Anita updates and issues a new telephone list regularly

Anita is to add all the new joiners on for all floors 1-4 to send to Rita as well, She should get this from Josh as well.

Once we go to Unity it will all be updated via the Outlook entries and will be easier to manage.

Tracey Buttel

Review JOB-COSTING reports (Proteus Job Report) setting constraints for Job code and dates to be invoiced.

ClicK OK to run the report.
Click NO to Client Charge only
NO to SHOW COSTS

Once the report is run, analyse and identify the costs to be billed, ensuring you get copies of supporting documentation.

Open Excel and go to the relevant customer file in H:\\finance\invoices\CURENT … Select relevant customer and open the template.

Update the template for the amount to be invoiced. Print the daft invoice and have it signed as “approved” appropriately.

Back in Vision: Open Customer \ invoice \ enter the customer code, leave internal order no as “New Order.

Enter Customer with appropriate deatils

Enter Date (last day of the month)

In Job-Item Tab Enter the Job Code, description and select approptiate details from the list of open costs to be billed which appears in he Invoice detail section.

Enter the Cost amount, enter the Recharge amount, Enter the GST code, (“export” for Overseas; “GST Applies” for domestic)

Click on Next Item if required and repeat.

Shift-delete to rmove any invoice detail lines which are not required.

When Complete, Click “Process Sale”.

Reprint Proteus Job Report from Costing reports list, and ensure posting is correct, pick out the Invoice Number and insert details on the spreadsheet invoice. Save and Print the final invoice.

Have the final invoice signed as APPROVED. Scan the signed Invoice (together with supporting Documentation) and save in relevant customer folder as above, using Invoice number in the name of the file.

All reconciliations are to be done in a standard format and filed in a monthly reconciliation file with a Trial Balance at the Front of the file.

       In Sybiz go to Customers tab, then Credit.

       Ensure that Not Required is marked against Standard Invoice Printing and Advanced Invoice Printing.

       In Customer Details tab, enter the Customer Code (this will generally be the first 3 letters of the first 2 words in the customer name.  For example Citic Pacific Mining’s customer code will be ‘citpac’).

       Check that the Transaction Date is correct.

       Go to the Job Item tab and enter the Job Number.  (The Job Number can be found on the paper copy of the credit).

       Enter details of the first part of the credit in the Description field.  For example “crd for incorrect chrg on inv 604512”.

       Enter the Charge Amount and check that the GST amount (if any) is correct.

       Ensure that the Analysis Code is in the correct currency.

       When all of the information from the credit has been entered into Sybiz, check that the total credit amount on the credit matches that in Sybiz.  If they match then Click on the Process Credit tab.

       Make a photocopy of the credit and post to the client and scan a copy and save it into the relevant folder in the H’Drive. 

       Apache, BHP Billiton and Equinox credits must be emailed to the client.

Next Credit Number
To find out what the next Credit number should be go into Sybiz. Go to Edit and then System Control File.
Select the Sales tab.
The Next Credit Number will be displayed on this screen.
Ensure that all credits are entered in order when entered into the system.

1. MUST hit employee’s accounts by the 15th of each month. Process on 13th/14th.
2. Salary spreadsheet – H:\WGEC\Breakdown of Consultant Payments\Salary spreadsheet 09 - Revised July 09 new tax rate.xls
3. Enter details on to salary spreadsheet using monthly timesheets, invoices and 457 calculation spreadsheet – H:\WGEC\Breakdown of Consultant Payments\457 Local Salary calculations July 09 (Updated version).xls
4. Salary spreadsheet must be approved by Vesna Sarich – make an appointment to go through this with her at the beginning of the week – usually around the 10th of the month.
5. Go into Visipay.
6. Ensure processing date is correct on front screen.
7. Ensure Visipay is set to ‘wgmonthly’.
8. Highlight the employees you need to pay.
9. Select the date range (on spreadsheet ‘C’ is current month and ‘P’ is previous month date range).
10. I process the employees who have basic monthly salaries first. Check the totals back against the spreadsheet. Calculations should already be set up in Visipay but always check these back against the spreadsheet.
11. Then process the guys who have a salary, LAFHA and extra days – ensure that the number of extra days are processed on the same payslip as their salary & LAFHA. Salary & LAFHA calculations should already be correct in Visipay so you just need to check this and then enter the number of extra days.
12. Process the daily rate employees – these are paid based on the number of days that they work. Check against the number of days on their timesheet. - Some staff salary sacrifices some of their pay to make up the maximum allowance of superannuation. This will change depending on the number of days that he works. (The easy way to work this out is to ensure that their total super per month adds up to $4,166.66).
13. Print payslips and check that the details on the spreadsheet match those on the payslips.
14. Email payslips to employees.
15. Upload aba payment file payment into NAB.

1. Salary payments must be made by the 14th of each month at the latest so they will be shown in bank accounts by the 15th.
2. The salary spreadsheet should be finalised by the 12th/13th of each month.
3. The salary spreadsheet can be found H:\WGEC\Breakdown of Consultant Payments\Salary spreadsheet 09 – Revised July 09 new tax rate.xls.
4. Use the information from the monthly timesheets and agent invoices to complete the spreadsheet.
5. Ask Vesna to approve and then give to Sian for payment.

1. These should be received by the first Monday of the following month.

2. Use the agent breakdown spreadsheet ( H:\WGEC\Breakdown of Consultant Payments\Agent Breakdowns) to check that the invoices are correct.

3. Use the Oanda website to check all exchange rates.

4. For Kemtech invoices, the contractors will send you the invoice to check over and then you must send the invoice to Tom at Kemtech (tom@kemtechuk.com) – he will then send you the finalised invoice.

5. For Griffin invoices, Janet at Griffin will send you the bank charges that must be included on the spreadsheet.

6. Include all invoice information on the specific spreadsheet in the payment schedule spreadsheet.

7. When all information has been included and checked print out this spreadsheet, attached the relevant invoices and ask Vesna to sign off. This must then be given to Kim for entry and then Sian for payment.