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11. FINANCE AND CASH HANDLING
Ensure the proper procedures, tracking, and documentation are followed when manual invoices are required
Scope:
Related Documents:
9.1 – 9.13; 11.1 – 11.12
11.8 Manual invoicing
Purpose:
Manual invoicing must be used carefully to prevent misuse and must be authorized by the Boutique Manager.
A manual invoice should be issued only under the following circumstances:
1. System/power failure.
2. Special request by customer.
Guidelines: 1. Modified manual invoices (often as per customer request) like increasing or decreasing the value of items, etc. should not be issued to customers for any purpose under any circumstances. This is not acceptable or allowed and strict disciplinary action will be taken. 2. Each manual invoice used must have a POS receipt number recorded on the field provided in the manual book. The value and items on the POS receipt must match.
3. No manual invoice is to be issued without a POS receipt reference under any circumstances.
4. In case of mistakes while preparing the manual invoice, all 3 copies of the manual invoice must be stapled together and kept in the same book and a fresh manual invoice must be issued. Writing on the manual invoice must be clear and easily readable. 5. The manual invoice book is a confidential document and should be accessible only by the Store Manager or next in-charge. 6. Missing and tampered-with manual invoices will result in strict disciplinary action from the Retail Management.
7. Audited and finished books will be sent to the Accounts Department for safekeeping.
8. All manual invoice books must be kept in the cash safe to avoid misuse.
9. All requests for manual invoices must be processed through NAVISION and approved by the Accounts Manager.
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10. Every Boutique must have 1 book of manual invoices and new orders will be placed only when the current book has 10 pages left.
Manual invoice copies:
1st copy = customer copy
2nd copy = finance copy
3rd copy = book copy/Boutique copy
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