My Tutorial Module for Xero and Salesforce
PROCEDURES FOR CHRISTINE’S TASKS
Contents:
DAILY TASKS:
Email Sorting
Bank Reconciliation through Xero
Time sheets Processing
WEEKLY TASKS
CMS Tasks – Monday
Weekly Time sheet Follow-Up - Friday
Weekly Payment Follow-Up - Monday
FORTNIGHTLY TASKS
FORTNIGHTLY TASKS - Payroll
OTHER TASKS
PROCEDURES FOR CHRISTINE’S TASKS
DAILY TASKS:
Email Sorting
Login details:-- PW (own password)-– Aimhighadmin1!
Forward the following emails:
To Vicky – personal emails coming through your email
To Kate – tutor application and other tutor concerns
To Alex – bookings, accounts, clients concern. If you can respond or do the task being
asked, you may do so, just let Alex know when it’s done or CC her as needed.
To Gay/Josh – errors in the platform, IT concerns, etc related to the system
To Scott – related promotional emails and any queries/concerns beyond any of the
above’s expertise
Delete the following emails:
•
•
Promotional emails that are not related to the business
Tutor application received notification
Archive the following emails:
•
•
•
Tutor login details
Client login details
Password reset emails
NOTE: Make sure to save the emails according to the following folders:
ACCOUNTS, TUTOR, CLIENT, TUTOR APPLICATIONS. (Archive the rest). The
goal is to always have 0 EMAILS IN THE INBOX.
PROCEDURES FOR CHRISTINE’S TASKS
DAILY TASKS:
Bank Reconciliation through Xero
Login details:-- tibungco1292
Tutor2You Bank Reconciliation
1. Go to the Dashboard. There are two payment avenues: Bank and Paypal
2. For Paypal:
a. Click “Find and Match” and type the name of the paying client.
b. Payment here is usually in total amount, so no need to split payments.
c. Click “OK” to reconcile.
d. Reconcile also the Paypal fee right below the payment.
3. For the bank:
a. “Find and Match” using the provided Invoice number or client’s name.
b. If you need to “split” payments, do so.
c. Click “OK” to reconcile.
PROCEDURES FOR CHRISTINE’S TASKS
4. Other concerns:
a. Editing invoice.
i. You cannot edit all details if a payment is already applied.
The boxed details below are the ones you can edit.
ii. Click “Invoice Options”, then Edit.
iii. For those with applied payments already, you must remove and
redo first the payments before you can edit the invoice.
iv. Right-click on the payment to open it in a new tab.
v. Click “Remove and Redo”. Then refresh the tab where the invoice
was opened.
vi. Do the necessary revision/update on the invoice. Click “Update”/
vii. Reconcile the payment as before.
viii. Refresh the invoice page for the changes to apply.
PROCEDURES FOR CHRISTINE’S TASKS
b. Voiding Invoice.
i. When there is no payment for the invoice yet, you simply click
“Invoice Options” > Void.
c. Copying Invoice.
i. When an invoice has been accidentally voided, but must need to
remain as active. What you can do is to copy the voided invoice
into a new one.
ii. Click “Copy to” in the Invoice Options.
PROCEDURES FOR CHRISTINE’S TASKS
iii. A page will appear, and just choose “Invoice”, then provide the
name of the client it is created for.
NOTE: Always send the updated/edited invoice to the client.
PROCEDURES FOR CHRISTINE’S TASKS
CMS Bank Reconciliation
1. Go to the Dashboard.
2. Record payments coming from the CMS clients as “Overpayment”.
3. Click “Add Details”.
4. Record payment as “Received Payment” and as “Overpayment”.
5. Type in the first letter of the client’s name and search through the results (must
be one with an email address).
PROCEDURES FOR CHRISTINE’S TASKS
6. In the Reference tab, input initial of client and the initial for payment (e.g. GSPL
PMT).
7. Click “Save Transaction” and OK to reconcile.
PROCEDURES FOR CHRISTINE’S TASKS
DAILY TASKS:
Time sheets Processing
1. Timesheets arrive through the admin email or through the charlene@tutor2you
email (for those using the old platform).
2. Open Salesforce.
3. Go to the Grids Tab. Find the name of the tutor who submitted (listed
alphabetically), in line with the client’s name, with the session length, and date.
4. When all information is the same, tick on the box beside the session length
(timesheet received).
5. When the date is different, simply click on the date and choose the right one.
PROCEDURES FOR CHRISTINE’S TASKS
6. When the session length is different, click on the client’s name to go to the
bookings. Update the session length, keeping in mind the number of sessions
under that booking. (Click the Xero URL to double-check the total number of
hours for the client for the specific booking.
7. Make the necessary changes, then tick “Timesheet received” box.
8. Click “Save”.
9. Lodge the same details into Salesforce using the Timesheets Tab.
PROCEDURES FOR CHRISTINE’S TASKS
10. Input the dates, session length, session notes, and the tutor and client from the
session report.
11. Lodge also the information in the platform bookings:
http://platform.tutor2you.com.au/admin
12. For the lessons: Click “Bookings” > View
13. Scroll down to find the search bar for the bookings.
14. Type the client’s name on the search bar. Check if the result that appears has
the correct client name and tutor name. Click “View Details”.
15. Find the corresponding session date, then click “Edit”.
PROCEDURES FOR CHRISTINE’S TASKS
16. Make sure the date and length corresponds to the session report the tutor sent.
Update any details as necessary. Change “Status” to DONE, then click Update
Lesson.
17. When the session report is an alignment lesson, go to the Dashboard in your
admin profile, then click “Pending Consultations”.
18. On the Status, choose “Completed Consultation”. Then type the name of the
client on the search bar. Double-check if the consultation is indeed completed.
19. No need to update any booking information since the consultation is already
saved as completed and will already appear in the payroll.
20. When the status of the session is still in the Pending consultation, choose
“Pending Consultation” instead of “Completed”.
21. Type client’s name on the search bar, then click on “Complete”.
PROCEDURES FOR CHRISTINE’S TASKS
WEEKLY TASKS
CMS Tasks – Monday
1. Reconcile banking
• Reconcile CMS accounts – log in and check ANZ balance aligns with Xero imports
o Incoming Customer payments - record an overpayment matching the date, and value of
the amount received
Connections
Connection
CMSNTL
CMSNTL2
Outlet ID-
CMSNTL3
00069
Use
Regular CMS connections
TMS (Jumbo) Exclusive
Connection – Korea Sales
TMS (Jumbo) Exclusive
Connection – Overseas Sales
2. Download and Save notepads file sent by Josh.
3. Create TMS Invoice & Email
• Josh will download the weekly reports for all connections
a) To - TMS (CMSNTL2) and TMS (CMSNTL3)
b) Reference - Invoicing period
c) Invoice Date – Sunday just gone; Due Date – coming Tuesday (next day)
d) Tax Exclusive
e) Enter line items as per Tatts Settlement of Account (at the end of the Tatts Report) –
f) TMS Line items are in the 450 series item number, line items to be used include
450,451,452,453,454
g) Enter preliminary commission’s rebate and commission’s figure of 10x the GST rebate –
ensuring the commissions rebate line item is negative.
h) Complete the remaining items using the net tatts figures.
i) Check the gross, net and GST figures match the Tatts invoice exactly. Often a minor
adjustment is required of the Rebate figures to increase or decrease the GST figure as
required.
j) Due to rounding, the commission’s online figure may vary slightly from the figure in the
Tatts invoice however this is ok.
k) There are instances when prize payments are higher than game sales resulting to
negative weekly settlement report. In this case, create a Bill instead of an Invoice. Enter
the line items as it is but change the positive amounts to negative and the negative
amounts to positive so that you can come up to a positive total.
l) Once approved, send finalized invoice to TMS through email.
PROCEDURES FOR CHRISTINE’S TASKS
SAMPLE INVOICE FOR CMSNTL 3 (Outlet 69)
4. Enter Three Tatts Bills – One for each outlet (64, 68, 69)
• CMSNTL (Outlet 64)
a) From Tatts CMSNTL
b) 500 Series Items – Include 500, 501, 503, 504
c) Date Invoice the Sunday immediately prior (or end of invoicing period)
d) Tax Inclusive
e) Enter the gross figures (total)
f) Enter bill as per Tatts report Settlement of Account, except record commissions online
figure as an online commission rebate credit including GST
g) Check the amount due is equal to the net amount of Tatts invoice
SAMPLE BILL FOR CMSNTL 1 (Outlet 64)
PROCEDURES FOR CHRISTINE’S TASKS
•
CMSNTL2 & CMSNTL3 (Outlet 68,69)
a) From Tatts CMSNTL2 and CMSNTL3 respectively
b) 500 Series Items – Include 500, 501, 502, 503, 504
c) Enter preliminary commission’s rebate and commission’s figure of 10x the GST rebate –
ensuring the commissions rebate line item is negative.
d) These connections are reserved for TMS. They need to directly opposite to the TMS
invoice and thus the net impact of the invoice and associated bill will be $0. We do not
make any money of this part of the transaction.
e) Due to rounding, the commission’s online figure may vary slightly from the figure in the
Tatts invoice however this is ok.
f) In the case of larger winners than sales, offset the aforementioned Credit Note to an
INVOICE instead of a Bill with the same amount. Enter the line items as it is but change
the positive amounts to negative and the negative amounts to positive so that you can
come up to a positive total.
SAMPLE BILL FOR CMSNTL 3 (Outlet 69)
PROCEDURES FOR CHRISTINE’S TASKS
5. Reconcile Games and Winnings funds
• Check with Josh to ensure winners have been done from the night before
• Open balance sheet and check that current liability for Lotto Games Funds and Lotto Winnings
Funds are both $0
Must be 0.00
PROCEDURES FOR CHRISTINE’S TASKS
•
•
If they don’t reconcile:
o Check Tatts bills against tatts reports
o Check TMS invoice
o Request RCI winners report for Saturdays winners from CS and review credit notes for
Saturdays winners
o Review Audit Log PDF’s starting on Saturday and working back through the week
confirming Lotto games and Commission invoiced and credited for all draws.
o Download daily audit logs from
https://www.dropbox.com/sh/soka7ynltd7zm29/AAAzAHBbzDoug0L8RTbblutwa?dl=0
Once you identify the culprit, if you need to amend an invoice, edit the invoice, save it and
email. Amend the email to include “During our weekly reconciliation, we identified an error in
the [Insert Invoice or Credit Note #]. Please find attached updated invoice for your records)
6. Email customer statements
• Go to Accounts > Sales > Send Statements. Statements should be dated the Monday – Sunday.
Click Update.
•
•
•
Print the statements to pdf first to review them IML, DKM, GPN, GSPL, TRIL, TMS2, TMS3, TLL,
LTYD, LSND, Imvalap SLU
Generally, for every draw processed there will be 1 invoice and 1 credit note
Send the statements by clicking “Email” > Send.
PROCEDURES FOR CHRISTINE’S TASKS
Customer
IML
DKM
GPN
TRILL
GSPL
TMS
Comments
• Account should be in Credit
• Generally 1 draw per week sometimes
up to 3.
• Due to their low volumes for some
draws, sometimes there are no winners
and hence no credit note
•
•
•
1 Draw per week
1 Payment
They pay the balance of the account
following the issuing of their invoice midweek
• Account should balance to 0 after their
payment
• Sometimes due to rounding they under
or overpay by 1c or so. If this happens
adjust the prior week’s invoice by 1c by
adjusting the processing fee.
• 3 Draws per week
• Paid 1 week in arrears
• 1 Payment each week equal to the
opening statement balance e.g. last
week’s closing balance
• Account should be in Credit
• 2 Draws per week + Superdraw (every 6
weeks)
• Generally 1 file is processed each week
for the Superdraw but as it’s drawn
every 6 weeks there often won’t be an
associated credit note for this draw as
there aren’t any winnings
• Often make payments on an as needed
basis to keep their account in credit
• 5 Draws per week
• Paid sporadically in order to maintain
credit
CMSNTL2
• At time of writing not currently in use
and no need to issue statement each
week until further notice
CMSNTL3
PROCEDURES FOR CHRISTINE’S TASKS
•
•
•
LTYD
•
•
TLL
•
•
LSND
•
•
•
1 Invoice each week for the entire weeks
trading
Balance of invoice paid upon their
receipt on Monday
Statement should balance to $0
following their payment
1 Draw per week but 2 lodgement files
(invoices)
Paid sporadically in order to maintain
credit
3 Draws per week
Paid sporadically in order to maintain
credit
Up to 5 Draws per week
Paid sporadically in order to maintain
credit
Note: if files are small may not be credit
notes for each draw.
7. Allocate Credit Notes
a. Go to Account > Sales > Awaiting Payment
PROCEDURES FOR CHRISTINE’S TASKS
b. Click to the “End” of the awaiting payments list.
c. Right-click on the Credit Notes/Payments to open in a new tab.
d. On the Credit Notes Options, choose Allocate Credit.
e. When no “Allocate Credit” appears, proceed to the next credit note.
PROCEDURES FOR CHRISTINE’S TASKS
When the invoice amount is greater than the credit note amount, copy the
credit note amount into the “Amount to credit” box.
g. When the credit amount is greater than the invoice amount, copy the invoice
amount in the Amount to Credit box.
h. Do so with the other invoice amounts until Remaining Credit is 0.00.
f.
i.
j.
PROCEDURES FOR CHRISTINE’S TASKS
WEEKLY TASKS
Weekly Payment Follow-Up - Monday
1. Open the excel file “Payment Follow Ups” (Charlene’s files > Excel files).
2. First, find the list of overdues in Xero.
3. Click “Overdue by” to arrange the days overdue.
PROCEDURES FOR CHRISTINE’S TASKS
4. List those whose invoice are due beyond 7 days and more. In the excel
file, copy the most recent tab, then rename with the day the payment
reminder is sent.
5. Copy the details from Xero.
6. For the weekly payments to follow-up, go to Awaiting Payments, then
click “Ref” to have all the weekly payments first on the list.
PROCEDURES FOR CHRISTINE’S TASKS
7. Right-click each client name to check if their payment is past due per
reference (weekly: there must be a payment from the previous week;
fortnightly: there must be a payment from the previous two weeks).
8. If the invoice has no sessions applied yet, no need to send payment
reminders.
9. List the client’s that needs to be sent the payment reminders in the
excel file with the other details (including the date the reminder iwill be
sent).
10. To send the statements:
a) Go to Accounts > Sales
b) Change the Activity date between at least four weeks from
current date to current date. Then click Update.
c) Tick/Choose the clients listed in the weekly and fortnightly
list in the excel file. Then click “Email”.
11. Compose an email and attach the file. Write your email:
“Hi Alex, Please find attached the list of overdue invoices that need followup and those sent with payment reminders.”
12. Send the email to Alex, and CC Scott.
PROCEDURES FOR CHRISTINE’S TASKS
WEEKLY TASKS
Weekly Time sheet Follow-Up - Friday
1. Process all received timesheets.
2. Go to Contact Details Tab in Salesforce.
3. Drag down to see the “Mass Email Contact Details” in the Tools.
PROCEDURES FOR CHRISTINE’S TASKS
4. Choose “Active Tutors”, then click “Go”.
5. Tick the names of tutors found in the Timesheets Due Grid.
PROCEDURES FOR CHRISTINE’S TASKS
6. Click “Next” found on the bottom right of the Contact page. Then
choose the General Admin folder, then the “Weekly Timesheet Follow
Up” email template. Click “Next”.
7. Input “Weekly Timesheet Follow-up” in the Mass Email Name, then
click Send.
PROCEDURES FOR CHRISTINE’S TASKS
FORTNIGHTLY TASKS - Payroll
Time Sheets
1. Process all timesheets.
2. Send “Overdue Session Report Follow Up” on the Monday after the fortnight ending
(always ends in a Sunday).
3. On Tuesday, process all remaining session for the recently ended fortnight.
Payroll Report
1. When using salesforce:
a. Go to the Reports Tab, choose “Payroll to be Processed”.
b. Make sure the date in the “TO” is the last day for the fortnight you are
processing.
c. Click “Run Report”. Then click “Printable View”.
d. A file will be downloaded, open it, then Save As an excel file. Save it in
the Dropbox (Franchise Operations > Admin and Accounting > Payroll).
e. Put the necessary special rates (from the notepad “Special Rates” in the
payroll folder.
f. Put also the tutor rates (from the excel file Tutor Rates).
PROCEDURES FOR CHRISTINE’S TASKS
2. When using the platform, go to Bookings > Payroll Process.
3. Choose the date when the fortnight ends. Then “submit”.
4. (Prefer to Scott’s instructions for any other further steps…)
Xero Timesheets
1. Open Xero and go to Payroll > Timesheets > Add Timesheet.
PROCEDURES FOR CHRISTINE’S TASKS
2. Choose the tutor’s name and the corresponding fortnight.
3. Choose the correct earnings rate, then input the total tutoring hours in the last
day of the fortnight. Click Enter, then “Approve”.
4. Do the rest for the other tutors.
5. Ask Alex for her total number of hours and conversions for the fortnight.
PROCEDURES FOR CHRISTINE’S TASKS
Payrun
1. Go to Xero: Payroll > Payrun. Click “Add Payrun”.
2. Input the following details in the add payrun page: (change the fortnight ending
date as necessary). Click “Next”.
3.
4.
5.
6.
7.
In the payrun, click only the tutors/employees included in the payroll.
Add any discrepancies from previous pays.
Add Alex’s conversions.
Double-check all payrun entries against the payroll report.
Click “Post Payrun”.
8. On Wednesday morning of the payroll week, go the draft payrun (Payroll >
Payrun).
9. On the Payrun Options, click first “Email Payslips”, then send emails.
10. Next, click “Download ABA”.
11. Follow the procedures for uploading the ABA file (found in the Downloads folder)
in the Importing Payroll File into Commbiz file.
PROCEDURES FOR CHRISTINE’S TASKS
Importing File into CommBiz
Site - https://www1.my.commbiz.commbank.com.au/logon/usermaintenance/login.aspx
Login ID: noelineilagan
Login Password: P@ssw0rd!
(Open “Importing Payroll File into Commbiz” file – in the Payroll folder)
Send a message to Scott (through Skype)
Include in your message the net amount.
PROCEDURES FOR CHRISTINE’S TASKS
OTHER TASKS
Adding Employees
1. Go to Xero. Then Payroll > Employees > Add Employees.
2. For the Details, only the following information is needed (from the email the tutor
sent “Employment Information” and from Salesforce/Platform Tutor Contact
Details): First name, Last name, DOB, Email, Address. Save the encoded details.
3. Only the highlighted tabs are needed to be filled-up.
4. For Employment:
If no Sunsuper membership number is provided, just use- (nine
zeroes).
PROCEDURES FOR CHRISTINE’S TASKS
5. Record the TFN (tax file number) and the other responses.
6. Click File Now. When the “file” page appears, simply click tick the box, then File.
7. In the Bank Accounts, the Statement Text should be Tutor2you. Make sure a bank
appears on the upper-right of the page after inputting the BSB number.
8. Always click Save.
PROCEDURES FOR CHRISTINE’S TASKS
9. In the Pay Template, make sure you have the following details:
10. Click Save.
Platform
Please refer to the platform files for both client and tutor accounts.
Online Sessions
Please refer to the files regarding online session