About Us - Based on the Sussex/Surrey border near Gatwick Airport and established for over 30 years we are the South’s premier Waste Management and recycling Specialist. Our services cover all aspects of waste management including advice on how to reduce waste, re- use waste, recycle and recover waste products. We focus on reducing our customers reliance on Landfill, this approach has led us to achieve average recycling/recovery rates of over 90%. This is possible due to the processes in place at our Waste Recycling Centre in West Sussex . The services we offer are available to all; corporate clients, business users, householders and local builders. With services ranging from site clearances and mini skip hire through to large roll on roll off containers no job is too big or too small. Our dedicated team of professionals are qualified to provide advice on all aspects of waste management. Our staff are friendly and approachable, so if you have a question about waste please give us a call and we will be happy to help. Hazardous Waste: Our specialist Hazardous Waste Team are qualified to advise on all aspects of hazardous waste disposal . We can list, pack, prepare for transportation, transport, process, treat and dispose of all types of hazardous waste in accordance with current legislative requirements. Trade Waste: Cox Skips provides a commercial waste collection service for businesses in the South East. This can be from as little as one bag a week to the supply of large Euro bin containers for a more regular collection. We supply the bins, the collection and the paperwork. THE RECYCLING PARTNERSHIP Ltd provides a commercial recycling collection service for businesses in the South East. Services include collection of Glass, drinks cans, office paper, cardboard, plastic bottles and food tins. Prices start from just £3.00 per week. For further information please contact our Enquiries Team on 01342 715456 or visit http://recyclingpartnership.co.uk Recycling We are committed to sustainable development and aim to recycle at least 90% of the waste we handle. We process as much waste as possible using our own fully licensed Waste Recycling Centre. This facility allows us to separate recyclables and process in the most efficient way. With our Site Clearance Service Cox will provide the wheels, the manpower and the required documentation to safely collect and dispose of all waste items large and small. We will collect mixed general waste as well as Hazardous wastes such as TV’s, monitors, fridges, and Cement Bonded Asbestos. House clearance? Warehouse clearance? Site clearance? We take care of everything including separating recyclable waste, arranging extra staff for larger sites, providing the appropriate collection vehicles and locking up at the end of the job. Site Clearance: Our professional approach allows us to provide the highest standard of service with a rapid response to all enquiries. Since the introduction of new legislation in 2008 plasterboard and gypsum based products can no longer be sent to landfill and must be recycled. Cox Skips have the solution to your plasterboard and other gypsum based products recycling needs. We provide a separate collection of all plasterboard products. All plasterboard waste is broken down and recycled back into plasterboard products providing a “closed loop” solution for all of our customers. For further information contact us on 01342 715978. We can assist with planning the process for on site segregation to ensure that 100% of the plasterboard waste produced is recycled. Our specialist team can be contacted for further advice. Waste transfer and Recycling facility Summer opening times: Monday to Friday: 07:15 – 16:30 (last tip 16:30) | Saturday: 07.15 – 11:00 (last tip 11:00) | Sunday: Closed
Finance Assistant PaperLess User Guide
Doc Ref: OP212
Table of Contents 1 Uploading supplier invoices into PaperLess ......................................................................................................1 5. Attaching pdfs to the invoice in PaperLess.........................................................................................................4 6. Removing pages from an invoice.........................................................................................................................6 11. Add or Amend the Document Flow..........................................................................................................................8 12. Cost Codes for CSL ..................................................................................................................................................10 13. Adding lines to split VAT or amount ......................................................................................................................10 14. Looking up archived invoices.................................................................................................................................11 How to copy, edit and delete document in Paperless video guide..........................................................................12 How to merge and split documents video guide .......................................................................................................12 How to process multiple invoice per email in PaperLess inbox video guide..........................................................12 How to change the background colour in PaperLess video guide...........................................................................12
1 Uploading supplier invoices into PaperLess
1.1 Log into PaperLess by clicking here: PaperLess Web App (and pin to your taskbar).
1.2 Drag purchase invoices from Purchasing Ledger Inbox (pledger@coxskips.co.uk) – for: • Cox Management Service (CMS) • Cox Skips Limited (CSL) • The Recycling Partnership (TRP)
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Document Issue 01 31/07/2025
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ISO 9001 / ISO 14001 / ISO 45001/PAS99: 2012
Finance Assistant PaperLess User Guide
Doc Ref: OP212
1.3 Make sure that you are working in the correct company (CSM/CSL/TRP) to match the invoice:
1.4 Click on the relevant company under inbox –
1.5 Always read the email and made sure that there are no discrepancies or information relating to the invoice. This may need to be queried. If you are querying the email/invoice always leave it in the inbox and add a note to this effect so that the department knows where to pick up from. Categorise the email to your name, add a note within the email of brief explanation, your initials and date – highlight in yellow. (Open email, within the Move options, click on the dropdown, from ‘More move actions’- Select Edit Message.
1.6
Type in the email body. Close and ‘Save’ the email.
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Document Issue 01 31/07/2025
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ISO 9001 / ISO 14001 / ISO 45001/PAS99: 2012
Finance Assistant PaperLess User Guide
Doc Ref: OP212
1.7 After dragging the invoice to PaperLess – Select the journal type: SUPPINV or SUPPCRED
2 Use the Purchase Ledger Code Flows spreadsheet on Accounts W: drive (click on the link below): Add this file to your favourites.
2.1 00 - 2025 - PURCHASE LEDGER_Codes_Flows_All Companies This is your ‘go to’ for invoice entries. Do Not Edit this document. If you find irregularities within the spreadsheet, do not make any changes, speak to the Assistant Finance Manager – Nicola Hart
2.2 Use the tabs to select the correct company: CMS CSL or TRP.
2.3 Search for the supplier to find the supplier code.
2.4 Look at the invoice & see if it agrees with the spreadsheet row of information – under ‘Description of Services’. Some of our suppliers provide different services for us.
3. Once you have dragged an invoice into PaperLess, move the email from the Purchase Leger inbox to the ‘Dealt With’ folder. This avoids someone else form processing the invoice in Paperless again! Should you transfer an invoice was previously processed – PaperLess warns you that there is a duplicate.
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Document Issue 01 31/07/2025
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ISO 9001 / ISO 14001 / ISO 45001/PAS99: 2012
Finance Assistant PaperLess User Guide
Doc Ref: OP212
3.1 If this happens, always check this against Sage. If it is a duplicate - delete this from PaperLess. Click Yes to Delete.
4. Should you need to change to work in a different company – you can select the dropdown and select from the list.
5. Attaching pdfs to the invoice in PaperLess
5.1 If there are multiple pdf attachments within the email, drag them across to PaperLess. Within PaperLess attach the relating pdf to the invoice.
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Document Issue 01 31/07/2025
Approved by: ZC
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ISO 9001 / ISO 14001 / ISO 45001/PAS99: 2012
Finance Assistant PaperLess User Guide
Doc Ref: OP212
5.2 To do this make you that you have clicked on the attachment that you want to append to the invoice then click on the Edit PDFs dropdown.
5.3 Select ‘Move and append to other document no’.
5.4 In the pop-up box type in the invoice’s PaperLess referenced no. (not the actual invoice number) that you want to attach the pdf to.
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Document Issue 01 31/07/2025
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ISO 9001 / ISO 14001 / ISO 45001/PAS99: 2012
Finance Assistant PaperLess User Guide
Doc Ref: OP212
5.5 Click on OK. You will see that the relating attachment disappears. When you click on the Invoice, there should be multiple pages added which should include the appended document.
5.6 In some instances suppliers such as CiBUS send spreadsheets – these need to be converted into pdf and attached to the invoice, as follows: Open the spreadsheet, click on print – select print to pdf, change the page orientation to landscape, select the scaling to ‘fit all columns to one page’ and click on print, save the pdf to your desktop, attach the pdf to the invoice within PaperLess, delete the pdf from your desktop. 6. Removing pages from an invoice 6.1 If you need to remove pages from an invoice, click on the ‘Edit PDFs’ dropdown and select ‘Delete pages from- to..’
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ISO 9001 / ISO 14001 / ISO 45001/PAS99: 2012
Finance Assistant PaperLess User Guide
Doc Ref: OP212
6.2 Select ‘Delete pages from -to and make a note of the pages after the invoice (especially if the invoice is more than one page and you only want to delete the pages after the invoice) type in the pages
numbers from and to and click on OK.
6.3 Check the pages by clicking on next.
7. Populate the information into PaperLess under the ‘Accounting’ tab ‘Supplier line’:
8. Under ‘Line owner’ line enter the spreadsheet relating information, making sure the net, VAT and gross matches the invoice. (Should you need to split the VAT or allocate to different nominal codes or cost centres, refer to heading ‘Adding lines to split VAT or amount’).
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Document Issue 01 31/07/2025
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ISO 9001 / ISO 14001 / ISO 45001/PAS99: 2012
Finance Assistant PaperLess User Guide
Doc Ref: OP212
8.1. If you need to change the VAT to 0 rate – go to the Line owner row and under the VAT column, press key F3 (look up function), which brings up the VAT listing, click on the relevant code and this will update. Check the amounts against the invoice.
Note: ‘Acct. no.’ is our nominal code field.
9. Click on the ‘Document flow’ tab – to make sure that the document flow names match the spreadsheet ‘Correct Document Flow’.
10. Use the document flow referenced in the spreadsheet, as the document flow in PaperLess is set as a default for general purposes. This will only change if a supplier has more than one type of service they provide. Each service may need to go to a different person within the ‘document flow’.
The supplier invoice is now ready for the 2 nd check by another member of the Finance Team . Their approval will transfer the invoice across to Sage. 11. Add or Amend the Document Flow 11.1 To change the flow, click or add a document flow (names of approvers) – then click on ‘Attach recipient(s)’.
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Document Issue 01 31/07/2025
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Not Controlled if printed
ISO 9001 / ISO 14001 / ISO 45001/PAS99: 2012
Finance Assistant PaperLess User Guide
Doc Ref: OP212
11.2 Select the name(s) in the ‘Selected’ column that no longer required . Click on the ‘left’ arrow to remove.
11.3 Scroll down the ‘Available’ column and select the group or individuals name (matching the spreadsheet selection). Click on the ‘right’ arrow to add to the ‘Selected’ column. You can also double click on the name to move to the ‘Selected’ column.
11.4 Click on Save at the bottom right of the pop-up screen. (Do not click on Save Supplier Default Doc. Flow.)
11.5 Move the names in order of approval so that Managing Director Allan Key is last to approve (at the bottom of the list in the ‘Selected’ box. Click on the up and down arrows.
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Document Issue 01 31/07/2025
Approved by: ZC
Not Controlled if printed
ISO 9001 / ISO 14001 / ISO 45001/PAS99: 2012
Finance Assistant PaperLess User Guide
Doc Ref: OP212
12. Cost Codes for CSL
12.1 Cox Skips Limited (CSL) differs from TRP and CMS in that it has cost codes as well as department codes which have to be entered into PaperLess. A reason for this is that stock is purchased or work is carried out for TRP or the Waste Transfer Station (WTS) and invoiced to CSL. Cost Codes Cox Skips Limited supplier invoice relating to work carried out for nominal code 4300 (vehicle maintenance):
Cost Centre: Cox Management Services
Use Cost Code : 100
Cox Skips Limited (Weighbridge) The Recycling Partnership Limited
200 300 400
Waste Transfer Station
Workshop (needs a Department Code)
500 – select from the following:
Department Code for Cost Code 500 : 901 Cox Skips Limited 902 The Recycling Partnership Limited 903 Waste Transfer Station (TSO sometimes) 904 Stock 905 3 rd Party
13. Adding lines to split VAT or amount
13.1 Should you need to split the VAT, allocate different nominal codes or cost codes, you can add a line by clicking on + (to remove the line make sure you click within the line and click on - )
13.2 When you populate the information and net amount, the line above adjusts the net, VAT so that the gross amount remains the same and matches the invoice total. You need to make sure that the VAT is correct.
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Document Issue 01 31/07/2025
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Not Controlled if printed
ISO 9001 / ISO 14001 / ISO 45001/PAS99: 2012
Finance Assistant PaperLess User Guide
Doc Ref: OP212
14. Looking up archived invoices
14.1 Look up the archived invoices to see how they have been processed: click on the ‘Inbox’ dropdown and select ‘Accounting Archive’.
14.2 Scroll down until you get to ‘Supplier’, to the right of the row, click in the search field and type the supplier’s name and enter.
14.3 This brings up all the archived processed invoices and their allocations:
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Document Issue 01 31/07/2025
Approved by: ZC
Not Controlled if printed
ISO 9001 / ISO 14001 / ISO 45001/PAS99: 2012
Finance Assistant PaperLess User Guide
Doc Ref: OP212
14.4 To go back to your invoice, click on the dropdown and select ‘Inbox’.
How to copy, edit and delete document in Paperless video guide
https://vimeo.com/843835481?fl=pl&fe=sh
How to merge and split documents video guide
https://vimeo.com/844196883/3cdd93593d?share=copy
How to process multiple invoice per email in PaperLess inbox video guide
https://vimeo.com/993517428/07ef80b8ef?share=copy
How to change the background colour in PaperLess video guide
https://vimeo.com/993496102/ed2b00590c?share=copy
The end.
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Document Issue 01 31/07/2025
Approved by: ZC
Not Controlled if printed
ISO 9001 / ISO 14001 / ISO 45001/PAS99: 2012
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