• When saving ANY financial records in sharepoint monthly folders, put them in the month that matches when you’re uploading them, NOT the date of the invoice etc. For example, if the invoice is dated 27 Aug but you’re uploading on 2 Sept, save it in September.

• File Name format (slight adjustment): JOB CODE - ACCOUNT # - Invoice # and Company Name.
• Use the Company Name that matches the ABN on the invoice, not the artist/individuals name that only means something to you.
• This really helps us in the finance workflow and for record keeping. 

• Invoice details – please check the following before uploading and if missing, go back to the person and ask for revision (you’re welcome to check with me if needed).
• “INVOICE” = Not registered for GST
• “TAX INVOICE” = registered for GST, and should include GST $ details or statement like “This invoice includes 10% GST”
• ABN – all invoices / tax invoices should have an ABN on them unless international. (There are some exceptions, but in general, go back and ask them as often it’s just been missed

I’ve also added a document in the Teams Finance folder with the file name convention on it so it’s an easy reference.

Lynda de Koning

(she/her)

General Manager | PAC Australia | +61 (0) 438 860 020 | paca.org.au
Peramangk / South Australia GMT +9.5

 

I gratefully acknowledge the Peramangk people, on whose lands I live and work, and recognise their continuing connection to Country. I pay my respects to Aboriginal and Torres Strait Islander cultures, and to Elders past and present. Always was, always will be. 

If this email arrives in your inbox out of hours, I don’t expect you to read, action or reply to it outside of your working hours.