Administration duties

Administration duties

DAILY
  • Data Entry.
  • Process all cheques, receipts, pay supplier via BSP or Non-BSP, process Service Fees via Charges & Credits, Invoice corporate debtors.
  • Settle previous days EFTPOS/Credit Card transactions from the terminal
  • List & Update all batches.
    • Receipt BSP.
    • Non-BSP Return.
    • Cheque.
    • Invoice.
    • Journals.
    • Charges & Credits.
  • Daily Bank Deposit Slips.
    • Process Cash & Cheques - print Deposit Slip to take to the bank.
    • Process EFTPOS and Credit Cards.

IMPORTANT Daily Backup it is your agency responsibility to backup Travelog on a daily basis. If you engage an IT company or professional it is their responsibility to store your backups in a safe place. Do not override backups from the previous day.

WEEKLY
  • Database Repair.
  • Non BSP Supplier Return.
  • Financial Integrity Report.
  • Bank Reconciliations(upon receipt of statement from the Bank).
  • Non Zero Client Trial Balance for consultants.
  • BSP Return reconciled to IATA billing.
MONTHLY
  • Bank / Cheque reconciliations for the month.
  • Make sure Debtor Credit allocation is correct (and tidy).
  • Run Debtor Statements.
  • Run Debtor Ageing.
  • Run Sales Analysis/Corporate reports.
  • Client Ledger, Debtor Ledger and Creditor Ledger Trial Balances Detailed.
  • General Ledger Trial Balance Reporting.
  • Profit and Loss Reporting.
  • Balance Sheet Reporting.
  • Financial Integrity Report.
  • GST Report if applicable.
  • End of Period Close Off.
POINTS TO NOTE
  • Keep data entry batches small by listing and updating every day or closing the batches if you are unable to list and update. This makes it easier to find errors and less disruptive for the running of the office.
  • When listing and updating batches make the consultants aware of this, as they will be unable to do accounting while you are posting batches to General Ledger Accounts.
  • Ensure you keep a hard copy of the Audit and Update reports, as these are a lifeline when reconciliations aren't in balance.
  • When completing weekly reconciliations and you find you are not balancing to your General Ledger accounts, investigate and address the discrepancy as soon as possible. The difference only gets harder to find if you leave it !!!.