Processes – Outline

This is an example a small business might utilize for its processes.

Create an outline of the business by using the organization chart to identify the hierarchy.

Accounting

• Accounts Payable
• Accounts Receivable
• Taxes

HR
Operations

Create Your Draft

Add the main policies, such as do not pay invoices until the date is due. Minor policies are added at each step if preferred using a reminder box or other method.

Identify the main steps of the process.

Accounts Payable

• Invoice Received

  • Mail
    • Create a .pdf and file a hard copy in the expanding folder by the date to be paid.
    • Save .pdf in the Accounting/Accounts Payable/Year/Month folder.
    • Naming structure is “Supplier Name | Invoice #”.
  • Electronically
    • Save .pdf in the Accounting/Accounts Payable/Year/Month folder.
    • Print a copy and place it in the folder by the date to be paid.
    • Flag email with invoice as being filed/printed and move to the Accounts Payable Folder.

• Pay Invoice (Before paying invoices double-check hard copies against electronic copies to ensure nothing is missing.)

  • • Pull from the hard copy file the next date of invoices due.
    • For each invoice record into QuickBooks/Expenses/Expenses.
    • Click New transaction/Expense.
    • Enter the information.
    • Double-check the dates and Reference Number.
    • Upload the electronic copy of the Invoice as an Attachment.
    • Save and close.
    • Initial the hardcopy invoice and file it in the supplier file.

Once the first draft of the process is completed, follow through with each step for accuracy.

In my next post, I will discuss transferring the document hierarchy revealed from processes into a flow chart for a quick visual representation.