This method of office organizing has been developed over the last twenty years in my retail gift shop office, and there was a lot of paper chasing going on before all the kinks were worked out! Just think how many times you have been on the phone with someone needing information that you frantically tried to locate! Sounds very familiar...right?
This is actually a simple concept that could be adapted to any type of business or home office with keeping one thing in mind. There is the starting point leading to step after step to reach a successful ending. The examples I will use are from our retail office.
When your invoice is received from a vendor, take the packing list out of file, and attach to invoice. We use a customized stamp for Due Date, Date Received, and Date Paid/#. After entering bill in Quickbooks, this goes in a folder for Accounts Payable or Credit Card Payable.
As each bill is paid, the paperwork is complete, and it is filed under the vendor name in our Filing Cabinet.
Next, your order is received, and with it will be a Packing List. Go to your file and remove your Open Order so you can check in your order. As you unpack, check off each item on your Purchase Order and Packing List to be sure these agree, staple together, and put in file folder labeled Packing Lists. (This is in our filing cabinet.)
Mission is accomplished! If there is ever a need to refer to an invoice, everything is together in one place. These steps have been used over and over again, and it does really work! Jump in and get your folders set up, and the rest is a breeze!
To sell merchandise, the starting point is to order your inventory...simple enough!
Always write your order on a purchase order form that includes your basic company information, vendor name, order date, requested ship date, customer number, and terms.
After placing the order, this Purchase Order is filed alphabetically in an expandable file folder found at any office supply. This file is only for Open Orders.
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