense.
Open the weekly receipt and invoice package word document and save the document including the date that matches the weekly accounting package.
Copy and paste all card receipts under the heading “Credit Cards” in the weekly receipt and invoice package word document.
Under the invoice tab, document all invoices received by providing details and GL Accounting codes in the worksheet.
Copy and paste all invoices under the heading “Invoices” in the weekly receipt and invoice package word document.
Under the Petty Cash tab of the weekly accounting package list any petty cash expenses and provide the GL accounting code and details requested.
Copy and paste the petty cash receipts under the heading “Petty Cash” in the weekly receipt and invoice package word document.
Verify that all the expenses listed in the weekly accounting package proof of purchase images have been captured in the weekly receipt and invoice package word document.
Once the 2 documents have been verified to have 100% matching information the weekly receipt and invoice package shall be saved as a PDF file.
Create an email to count@spaciousskiescampgrounds.com and attach the weekly receipt and invoice PDF document titled SSHC weekly receipt and invoice package accounting package with the date that matches the weekly accounting package.
ALL invoices, receipts and proof of purchase document shall be saved in hardcopy form and filed by Month of Expense for future audit and verification.
The weekly accounting package excel document automatically saves in the share drive, once the document is complete you can close the file.
When is the work described in the service level to be done and when is it not to be done?
The accounting department has assigned this task to be completed weekly and submitted by end of day Saturday weekly.
Who is to do it?
General Manager / Assistant GM were applicable