Transaction Workflow

Purchasing Workflow:

  1. Step 1: Create a Sales Order in QuickBooks Desktop

    • Open QuickBooks Desktop:

      • Launch QuickBooks Desktop Enterprise from the Rightworks cloud server.

      • Log in with your credentials and navigate to the home screen.

    • Initiate a Sales Order:

      • From the home screen, click on "Create Sales Orders."

      • Select the appropriate customer from your customer list or create a new customer profile if it’s their first order.

    • Enter Sales Order Details:

      • Item Details:

        • Input each product the customer is purchasing, including specific details such as item name, quantity, and unit price.

        • If applicable, select the cabinet color from the dropdown menu under the items section.

      • Description Field:

        • Leave the description field blank, press Enter twice, and paste items from Salesforce into the description on a line-item basis with corresponding prices.

      • F.O.B. Box:

        • Enter "Destination" if the order is for delivery, or "ShippingPoint" (no space) if it's for pickup.

      • Memo Field:

        • Enter the PRJ number followed by the customer’s name in parentheses (e.g., PRJ185 (Smith)).

      • Via Box:

        • If the order is for delivery, select "Delivery." If for pick-up, select "Will Call."

      • Terms Box:

        • Set the terms as "Due on Receipt."

      • PO Number:

        • Enter "Verbal" or the appropriate purchase order number if available.

      • Ship Date:

        • Depending on whether materials are already ordered, input either the sales invoice date or the expected delivery date.

    • Save the Sales Order:

      • Review the sales order for accuracy and click "Save & Close."

  2. Step 2: Convert Sales Order to a Sales Invoice

    • Initiate Conversion:

      • Go to the "Sales Orders" section in QuickBooks and locate the sales order you just created.

      • Select the order and click on "Create Invoice" to convert the sales order into a sales invoice.

    • Invoice Template:

      • Change the template to "Intuit Product Invoice" for proper formatting.

    • Update the Memo Field:

      • Ensure the PRJ number and customer’s name remain in the memo field (this should carry over from the sales order).

    • Save the Sales Invoice:

      • Review the sales invoice for accuracy and save it. The sales invoice now records the customer’s obligation to pay.

  3. Step 3: Convert Sales Order to a Purchase Order

    • Initiate Purchase Order:

      • In QuickBooks, go to the "Sales Orders" section again and select the option to "Create Purchase Order."

    • Customer Information:

      • Select the customer’s name in the "Drop Ship To" field at the top of the purchase order form.

    • Remove "Sales Order" from Memo:

      • Edit the memo field to remove any mention of "Sales Order," ensuring only the PRJ number and customer name remain.

    • Vendor Selection:

      • Choose the appropriate vendor from the list. If the vendor is Highland, proceed to request a quote using the "Request for Quotation" template.

    • Enter Product Details:

      • Include all product details, quantities, and prices. For Highland, enter a zero balance if awaiting a quote.

    • Expected Amount:

      • Enter an expected amount on the purchase order to allow a bill to be created and observed on the profit and loss statement.

    • Dates and Reference:

      • Update the date to reflect when the purchase order was sent.

      • If creating a request for a quote, ensure the balance is zero until the quote is received.

      • For Highland, change the template to a regular purchase order once the quote is received, and enter the quoted amount.

    • ProCraft Specifics:

      • For ProCraft, if the quote is obtained directly from their portal, enter the Purchase Order with the amount due immediately.

    • Save the Purchase Order:

      • After verifying all details, save the purchase order.

  4. Step 4: Receive the Customer’s Payment

    • Verify Payment Received:

      • Ensure the payment has been received, either through ACH, card, or another method. Access the payment details via CloudPOS if using IPOSpays.

    • Receive Payment in QuickBooks:

      • In QuickBooks, navigate to the "Customers" section and select "Receive Payments."

      • Choose the customer and the invoice to apply the payment.

    • Reference Number:

      • Enter the transaction ID from IPOSpays in the reference number field for accurate tracking.

      • Choose the payment method as "RedFynn" if processed through IPOSpays.

    • Assign Check Number (for ACH payments):

      • If it's an ACH payment, select "Check" as the payment method.

      • Use the format EFT-YYMMDD (e.g., EFT-240824 for August 24, 2024). If multiple payments were made on the same day, append a lowercase letter (e.g., EFT-240824a).

    • Update Payment Date:

      • Ensure the "Paid On" date reflects the actual date the payment was processed, not the date it was entered into QuickBooks.

    • Save the Payment:

      • After verifying the details, save the payment entry in QuickBooks.

  5. Step 5: Enter the Bill

    • Create the Bill:

      • In QuickBooks, navigate to the "Vendors" section and select "Enter Bills."

    • Select the Vendor:

      • Choose the vendor associated with the purchase order.

    • Reference the Purchase Order:

      • Ensure the bill references the corresponding purchase order number. The memo field should include the PRJ number and customer name in parentheses.

    • Enter Billing Details:

      • Verify the quantity and price of each item match the purchase order.

      • If the vendor is MSI, include the 3% surcharge in the total cost.

    • Check “Billable” Option:

      • Uncheck the "Billable" option, as this step is not necessary for your process.

    • Attach Reference Number:

      • The reference number on the bill should match the reference number on the purchase order (e.g., the sales order/invoice number from the vendor).

    • Save the Bill:

      • After confirming all details, save the bill.

  6. Step 6: Pay the Bill

    • Prepare to Pay:

      • Navigate to the "Vendors" section in QuickBooks and select "Pay Bills."

    • Select the Bills to Pay:

      • Choose the bills that are ready for payment, ensuring the payment amount is correct.

    • Choose Payment Method:

      • Select the payment method. If using a credit card, always select the American Express Plum Card.

      • For checks, ensure the correct check number format is used.

    • Update Purchase Order:

      • Update the purchase order with the supplier’s invoice number before processing payment.

    • Pay the Bill:

      • Finalize the payment by clicking "Pay Selected Bills" and confirming the transaction.

    • Record the Payment:

      • Ensure the payment is accurately recorded in the company’s financial records and that it reflects correctly on the profit and loss statement.

  7. Step 7: Finalize the Process

    • Document Storage:

      • Download the sales order, sales invoice, purchase order, and receipt, then upload them to the appropriate project tab in Salesforce.

    • Project Tracking:

      • Update the status of the project in Salesforce:

        • "Submitted for Approval": When reps submit the project.

        • "Ordered": Once all necessary documents are uploaded, and everything needed for delivery is complete.

        • "Complete": After confirming with the customer that the product was delivered.

Expense Workflow:

  1. Weekly Payroll Tax Payment (941)

    • Access EFTPS:

      • Log in to EFTPS with your username and password.

      • Verify your identity using ID.me and enter the EIN.

    • Calculate the Tax Amount:

      • In QuickBooks, navigate to the home screen and click "Pay Liabilities."

      • Select Federal 941, click "View/Pay," and uncheck "To be printed."

      • Switch the bank account to General Checking (3012).

      • Add together the two line items for Social Security and the two for Medicare to get the total amount for EFTPS.

    • Process Payment:

      • Make the payment through EFTPS.

    • Save Payment Confirmation:

      • Save the payment confirmation with the format "2024 - 941 Q3 - EFTPS Payment Confirmation PE 240830". "Q3" refers to the quarter, and the last six-digit code follows the format YYMMDD (e.g., 240830 for August 30, 2024).

  2. Entering 4Runner Payment into QuickBooks

    • Record Payment:

      • Record the payment in QuickBooks using the Excel version to calculate. Minor discrepancies due to rounding are acceptable.

    • Zero Out Balance:

      • Ensure the balance zeros out by the final payment.

Additional Considerations:

  • Timing for Payments:

    • Payments should only be processed on Monday, Wednesday, and Friday to ensure funds are posted to the bank before paying the supplier.

  • Highland Specific Process:

    • For Highland, the PRJ format is PRJ###/S. The purchase order is initially created as a request for a quotation and later updated with the quoted amount.

  • ProCraft Specific Process:

    • For ProCraft, enter the purchase order directly with the amount due if the quote is available on their portal.

This detailed workflow covers every aspect of your purchasing and expense processes. If there's anything you need to adjust or further clarify, feel free to ask!