Accounting Manual
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Receipts - Submitting
Procedures
Physical Receipts
This procedure describes how to submit a physical receipt to the bookkeeper after a purchase has been made.
- For receipts that are smaller than a standard sheet of paper (8.5”x11”), staple them to a blank sheet of paper with one staple in each corner of each receipt (only one receipt per sheet of paper). Receipts that are the size of a standard sheet of paper or larger can be submitted directly.
- Place the receipts in the [Accounting Inbox] in the Factor e Farm Office along with the fully signed and initialed corresponding [Purchase Request Form].
Digital Receipts
This procedure describes how to submit a digital receipt to the bookkeeper after a purchase has been made.
- Email receipts to accounting@opensourceecology.org
- Attach the [Purchase Request Form] in the same email.
Comments
- Receipts are stapled to a standard sheet of paper in order to keep the filing cabinet organized and orderly, and in order to preserve the legibility of receipts over time.
- Receipts are filed by vendor, so receipts from different vendors should never be stapled to the same sheet of paper.
- Receipts authorized from the same [Purchase Request Form] that are from the same vendor can be stapled to the same sheet of paper.
- All purchases must be accompanied by a [Purchase Request Form], even if made by the someone with the authority to approve purchases (Operations Manager and Executive Director), so that the bookkeeper knows how to log all transactions and to follow internal control guidelines.