2. Weekly Payment Preparation
[Accounts/Bookkeeper] Each week, Accounts/Bookkeeper provides a table of payments due that week.
[Accounts Administrator] Matches each invoice in the tray against the table, collects everything listed,
arranges them to match the table order, and checks amount, supplier and due date.
– Also reviews the remaining invoices in the tray — anything that looks due but isn't on the table gets raised
with Accounts/Bookkeeper before the run goes to Julie. Don't assume an omission was intentional.
3. Provide to Julie for Payment
[Accounts Administrator] Attaches the weekly payment table and corresponding invoices, and gives the
complete pack to Julie.
4. After Julie Makes Payment
[External/Other] Julie places paid invoices back in the tray, marked PAID with date and
remittance/reference number.
[Accounts Administrator] Checks that this information is recorded before processing further.
5. Daily Paid Invoice Check
[Accounts Administrator] Checks the tray every day for paid invoices — confirms PAID, date, and
reference are all recorded, scans each one clearly, emails it to Accounts/Bookkeeper, and files or places it in
the completed location.
Paid invoices shouldn't be allowed to pile up in the tray. This role is effectively the control point between
Approved Invoice → Payment Run → Julie's Payment → Paid Invoice → Accounts/Bookkeeper.
Shared Reference
Standing definitions and contacts both roles rely on — the constants that don't change even as the people
in each role do.
STANDING ROLE NAMES
Accounts/Bookkeeper — one role, written in that order with a slash. Currently Liezel.
Accounts Administrator — a separate role, always written in full. Currently Sabrina.
Payroll Officer — a title only. No name is attached to it by design.
AR — a title only, same as Payroll Officer. Introduced with the Weekly Bank Transaction List task; not yet
assigned to a specific person.
IF YOU'RE STUCK ON SOMETHING
1. Ask the Handbook (AI feature) — reads every task on this page plus the notes below.
2. Check a previous transaction or task — see how a similar situation was actually handled before in MYOB
or SharePoint records.
3. Contact Kevin — genuinely happy to help if you're stuck, so don't hesitate.
EMAIL CONTACTS & REGISTER
Julie — Julie.cheong@winhotrading.com.au
Paul — Paul.cheong@pycgroup.com.au
Kevin — Kevin.cheong@scotchprojects.com.au
Fiona — Fiona.scott@scotchprojects.com.au
Jennifer (Orders) — Orders@winhotrading.com.au
Dion (Orders) — Orders2@winhotrading.com.au
Cici — Cici.yang@winhotrading.com.au
Tony (Admin Purchasing) — Admin@winhotrading.com.au
Liezel — Accounts/Bookkeeper — Accounts@winhotrading.com.au
Sopheacha — Accounts2@winhotrading.com.au
Sabrina — Accounts Administrator — Accounts3@winhotrading.com.au
NOTES & CLARIFICATIONS
None added yet.
Known open items, deliberately parked rather than fixed: MYOB & VisualGPT login credentials (handled
directly with IT/Kevin, not written into this handbook), General Office Housekeeping process (not yet
documented), and the ANZ card last-4-digits list (Paul, Julie and Fiona still blank).