Bills and Invoices (Physical) ONGOING After mail collection, Julie hands over invoices/bills/statements that need paying or reconciling. • Credit Card Statement → reconcile against receipts collected from Paul and Julie; may need to contact the cardholder directly. • Bank Statement → file in the physical folder on your table. • Invoice/Bill → scan and forward to Accounts@winhotrading so it can be processed for the Invoice Summary approval tables. ANZ cardholders — last 4 digits (numbers may change if a card is lost/compromised) ■ Kevin — #0726 ■ Paul — (not yet recorded) ■ Julie — (not yet recorded) ■ Fiona — (not yet recorded) Known gap, already flagged — 3 of 4 cardholder numbers are still blank. Parked for a later pass. Bills and Payments Management ONGOING AT A GLANCE 1. [Accounts/Bookkeeper] Bookkeeper sends invoices + table to Manager/Tony for approval 2. [Accounts Administrator] Administrator prints, tabs by due date, files in payment tray 3. [Accounts/Bookkeeper] Weekly: Bookkeeper provides the table of what's due 4. [Accounts Administrator] Administrator matches invoices to the table, preps the pack 5. [Accounts Administrator] Administrator hands the pack to Julie 6. [External/Other] Julie pays and returns invoices marked PAID 7. [Accounts Administrator] Administrator scans the paid invoice and emails Bookkeeper Purpose • Prepare approved invoices for payment • Ensure nothing due is missed • Get paid invoices back to Accounts/Bookkeeper for processing 1. Approved Invoices [Accounts/Bookkeeper] Accounts/Bookkeeper sends invoices and a summary table to the relevant Manager or Purchasing (Tony) for approval. [Accounts Administrator] Once approved, prints the invoices, tabs each with its due date, and places them in the Accounts Payment Tray.