Paper Flow for Receipts and Memos (if you want to keep paper)
Office Copy –
1. Make a master book or file by date and put all sales, payment, refund receipts into numerical order
Put a daily supervisor report on the top of each set of paper copies complete with credit card, finance system batch, and bank deposit slip
EX: Jan , Feb, March binders for 15 ‘ all pages in number order with oldest to newest
2. Do the same for all deliver, service, repair, transfer etc. memos
The end result is being able to reproduce your entire daily transactions in the event of an emergency!
Customer Copy – given to customer
Copy to Be Signed –
1. Signed by customer , enclose money (check, credit card slip , cash /change)
2. Put this into safe
3. At end of day empty safe, unfold each envelope and have a supervisor ensure the money that the receipt says it should have is truly in there. Take the money out and have the person who verified the funds initial in the bottom right near the $.
4. Put all copies in # order to verify that that none are missing numerically.
5. Make a master file for each client (last name, first name) put all signed copies in their file for future verification. This means you will have all sales, payments, delivery, service, refunds, and exchange copies that have been signed by the customer in their file.