RCI Bookkeeping Process Walkthrough
Created By:Reviewed by:Date Created:Last Updated:Status:Estimated Completion Time:
Purpose:
This guide provides a detailed walkthrough of the RCI bookkeeping process to ensure that all receipts and invoices are properly managed and stored.
Procedure:
- Accessing the RCI Shared Drive
- Log into your Google account and access the RCI shared drive.
- Log into your Google account and access the RCI shared drive.
- Navigating to the Bookkeeping Folder
- Look for folder number 13 labeled "bookkeeping receipts" and open it.
- Look for folder number 13 labeled "bookkeeping receipts" and open it.
- Organizing Year-End Folders
- At the end of the year (e.g., December 2024), create a new folder called "2024" and move all the previous year's folders into it to start fresh for 2025.
- At the end of the year (e.g., December 2024), create a new folder called "2024" and move all the previous year's folders into it to start fresh for 2025.
- Frequency of Bookkeeping
- Determine whether to perform bookkeeping weekly or monthly, and schedule it in your calendar or Asana.
- Determine whether to perform bookkeeping weekly or monthly, and schedule it in your calendar or Asana.
- Collecting Receipts and Invoices
- Navigate to Ildi's inbox and locate Folder 5, which contains Receipts and Financials. Download all invoices and statements for the designated period.
- Navigate to Ildi's inbox and locate Folder 5, which contains Receipts and Financials. Download all invoices and statements for the designated period.
- Uploading Documents
- After downloading the necessary documents, upload them to the appropriate month’s folder as PDF files.
- After downloading the necessary documents, upload them to the appropriate month’s folder as PDF files.
- Ensuring Accessibility
- Ensure that all uploaded PDFs are accessible to Stephen Baibach, the accountant. He requires access to Ildi's Google account to view the files.
- Ensure that all uploaded PDFs are accessible to Stephen Baibach, the accountant. He requires access to Ildi's Google account to view the files.
- Downloading from Various Platforms
- For platforms like Stripe or Kajabi, ensure to download receipts directly as PDFs. If the option is not available, use the print feature to save the document as a PDF.
- For platforms like Stripe or Kajabi, ensure to download receipts directly as PDFs. If the option is not available, use the print feature to save the document as a PDF.
- Managing PayPal Invoices
- Access PayPal invoices and download them as needed. For received invoices, view them and download the PDF from the top corner.
- Access PayPal invoices and download them as needed. For received invoices, view them and download the PDF from the top corner.
- Handling Tax Statements
- Search for tax invoices, such as those from Stripe, and download them directly from your account.
- Search for tax invoices, such as those from Stripe, and download them directly from your account.
- Final Steps
- The essential steps are to download all documents as PDFs and upload them to the relevant folders in the bookkeeping section.
- The essential steps are to download all documents as PDFs and upload them to the relevant folders in the bookkeeping section.
- Conclusion
- Once all documents are uploaded and organized, the bookkeeping process is complete.
- Once all documents are uploaded and organized, the bookkeeping process is complete.
Definition of Done:
All receipts and invoices are organized and accessible in the appropriate folders, ensuring that the accountant has the necessary access to review them.
Resources:
- Google Drive
- Asana
- PayPal
- Stripe
- Kajabi