Sell Your Specialty Food by Stephen F Hall

Author:Stephen F Hall
Language: eng
Format: epub
Tags: ebook, book
Publisher: Kaplan Publishing
Published: 2008-11-07T05:00:00+00:00

Naturally, you will want to maintain files of all your business correspondence, accounts receivable, accounts payable, completed sales transactions, etc. Generally, hard copies of files are kept current for one year, then placed in a different drawer. Keep one current-year file drawer, plus two others for the past two years. Files from earlier years may be retired to boxes and should be stored for at least seven years (for tax purposes).

Filing should be set up in accordance with what makes life easier for you. Files should be organized according to some rationale that is easy to remember and easy to employ. A file set up for completed sales transactions alphabetically by geographic location is one of the easiest to use. (The actual filing of paper will not be necessary for most of the aforementioned, because the same thing can be achieved with your computer and accounting software. Just make sure to back up your computer files frequently.)

Notwithstanding my statement about the importance of computers, we still need some paper backup for our records. Make certain to back up your computer files. A number of software titles can do this. I recommend storing copies of all your files on a USB flash drive, for example, or a special zip drive and disk or a CD-ROM.

Order-Processing Flow

There are a number of good software packages that you can employ to keep track of your transactions. For example, QuickBooks and One-Write Plus Accounting offer full business accounting systems. Until you get the requisite software, you will need a “one-write” accounting system, consisting of binder, journal forms, and ledger cards.

The flowchart in “Guidelines for Success,” can be applied to understanding and clarifying both manual and computer applications. The flow shows both hard copy and computer software processing. You will not have to place invoice copies in a hold file if you are using a software-generated invoice. Simply save the information in the customer’s computer account. With the use of computers, there is no need for hard copies beyond those mailed to the customer (and one can also email these to customers).

GUIDELINES FOR SUCCESS

Order-Processing Flowchart

Much time can be saved if the processes described below are accomplished with the use of order-processing software (e.g., entering an order number, deducting from inventory, and invoice distribution).

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