For Invoices without a PO follow Process 1 & for invoices with a PO follow Process 2

Process 1 examples:

• fuel for the car
• an item purchased on a company or store card
• Window cleaning
• Maintenance on a fridge

Process 1 – Coding the Invoices

Before emailing the tax invoices into Xero, you need to ‘code’ the invoice so the processing team know what account to cost the item to in Xero.

Here are some examples of what to write on the invoice (being careful not to write over any printed part of the Invoice):

• Any thing that gets used at the coffee machine – COS Coffee (COS is short for Cost of Sales)
• Any food items – COS Food
• Containers for storage – SBE Written Off
• New Equipment – SBE Written Off
• Staff Prizes/Vouchers – Staff Amenities
• Australia Post – Postage
• Band-Aids, Panadol or cleaning products – Cleaning/Hygiene
• Drinks/Alcohol – COS Beverage

Process 1 – Emailing the Invoices into Xero

1. Press ‘SCAN’
2. Press ‘EMAIL’
3. Press ‘XERO MCS’
4. Place receipt face down on scanning glass
5. Press ‘SEND’
6. Press ‘JOB FINISH’
7. Repeat process for next invoice

Process 2 – Scanning to DropBox

• Ensure the Purchase Order Number is recorded on the Invoice
• If it isn’t on there, look up the PO # in Xero or Lightspeed and hand write it on the Invoice
• If using the printer, ensure all staples are removed
• Click ‘SCAN’ – ‘TEMPLATE’ – ‘DROPBOX’
• Place all single page invoices in a neat pile, face up in the feeder
• Click ‘MCS SINGLE PAGE’ – ‘SCAN’
• For any invoices that are more then one page, follow the same process using the ‘MCS MULTIPAGE’ button
• NB you need to do all Multi page invoice, one at a time.

IMPORTANT TO NOTE:  

All invoices need to be ‘scanned’ please do not take photos and email them in.  When you use the scan function in an app it correctly captures the entire document.

Be sure you SCAN one page at a time and remove all other pages from the background.  When we complete a task we really need to think of the next person and how they complete their part of the job.  If documents are going into dropbox and they are difficult to read then the next team can’t perform their job correctly.