Information about the DoES bank accounts and other accounting relating issues.
We use Freeagent for our accounting.
When generating an invoice, the terms should be one of the following:
- 0 days when the services have already been used or will be used imminently, i.e. a hot desk day
- 7 days for a permanent desk, the invoice should generate a week before the anniversary and so be due on the anniversary of the person's arrival in DoES
Hot desk days are logged in the Google Docs spreadsheet, anyone can log hot desk use on this form. Hot desk use can also be automatically logged by the door bot if the person's RFID card is set up.
Automated payments (Direct Debits & Standing Orders)
For the Uniform workshop payment JohnMcKerrell has decided to create a recurring profile that creates an invoice ~5 days before the direct debit will be taken with a due date of 7 days. This should then be paid automatically within that period and we can pick up on this before the reminder email goes out and automatically send the thanks email.
Key deposits are currently billed as a standard item on an invoice. Because this is a deposit we should record it as a loan as it is money that we will need to pay back at some point. The best way that we have found to do this is to add a Journal Entry on FreeAgent. This creates an entry in a "Suspense Account". We will currently assign everything in this Suspense Account as deposits/loans.
How to do a BankImport
These instructions are on the BankImport page.