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PAIEMENT PROCESS (English Version) (Process for Expenses (6.Take a photo…
PAIEMENT PROCESS (English Version)
Process for Expenses
6.Take a photo of the expense receipt, then categorized the payment with the month and year
7.staple the expense in a paper with a correct month in the year for example "Expenses 2017=2018"
5.Save into the Zoho system use the correct date + TVA
4.Determine the correct card for the payment ( hsbc 4144/ Amex,..)
3.Highlight the date+TVA+ amount
2.Associate with the Carte Bleu + the receipt of the merchant
Find the bills from staff
Process Note de frais
collect all the expenses: tickets CB , traders' tickets from staff/parters/stakeholders
2.Account the total the total need to be paid in the 'ficher Excel 'Note de frais' (Street Co> Admin>Note de frais )'
Print the excel 'note de frais'
Staple all the expenses (tickets) in the same pack related with the printed excel
5.give to Yannick for signature
6.Submit the payment
Creation Bill
6.Save as "comme ouvert" (as open)
check if the bill exist in the system
if
no
, create a new bill in the Zoho- indicate correct: date of the bill + invoice nbr same as the supplier invoice + amount+ TVA
if
yes
complete the existing invoice with the information given above
1.Collect the bills from sales team
7.Determine the payment method - Check with the sales team
check if the supplier already exist in the system
if the suppliers dont exist in the system , create one new supplier
if the supplier exist in the system, add the bill in the account
Add the products = the same product in the invoice - Check the following items (on the left)
Account: COGs / VAT on custom duty / Transportation / etc
Rate = price
amount
Tax: VAT or no?
Verify the total price's VAT - Add the supplier's invoices- 5. Add the necessary information for better understanding - currency rate - amount - exchange currency rate on the date of the invoice - screenshot all the transaction
create a new supplier
Click the 'Tableau de bord' (dashboard) + quick creation
Complete
name of the related association and add the contact's normal using currency
Contact E-mail
Contact phone number + website
Currency (based on how we are going to pay)
Euro
USD
GBP
Supplier's first name and last name
Save payment in Zoho
Indicate the amount of the payment
payment date
record the payment method : Bank transfer
payment account: HSBC french account / HSBC English account / HSBC American account or USD
add necessary information of the payment for better understanding, for example - price of invoice - currency - exchange rate at invoice date- screenshot all the trasaction
add the payment notification in the HSBC
make payment in HSBC
check the RIB in the supplier invoice
If
not
==> international transfer
RIB
1.Géstion bénéficiaire
Ajouter bénéficiaire
Entrer LIBAN, SWIFT, nom de la société
4.Payer et appuyer avec le bouton jaune
If
yes
==> European transfer
reference beneficiary streetco = same as the reason of the payment
Select the account streetco : HSBC , Euro, USD, GBP
then choose the currency + add the correct amount and check the payment date
recheck all the summary + save (under the PDF)
save the notification related with the supplier and add it in the Zoho books
put the reason for the payment = reference of the supplier invoice
add customer account
change currency change in Transfermate (GBP to Euro)
STEP 2 (New Journal)
Record reference number same in the Bank Statement (HSBC)
In zoho books: record notes as "Trésorerie transfer pour combler le découvert"
First line put "HSBC French account ";
description same as notes;
Debit French account amount
4.Second line put "CIC / HSBC outstanding" ;
description same as notes;
Credit the amount in the French amount
Download the invoice from Transfermate and attach the file in Zohobooks
Date: record the date same as in the HSBC account
STEP 1 (New Journal)
In Transfermate, find the HSBC bank reference number and record in the zoho books
In zoho books: record notes as "Trésorerie transfer pour combler le découvert"
First line put "HSBC English account "; description same as notes; then find the rate in Transfermate (the rate in the transaction date) and make modification; credit English (GBP) amount
4.Second line put "CIC / HSBC outstanding" ; description same as notes; Debit English (GBP) amount
Download the invoice from Transfermate and attach the file in Zohobooks
Date: record the date same as in the Transfermate
Change Personal account to Company account
Create New Journal
Date: same date in the bank statement
2.Put the reference number from the bank statement
3.Notes: Trésorerie transfer pour combler le découvert de compte a compte
Account: first line: HSBC French account;
description same as the notes;
Debit the correct amount in
Account: second line: compte courant YY; description: same as the notes; credit the correct amount
Record Credit amount in the Carte from bank
1.Account: first line: office supplies;
description "remnboursement";
Crebit the amount
Account: second line: carte name; description "remboursement"; Debit the amount
Notes: Bricot deport remboursement (same description in the bank statement)
Date: same date in the bank statement
compare the currency in transfermate
compare the currency of transfermate / XE website
write down the amount by using different currency
3.after compare the currency, go back to transfermate, choose the correct account
pick the account and put in the amount
finally click the submit and review the details
book airline tickets
ask the employees the time and destination for airline tickets
2.go to different website and put in the correct time and destination
ask the employees the preference and price for the tickets
make a document and put the screenshot picture of different choices
after decide, book the tickets and make sure the time, price, and destination with employees again