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BOOKKEEPING FOR DUMMYS and *Please don't think I am calling you a "moron" to hurt your feelings in any *way. I was a moron when I first started setting up my files. I hated *accounting in school and am the type that would much rather add 2+2 on a *calculator than in my head _ but you have to do it. You have to force *yourself to do it NOW _ right at the beginning! Many of a business has *collapsed simply because they lacked organization in their basic accounting *business practices. Don't be one of them! and *As a small mail order business you don't have to really do much in the *beginning. Here is how to set up your files from ground zero: and *1. Take out a hanging file folder and a label of any kind. (Hanging
*You now have one large hanging file folder with 5 separate manila file *folders inside it. Carefully place your hanging file folder in your metal *file cabinet or cardboard banker's box. (A banker's box can be purchased *at any office supply store also and normally cost around $4.) and *Now, wasn't that easy? Some of you reading this will think that I am *attempting to insult your intelligence. This is NOT my intention. This *report is broken down in a simple, step-by-step way so everybody can *understand it _ regardless of their previous knowledge and experience. *Remember, some people have never worked in an office their entire life. *What seems simple and accepted to some of us, may be something another *person would never have known. and *Okay, let's go back to where we were. You now have one master file *completed and we're ready to make another just like it. This time we'll *name the hanging file folder "Income" and label 3 manila folders inside *it with the following headings: (A) Completed and Shipped Orders *(B) Inquiries and Correspondence. (C) Open Orders Still Pending. and *See how easy? From now on, you simply make another folder as the need *arrives and you're files will always be easy to maintain. (Once you get *this concept down pat _ you can easily think about getting a computer. *A computer organizes its information in the SAME manner. Believe me - *this same system works! You'll be amazed at how many mistakes it will *help you prevent.) and *Yes - bookkeeping is a very simple process. All you have to do is keep *the system going. For instance, every order that I process, I completely *finish before moving on to the next order. Example: and *1. Mail is received and opened. As each piece is opened it is placed into *individual piles. Orders with pre-payment are placed in one pile, *information and daily correspondence in another, and so forth. and *2. Each order that has been pre-paid for is processed first - with each *one being processed individually to completion. (That means it is in an *envelope, a label typed out and the completed order is ready to be mailed *at the post office.) and *3. During the process, the "date," "amount of check or payment" and *"product ordered" is recorded on the outside of the envelope - making sure *the customer's full name, address and telephone number (if available) is on *the envelope too. and *4. Just before closing up the office for the evening, the envelopes are *then keyed into the database on our computer (you can substitute a computer *for the hanging files in the beginning.) We record all the information that *was written on the envelopes during the processing of the order. (Don't *think you will remember "what" the order was. That thinking will open you *up to make human errors.) and *As your business grows, your understanding and abilities will grow also. At *that time you can grow into a more sophisticated means of keeping the books. and and and and and |
