Folder & Table Structure
• Table Summaries → Payments, Approvals (1 for multi-currency payments, 1 for freight companies),
Purchases and Bills
• Payment ← Folder
Local Payments – Julie
WEEKLY · LOCAL SUPPLIERS
AT A GLANCE
1. [External/Other] Invoice arrives (supplier, or via Tony) to Bookkeeper
2. [Accounts/Bookkeeper] Twice a week, Bookkeeper summarizes local invoices into a table
3. [Accounts Administrator] Administrator prints & gives to Julie for approval + due date
4. [Accounts Administrator] After approval, Administrator forwards to Bookkeeper for MYOB entry
5. [Accounts/Bookkeeper] Bookkeeper enters approved invoices into MYOB
6. [Accounts/Bookkeeper] Bookkeeper scans & files the summary in OneDrive
1. Invoice Provision
• Invoices arrive from suppliers directly or via Admin Purchasing (Tony) to Accounts/Bookkeeper.
• Tony's invoices are assumed approved, confirmed by signature or email; he also provides a physical copy.
• If a supplier invoice is an operating expense (e.g. Supagas, Optus), it also needs Tony's approval before
processing.
• All other, non-operating-expense invoices only need Julie's approval (step 3).
2. Invoice Summarization
[Accounts/Bookkeeper] Accounts/Bookkeeper summarizes all received local invoices into a table for
approval — twice a week, so it isn't being tabulated daily.
3. Approval & Due Date
[Accounts Administrator] Accounts Administrator prints physical copies of the invoices and table and
gives them to Julie for approval and a due date.
4. Bookkeeper Entry
[Accounts Administrator] After Julie’s approval, Accounts Administrator forwards the approved invoices
and summary to Accounts/Bookkeeper for MYOB entry.
[Accounts/Bookkeeper] Accounts/Bookkeeper enters the approved invoices into MYOB as per the invoice
summary.
– Inventory invoices (stock items) do NOT get forwarded to Accounts/Bookkeeper — they go to Orders
(Jennifer) for entry. Follow up with Jennifer after 1 week if not entered.
5. Documentation