WEEKLY TASKS General Notes REFERENCE MYOB Inventory Bills (Supplier Inventory Invoices/Bills) • Inventory bills should generally be entered into MYOB as an Order first — particularly while the stock is still in transit and hasn't arrived yet. • Exception: if the stock has already arrived at the warehouse, it can go straight in as a Bill. • Why an Order: suppliers sometimes need a deposit or payment before goods arrive, and MYOB needs something to record and reconcile that payment against — without adding the stock into inventory before it's physically here. • Once the stock physically arrives at the warehouse, convert the Order into a Bill — this brings the inventory into MYOB and makes it available for sales orders and invoices. • This conversion has to happen right when stock arrives. Otherwise MYOB keeps showing insufficient stock, and sales invoices can end up creating backorders unnecessarily. In short: inventory is only entered as an Order while in transit, then converted to a Bill once the stock arrives in the warehouse. Approved invoices/bills are ONLY entered into MYOB after approval • Once the Invoice Approval Summary Table is scanned back from Accounts Administrator, confirm Julie has signed it and the due dates are filled in. • Only invoices that Julie has actually approved in that summary get entered into MYOB. • This exists because invoice disputes, corrections, and adjustments are fairly common — waiting until an invoice is confirmed correct keeps MYOB cleaner and avoids duplicate entries or unnecessary reversals later. In short: if an invoice hasn't been approved, it doesn't get entered into MYOB. How to Handle a Discrepancy When something doesn't match — an invoice, a payment, a MYOB entry, a count — start by checking what's already on record before asking anyone anything. 1. Check the email trail first Accounts is usually looped into most steps of a process already — Tony's approvals, Sabrina's table summaries, remittance emails, MYOB. Read back through that trail for the specific invoice or payment in question before contacting anyone. Often the answer, or at least a strong clue to where it went wrong, is already sitting there. 2. If the trail doesn't explain it, start asking — beginning internally, not externally Work forward through the chain of people involved, starting from the beginning. Don't go to third parties or suppliers at this stage — stay within the team first (Tony, Bookkeeper, Accounts Administrator, Jennifer) and see if that resolves it. Worked example — FOREX payments: check the email trail for Tony's original invoice, the summary table, and Jennifer's MYOB entry first. If that doesn't explain the gap, ask internally in order — Tony, then Bookkeeper, then Accounts Administrator, then Jennifer — before considering going to Paul, since he's the one external party in this particular chain. 3. Only go to the external party (e.g. Paul, or a supplier) if the internal chain doesn't resolve it Once the trail's been checked and everyone internal has been asked, that's the point to loop in whoever's outside the immediate team. 4. If it still doesn't add up, escalate to Kevin Purchase Order Naming Convention Purchase Orders for container shipments are generally numbered based on the supplier and the container sequence for the relevant financial year. • The PO number uses the supplier abbreviation (check the Card ID and previous orders) followed by the container number for that financial year. • Example: Thai Top's 10th container for FY25 → TT-10, with the PO date falling within FY25. • The numbering resets at the start of each new financial year — the first Thai Top container in FY26 would be TT-1, dated within FY26. In short: Supplier Abbreviation – Container Number for the Financial Year. Numbering restarts from 1 for each supplier at the start of every financial year. ■ General Note: MYOB Inventory Bills (Supplier Inventory Invoices/Bills)