9. MANAGEMENT PROCEDURES
Ensure the proper documentation in the event of needing to provide a manual invoice
Scope:
9.1 – 9.13; 11.8
Related Documents:
9.4 Manual invoice audit
Manual invoice usage policy:
Manual invoices must be used carefully to prevent any potential misuse.
The use of manual invoices must be authorized by the Boutique Manager / in charge. Regular auditing of manual invoices will reduce the error rate and prevent any potential misuse.
Manual invoice usage in case of:
POS failure
Power failure
Special customer request
Audit procedure:
The auditor needs to check:
1. All the necessary details (customer details, quantity, price, discount, etc. are filled in properly).
2. POS slips need to be attached with the book copies.
3. Details in the POS slip and manual invoice need to match.
4. Cancelled invoices with book copies should be available with Boutique Manager authentication.
5.
Availability of all pages, in sequence order.
6.
Correction/editing in book copies.
7. The auditor will prepare the checklists covering all the above points and forward the report to management.
8. Audited and finished books will be sent to the Accounts Department for safekeeping.
9. All manual invoice books must be kept in the cash safe to avoid misuse.
10. All requests for manual invoices must be processed through NAVISION and approved by the Finance Department.
Documents/checklists for reference:
14/04/2023
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1.
Audit checklists.
2.
Tracking sheet from WH.
3.
Manual invoice book.
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