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Customer #138Y Not Flowers (A/R)A/R
Compare Customer Payment to Balance
Receives PaymentDoes the Payment MatchBank
Underpayment - Apply payment to the oldest invoices, send Customer a statement
No - Underpayment
Record Payment within Customer Account
Yes
Apply Overpayment to Customer's Account - Potentially issue Credit (Depending on policy)
No - OverpaymentRejoining
Create Deposit Slip and Deposits Checks
DailyEndBanking CloudCustomerCloudA/R Spreadsheet/Cash Receipts
Current practice has A/R record payments on the A/R Spreadsheet
Deposit SlipA/R Spreadsheet/Cash Receipts
Current practice has A/R create Deposit Slips and email those and the A/R Spreadsheet to Mia
Suggested Practice
This whole section is not in the current practice because A/R has no way of comparing the Customer balances to the payment received
A/R
Customer #138Y Not Flowers (Sales/Collection)SalesSupervisorDrivers/ReceivingDeliveryA/REndTake Flower Order
Record in Customer Cloud Computing - Customer Order Log
Customer Call
Review Customer Order Log
4:30 amPurchasing/Pickup/Returnwith Flowers
Receive Payment from Customer
Return to Store
Deliver Flowers to Customers
Unload Truck/InspectFlowers/Cull/Package fordeliveryCustomer OrderLogCustomerCloudComputing
Update Order Log with Delivery info in Cloud
Prepare Delivery Documents - Record in Customer Cloud Computing
CustomerCloudComputingCustomerCloudComputingAfterDeliveryCustomerCloudComputing
Access Delivery Documents from Cloud to email/or print for Customer
Delivery Documents
Current Practice creates physical Delivery …
Current Practice records in an excel Order log
EndCustomer OrderLog
Emails Mia Order Log
Weekly
Current Practice requires that the Supervisor email …
End of MonthDelivery Documents
Current Practice used the physical copies that the …
Flower Order ExpandedStart CustomerOrder
Take order for each Flower
Suggest Flowers that are known to be in stock
Finish OrderOrdering More Flowers?
Customer Order Model
Financial Statements
Misc VendorsBankA/P CloudComputingA/PSpreadsheet/CashDispersementsA/P CloudComputingY Not Flowers (Misc Purchases)SupervisorReceivingA/PPlaces PhoneOrder
Receives Order
Prepare Check for Vendor
Process Payments through Online Banking
Update A/P log and Cash Disbursements in A/P Cloud …
End of MonthEnd
Reviews A/P invoices in cloud
A/P CloudComputingReceipt ofInvoicesProcedure
In current process an excel spreadsheet is created for A/P to record invoices, and then that is emailed to A/P department
Receipt of invoices proceedureReceive Invoices
Review Invoice for accuracy
Stamp Invoice 'Received'
Scan and Upload invoices to A/P Cloud
EndVendor Invoice
In current process, the emailed vendor invoice and A/P spreadsheet are reviewed
Email Mia Cash Dispersments Sheet
In current process the A/P excel spreadsheet is updated and emailed to Mia along with the Cash Disbursements Sheet
A/P CloudComputingVendor Invoice
Misc Vendor Purchasing
Y Not Flowers (Payroll)Individual StoresSupervisorsEmployeesPayroll (Kristine Baltimore)
Receive Payroll Checks
BankEmployees Work
Automated punch-in in Employe Cloud Computing
Check Timecards foraccuracy/Update Timecardin Cloud
Prepares Payroll Checks
Send Checks to Employees
Record Payroll In Cloud
EmployeeCloudComputing
Review Timecard in Cloud
End of MonthEmployeeCloudComputingTimecardSpreadsheetEmployeeCloudComputingEndQuarterly
Summarize Tax Amounts due to IRS/State
Make Tax Payments
After Payroll has been processed through Online Banking
Email Timecards and Payroll Sheets to Mia
TimecardSpreadsheetPayrollSpreadsheets
Current Practice requires that Kristine record the Payroll on a Spreadsheet and then Email the spreadsheet and timecards to Mia.
End
Record as Misc Purchases
Email Timecard Spread
End of MonthTimecardSpreadsheets
Current Practice as Employees Fill out a timecard, then has the Supervisor Review and update the timecard spreadsheet and email all documents to Kristine
Current PracticeCheck TimecardsEnd of Payperiod
Check Timecards for accuracy in cloud
Error
Update any changes in Employe Cloud Computing
Rejoining
Email Kristine a confirmation that Payroll Timecards are checked and completed
End
Current Practice has Kristine reviewing the Timecard spreadsheet
Payroll
Y Not Flowers (Purchase/Payment)Drivers/ReceivingPurchasingSupervisorA/PBank #137GrowerCreate Daily Order- Entered intoCloud
Receive Daily from Cloud
Pick Up Flowers from Grower
Drive to Grower's
Select Flowers
Create Purchase Document on ipad
Email Purchase Document to Growers Via ipad
Customer CloudCustomer OrderLogCustomer Cloud
Return to Store
Return with Flowers
Review Purchase Orders on Cloud and Check for Errors
PurchaseDocument #144
Collect Purchase Documents
Reviews A/P invoices in cloud
End ofMonthCustomer Cloud
Prepare Check for Vendor
Process Payments through Online Banking
Send Check to Vendor
Send Checks
Update A/P log and Cash Disbursements i…
A/P CloudComputing #152EndA/PSpreadsheet/CashDispersements
Email Mia Cash Dispersments Sheet
In current process the A/P spreadsheet is updated and then emailed to Mia
In current process the Customer Order Log is filled out by hand and handed to receiving
PurchaseDocument #144
Mail Purchase
ErrorRejoining
Forget to give Purchase
In current process the Purchase Documents are filled out by hand and then given to the growers on site. If the employee forgets to give the PO Document (error), then a copy is mailed to the grower once they get back to the warehouse
Scan/Email Purchase Documents to A/P
In the current process, the Purchase Order documents are collected from receiving and reviewed by the supervisor
Purchase Activity Model
Local Grower/VendorCentralizedA/PA/RAccountingPayrollLocal StoresPurchasingSalesDeliverySupervisorPurchaseDocumentPurchaseDocumentCustomer
Collect Purchase Documents
Review Purchase Orders on Cloud and Check for Errors
Email Purchase Doc
Email Mia Cash Dispersments
Update A/P log and Cash Disbursements in A/P Cloud Computing
Send Checks to Vendors
Send Vendor Checks
Prepare Check to Vendor
Monthly
Receive Documents
Daily/Weekly/MonthlyEmail PurchaseDocumentOrder is placedCustomer Calls to Place Order
Record Customer Order
Review Customer Order Log
Daily Flower Order
Receive Daily Order
Pick Up Flowers
Give Purchase Document to Grower
Return to Store
Gateway #999
Unload/ Inspects/ Culls/Packages Flowers
Prepare Delivery Documents - Record in Customer Clou…
Deliver Flowers to Customers
Delivery DocumentsDelivery Documents
Receive Cash Dispersement
Receive Payment from Customer
End of MonthDelivery Documents
Updates Order log
Emails Mia Order Log
Receive Order Log Email
Whole System
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