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Accounting
Details
&
Procedures
Vendors
•You should ALWAYS be at the Corporate Level when entering Vendors and Invoices.•Be careful when entering initial address of vendor as this address is where payments will be sent. •If you receive a note saying there is a “remit to” address change, go ahead and make the change in M3.•DO NOT use “The” in vendor names.
Vendors
•Before creating a new vendor, please make sure to double check that the vendor doesn’t already exist.•Please make sure to put the account number in the description box when you create the vendor. Also, if you notice there isn’t one already in M3 for a vendor that was created prior to your arrival, please enter it.
Coding Invoices
• Walks are coded to 7037 (allowances).• DO NOT combine invoices.• Split expenses for invoices. (Reservation Expense &
Franchise Fees, Sewer & Water Bills)• It is not necessary to send us non-prepaid envelopes
included with bill – you can throw them away.• Please be conscious of the Use Tax and check the box
accordingly.
Coding Invoice (Cont’d)
• The only accounting codes used at the properties start with 4, 5, 6, 7 and 8. NEVER use codes starting with 1, 2, 3 or 9.
• The only exceptions are 1571.000 (Current Year FF&E Additions and 2244.000 (Exchange). Exchange is mostly used for manual payroll checks.
• When entering credits, use a minus sign (-)
Coding Invoice (Cont’d)
Prefixes:
1000 : Assets - Do Not Use
2000 : Liabilities - Do Not Use
3000 : Equities - Do Not Use
4000 : Revenues
5000 : Cost of Sales
6000 : Cost of Labor
7000 : Cost of Other
8000 : Capital Expenses
9000 : Internal Statistics
Suffixes:
11 : Rooms
21 : Food & Beverage
41 : Telephone
42 : Miscellaneous
51 : A&G
52: A&SP
53: Maintenance
54: Energy
61: Capital
80: Taxes & Benefits
Petty Cash Procedures
• Print cover sheet from Accknowledge to use as cover page.
• Tape invoices to page• Try to keep the invoices that you tape in the same order
as the cover page.• All Petty Cash and Expenses are to be sent only to
Ashley. Please don’t waste paper (and time) by sending duplicate copies to other accounting staff.
• The next 5 slides are a great example of a proper Petty Cash Invoice.
Invoice Procedures
• Invoice date is ALWAYS the invoice date. Accounting date is the same as the invoice date, unless the accounting period has been closed. If the accounting period has been closed, use the first day of the next accounting period.
• Accounting Date determines when the invoice will be expensed.
• Invoice Date determines when the invoice will be paid.
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Invoice Procedures (Cont’d)
• If no invoice number is provided, use the date, do not use random letters.
• If your assistant hasn’t been trained, please don’t let them do this unsupervised. Proof invoices before sending to HP.
• Pay only current amounts due, instead of amounts brought forward (i.e. total due).
• ALWAYS put current amount due, even if there is a credit from previous periods.
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Invoice Procedures (Cont’d)
• You are responsible for invoices left with kitchen help, housekeeping help, etc. Make it a part of your daily routine to visit these areas and check for invoices.
• Please alphabetize invoices.• If Group Insurance is provided, you are responsible for
any changes to your Group Insurance (BC/BS, CHC of SC, Optima, AlwaysCare, Wellpath, etc.) policy. You must contact your rep. with any changes. The Group Insurance invoice must also be posted in M3.
• Please note coverage period, this should also be the Accounting period.
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Invoice Procedures (Cont’d)
• Invoices are due on the day discussed with you by your Area VP of Operations. If you need a petty cash or expenses bill to be paid on a Monday, it must received by Ashley on the previous Friday. Invoices sent after Friday are considered part of the following week’s invoices.
• Please take it upon yourself to darken food invoices and other faint invoices before you fax them. If it is faint to you, it is invisible to us.
• Please only use Yellow highlighters when writing on invoices or receipts. Any other colors result in a black spot.
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Invoice Procedures (Cont’d)
• When you are sent an expense report and you approve it, please forward the actual expense report along with your approval to Ashley. You must approve all expenses for employees you oversee, and your expense reports must be approved by your supervisor.
• Everyone hits traffic now and again, but it isn’t rational to turn in an expense report that suggests one trip to the bank was 3 miles, the next trip to the same bank was 7 miles, the third trip was 9.4 miles, etc. If your trip to the bank included other stops, you must designate that on the expense report.
Invoice Procedures (Cont’d)
• When we call to ask you to resend something, it’s only because it was not received. No one is ever accusing you of not sending it – we only know that due to some electronic problem, we didn’t receive it. Please don’t be offended!
• Most importantly, we are not mind readers. Everyone here is always willing to help you out when a problem disrupts the normal flow of activity but you have to let us know. Just like when someone doesn’t show up to work for you and you don’t know what’s going on, it’s the same with us. We’re happy to accommodate you in any way we can if we know what’s going on!
Sending Invoices to HP
• Be sure to include invoice cover page.• Make copies of all invoices before you send to HP. If
you are faxing your invoices, keep the originals.• Faxed check requests need the property name on them,
they should also be entered into M3.• Please call after faxing or emailing check requests to
insure that it was received.
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Daily Reports
• If you have problems balancing the Daily Report, and you need help from HP Corporate, SAVE the daily report before you call. We cannot see the report until it is saved.
• NEVER change ledger balances to force-balance the daily. If you are out of balance, STOP and seek help.
• Night Auditors need to be property trained before they enter Daily Reports in Accknowledge.
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Payroll
• The Payroll Period Ending Date is the date your payroll will be posted.
• Please make sure that your payroll period ending dates are correct. It should be 14 days (2 weeks) from the previous payroll period ending date..
• Night Auditors need to be property trained before they enter Daily Reports in Accknowledge.
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End Of Month
• Invoices dated in previous months should be sent to HP immediately.
• Balances on the Guest Ledger, A/R Ledger and Advance Deposit Reports MUST match the Daily Report amounts. The easiest way to make sure they match is to have the Night Auditor run the necessary reports immediately AFTER they have closed the day, and BEFORE they do any postings on the new business day.
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Additional Information
• M3 has training videos that provide additional information for Accounts Payable.
• Go to https://support.m3as.com• Enter User Name M3Video and password M3@s1234
(password is case sensitive.)
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Accounting Contact Information
• Joe Powers – [email protected]• 205-296-8564 (Cell)• 205-313-9174 (Office Direct)• 866-858-9691 (Fax)
• David Horner – [email protected]• 205-307-5572 (Office Direct)• 205-240-4685 (Cell)• 866-550-1403 (Fax)
• Steven Perlman – [email protected]• 205-776-6008 (Office Direct)• 866-522-4613 (Fax)
• Ashley Chambless – [email protected]• 205-776-6097 (Office Direct)• 866-550-1404 (Fax)
