The purpose of this note is to outline the process that must be followed for:
- process flow for population of the Ccube Master
- the issuance of an invoice to a customer
- approval of bills that are to be paid
Ccube Master process
‘RR’ tab
1) Check to ensure that all invoices raised in Xero in the month are aligned to the CCube Master
2) Reconcile the total invoices raised in the year vs the CCube Master
3) In column ER of the ‘RR’ tab, ensure that there are no errors. An error would indicate where the master states that an invoice has been issued, but the invoice date is blank.
4) Ensure that column K is populated with the actual invoice raised date in Xero. Ensure this is consistent with the invoice date in column J.
5) For Hardware, ensure that column X is updated to reflect the Cost of Sales of the scanners sold. Ensure that evidence is saved to support the margin (e.g email from VJ)
3) No invoices can be back-dated in Xero. The date of the invoice in Xero should be entered into Xero on the date we receive the PO. The date in CCube Master should then follow this date
4) When a PO is received, the transaction should be entered into Xero and submitted to the Finance Director for approval.
Payments approval process
1) When an invoice is received, the transaction should be set up in Xero and submitted for approval. Invoices will be reviewed and approved on a bi-weekly basis. Where invoices are not approved in Xero, they will not be reflected in the TB Figures therefore this is very important.
2) No payments can be made without the prior approval of the Finance Director
3) Where invoices need to be raised and paid urgently, this will be dealt with on an ad hoc basis and will be done through emailing the Finance Director to request swift approval.