Purpose: This is how Heritage handles receipts in QuickBooks. Almost every receipt now comes into QuickBooks on its own by forwarding from email. The only thing that normally needs to be scanned in is a bill we pay by check.
Applies to: Heritage Christian Childcare (HCCC) bookkeeping and anyone who receives a receipt or bill for Heritage.
The rule
If a receipt arrives by email, it is forwarded to QuickBooks (if it applies) and goes straight into QuickBooks Receipts. Nobody downloads it, re-types it, or hand-forwards it from a personal inbox.
If a receipt is on paper, it is scanned into QuickBooks Receipts.
The one item we expect to scan most often is a bill that we pay by check. Everything else should already be in QuickBooks.
1. Receipts that arrive by email
Order and pay for things using the Heritage business email so the receipt lands where the forwarding applies.
Email receipts forward into QuickBooks automatically where forwarding applies. You do not need to save, attach, or forward them yourself.
If a vendor or purchase is not covered by the automatic forwarding, forward that one receipt email to QuickBooks as described in the Heritage QuickBooks setup notes, and tell bookkeeping so the vendor can be added.
Do not also scan or upload an emailed receipt. One receipt goes in one time.
2. Paper receipts and manual receipts
Scan the paper receipt into QuickBooks Receipts (the Receipts area in QuickBooks). A clear photo or scan of the whole receipt is fine.
Make sure the vendor, date, and amount are readable.
Throw nothing away until it shows up in QuickBooks Receipts.
Keep the paper only as long as Heritage's record-keeping rules require.
3. Bills paid by check (the main item to scan)
When a bill is paid by check, scan the bill (and the check stub or copy, if there is one) into QuickBooks Receipts.
Do this the same day the check is written, so the document is not lost.
Scan it one time only. If you are unsure whether it is already in QuickBooks, check Receipts first.
4. Quick check before you scan anything
Did it come by email? If yes, do not scan it. It should already be in QuickBooks.
Is it a paper receipt or a bill paid by check? If yes, scan it into Receipts.
Not sure? Search QuickBooks Receipts for the vendor and amount before adding it.
5. Matching and review
Bookkeeping reviews the Receipts area and matches each receipt to its transaction. If something is missing or does not match, bookkeeping asks the person who made the purchase. Answer promptly with the missing receipt or an explanation.
What not to do
Do not hand-forward or re-type receipts that already arrive by email.
Do not scan the same receipt twice.
Do not send receipts to a personal inbox or by text message in place of QuickBooks.
