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Client Procedures Manual "CPM"

OSI has developed and standardized consistent policies and procedures to streamline the accounting process. All OSI employees are trained on these policies and procedures. Adherence to these standards and practices creates consistency and accountability throughout OSI, and ensures that your monthly financial report package is both timely and accurate. In addition, policies and procedures specific to each client are developed and compiled in an internal Client Procedures Manual. This document includes detailed instructions for capturing each client’s daily financial activity, as well as specific tasks to be performed for monthly, quarterly, and annual closings.

Sample of 2 pages of a CPM – Average CPM 30-100 pages long

a. CANADIAN CUSTOMERS

  1. All customers who are in Canada have their orders shipped via UPS.
  2. DO NOT mark up the shipping to Canada the standard 40%.

b. SPECIAL OCCASION ORDERS

  1. For all special occasion (birthday, anniversary, etc.) orders, you MUST WRITE “SPECIAL OCCASION” in the memo line. There is an Open Sales Order Report that needs that information to run correctly.

c. SMITH COMPANY ORDERS

  1. Follow the prices on the Smith Company Order
  2. Follow this format for the “Ship To”
    i Line 1: Receiving Center Name
    ii Line 2: PO#
    iii Line 3 Address
    iv Include phone number after zip code (e.g. 98765 / 999-555-1212)
  3. All orders ship via FedEx and the customer is not charged for shipping.
    i Do not use the FedEx shipping item. That is only used for Jon Company orders.
    ii Use the “FedEx - Smith” item since it uses a special description.
    iii See SO#122001 for an example
  4. Item #SD22556 (small blue widgets) sell for $10.00 – Jane got a special deal on them and they extended that great deal to this customer.
  5. Sara Smith receives 10% commission on Smith Company Invoices, but not for the following components: small widgets (all sizes).
    i HOWEVER, the rep listed for the orders is still “SSmith”
    ii Explanation on how to calculate the Smith Company commission is under the payables section.

d. JOHN COMPANY

  1. They have a Blind Purchase Order on file with Jane, Inc. – follow the purchase amount on their Purchase Order.
  2. Their large orders are shipped to them via Local Moving Co. and that is to be represented on the sales order. Shipping amount will need to be obtained from Local Moving Co. for the invoice. You can tell it was shipped via Local Moving Co. if the bottom of the sales order has a signature.
  3. If they happen to ship via UPS, you will see a UPS note. If that occurs, simply use the UPS shipping info and amount and no further information from Jane is needed.
  4. Even though they are a wholesale customer, they can take a discount with their payment per Jane’s email filed under Z:\File Room\02.00 Client Files \ Client Name\2006\Correspondence\ 01-02-07 John Company Discount.pdf

e. JANE, INC.

  1. For ALL Jane, Inc. orders, the shipping to put on the sales order is via FedEx. Make sure FedEx is listed in the Shipping Via field as well as the item (FedEx Shipping).
    i FedEx shipped items are “Bill to Receiver’s Account” so no charge is necessary for FedEx shipping.
  2. If, for some reason, they end up shipping via UPS (you can tell because you will see a UPS note), then you must represent UPS shipping on the invoice.
  3. NOTE: If FedEx Shipping is not used for some reason, you MUST still include the Jane, Inc. Vendor number (#987654321) on the sales order/invoice. When you use the FedEx Shipping item, the number is on the last row

f. JEFF & FRIENDS COMPANY

  1. An invoice must be included with all orders.
  2. You will need to get shipping amount/info before you can create the invoice.

g. JOHN CO, LLC

  1. Due to problems collecting payment from this customer, Jane will have you create the invoice and process the credit card payment before the order actually ships.
    i After the credit card is approved, email Jane letting her know the payment went through.
  2. Email this customer’s invoices to John (email is in QB’s) and the invoice will have the email invoice box checkmarked (which you will then have to uncheckmark and then recheckmark – glitch with QuickBooks). Whenever an invoice is created for this customer the “To Be Emailed” will automatically select. Invoices are also printed.

h. SCOTT COMPANY

  1. Follow the prices as stated on the Purchase order. There are no shipping charges for this customer.
  2. This customer’s goods are shipped to them via FedEx.
  3. After a Sales Order is created, a Purchase Order (use template “Shipping Request” for a shipping request) must be created for Scott Company. Jane will fax to Local Moving Co. and it will serve as a notice that they will be needed to ship goods. The Purchase Order will have the products and amount listed, but set the value to zero for all product. CAREFUL!! DO NOT SET THE CURRENT PRICE TO ZERO WHEN THE POP-UP MESSAGE COMES UP.

i. WEBSITE ORDERS

  1. Client staff print website orders from the online shopping cart and process.
  2. Every morning from the Client file, go to File -> Exchange Data with Web Services. Click “Select All” and then click “Update Selected”. The website orders are downloaded into QuickBooks as sales receipts. Payment is already processed.