Filing Sales Invoices

A completed sale invoice makes a record of all our sales, and must be filed and stored so as to be accessible at all times. These records are important. They have the customer’s signature on them and they are a permanent record of all sales (computer files can get erased sometimes.) They must be preserved and protected.

Each invoice is sequentially numbered by the computer. The white copies of all invoices written in a day must be turned in to Treasury by the end of that day, each day. Never keep a white invoice on your desk or put in it someone’s basket to do later. Each day’s worth of sales invoices are placed in an envelope, and the envelope is marked with that day’s date & store number. The days are filed in order in card boxes, which are labeled to indicate what range of dates are in each box. The card boxes are kept in Treasury.

If you need information from a previously written sale or deposit, the first thing to do is look in the customer’s file under client info. The invoices may have additional information noted which is why they are accessible.

If you need to see the actual invoice for some reason, pull the invoice from the card box in Treasury, get the information, and put it right back in its envelope. If you need a copy, the invoice can be retrieved by entering the invoice number in the Business Mind sales module & selecting print.

Don’t ever take the invoice out of Treasury and put it on your desk or give to an assistant “to do later.” It could get lost or thrown away by mistake, and then the records are not complete. Do not take an entire day’s envelope of invoices out of Treasury, unless by express permission of the Treasurer.