Journals and Invoices

Yesterday I journal materials and equipment to different departments. What happens is that when the cleaner comes and issue materials or equipment then we write it on our issue sheet and then on the end of the week we journal the expenses to the department and then the amount will be submitted on their account.

I've done a couple of invoices, first you go to the storeroom and make a list of all the equipment and materials that is low on hand and needs to be stocked up. You then sort them under each supplier that you need to contact and place the order. You take your invoice book and open a new order for them. You write the date, department, your name and the supplier with their contact number. You contact the supplier and tell them what you need. After they took you order you tell them your order number that is on top of the paper, they put the number on their invoice.

When they come and deliver the order you placed then you check the stock for condition, the correct quantity and correct product. You sign on their invoice with your name and date.

The invoice book is a triplicate with a white paper, green paper and a yellow one. You write all the details of the product on the paper: the quantity, product, cost and your organisation's stock codes.

You make a copy of the supplier's invoice and attached it to the white paper. The white paper usually goes to the supplier or we file it. The original invoice must be attached to the green paper and the HOD's of the suppliers must sign to authorise the order. The green paper with the invoice goes to the head office to the creditors department so that they pay the supplier for the stock.
The yellow paper stays in the invoice book for future reference.
After everything is done then the stock controller must put all the stock in the appropriate places and she must put the stock on the stock system.