Seeking Bookkeeper
We are seeking a new bookkeeper to fill Dawn’s shoes. Or at least to follow in her footsteps. Dawn has been with us for over 17 years. She has decided to retire. She deserves to retire. I just wish she would keep working until she was 80. This is her retirement version 2.0. She retired about 4 years ago, but missed us so much she came back to work. Seriously, those are her words. Anyway, we need a new part-time bookkeeper. Rather than me tell you what the position entails, Dawn wrote a little story for you. She entitled it Diary of a Mad Bookkeeper. To be clear, mad as in deranged, not as in angry. It’s her sense of humor. :-)
There are potentially several additional parts of the job such as writing, inventory management, website design and maintenance, social media, and more. But I will let her start with the job, as it exists now.
Good Morning!
Welcome to Bemis Farms Nursery.
You will find this to be one nifty little job! Great place to work. Great people to work with!
Seasons are important here so if you are not used to it, batten down the hatches! May comes every year!
I am going to write this like I am talking to you and try to organize it such that you can look up items of how to by chapter.
Outline:
Bookkeeping
Tina’s Assistant
Data Base Assistant
Bookkeeping Overview:
I am a big believer in plain old cash in cash out! If cash is correct then 99% of your bookkeeping is done. And if you data entry bills and invoices in correct there should be limited general ledger work.
We use Quickbooks Online and it links to Sales Vu which is our point of sale (POS) system. When you process Sales Vu to link to Quick books all sales come over automatically. Sounds nifty huh? Well it isn’t always. So you will have to muddle thru the system if you are unaware of it, which I am sure you are! Quick books not so much! I am praying that you are familiar with Quick books even though the online version is so different than the desk top version. You are limited in what you can do with the online version but you learn to make it work! The best part of sales vu is that they have a very active and quick customer service and you can reach out to them for stuck issues. We will prob touch on that later.
Again, assuming that you are familiar with quick books take a peek around our program. Honestly. I use it to
You will also be in charge of paying bills. All bills …. Let me repeat. All bills get approved before we enter them into the system. This will prove to be the bane of your existence, especially in May and again in November. You will have to chase down Ed and Tina. It’s ok. Make them do it!
Once the bills are approved and entered then you can pay when due! EXCEPTION to the Rule and there is always one! Credit Cards. Ideally you want them to review, disburse credit card charges Before you pay, but that is not always feasible. SO I schedule the all to be paid on their due dates the beginning of each month. And disburse when then are done. This is in a chapter by itself! Pain in the ass! But necessary…alas, into each life a little rain must fall. But… You might enjoy it! Who knows!
Sales tax is also your responsibility to pay without approval. Again a chapter devoted to this little nightmare. Not hard to do actually easy peasy- on line - but the data is difficult at best to interpret as you will see between the two systems.
There is not a ton of general ledger work. I do make certain entries on a regular basis though. Such as Gift Certificates. We have some interesting accounting happenings with quick books from sales vu and you will find a chapter on this also!
I try to make sure they P&L is looked at monthly. So Ed and Tina can pull it up on their computers and look at it whenever they feel like it.
Yearly I prepare things for the accountant. That will be your task!
So that’s it in a nutshell!
There are potentially several additional parts of the job such as writing, inventory management, website design and maintenance, social media, and more. But I will let her start with the job, as it exists now.
Good Morning!
Welcome to Bemis Farms Nursery.
You will find this to be one nifty little job! Great place to work. Great people to work with!
Seasons are important here so if you are not used to it, batten down the hatches! May comes every year!
I am going to write this like I am talking to you and try to organize it such that you can look up items of how to by chapter.
Outline:
Bookkeeping
Tina’s Assistant
Data Base Assistant
Bookkeeping Overview:
I am a big believer in plain old cash in cash out! If cash is correct then 99% of your bookkeeping is done. And if you data entry bills and invoices in correct there should be limited general ledger work.
We use Quickbooks Online and it links to Sales Vu which is our point of sale (POS) system. When you process Sales Vu to link to Quick books all sales come over automatically. Sounds nifty huh? Well it isn’t always. So you will have to muddle thru the system if you are unaware of it, which I am sure you are! Quick books not so much! I am praying that you are familiar with Quick books even though the online version is so different than the desk top version. You are limited in what you can do with the online version but you learn to make it work! The best part of sales vu is that they have a very active and quick customer service and you can reach out to them for stuck issues. We will prob touch on that later.
Again, assuming that you are familiar with quick books take a peek around our program. Honestly. I use it to
- invoice out any Accounts Receivables - which we have few of – mainly Tina’s private workshop customers and two Landscapers – Grounds Unlimited and Montigny Landscaping.
- Maintain check books
- Data enter bills
- Pay bills
- Receive checks
- Monitor Gen Ledge accounts
You will also be in charge of paying bills. All bills …. Let me repeat. All bills get approved before we enter them into the system. This will prove to be the bane of your existence, especially in May and again in November. You will have to chase down Ed and Tina. It’s ok. Make them do it!
Once the bills are approved and entered then you can pay when due! EXCEPTION to the Rule and there is always one! Credit Cards. Ideally you want them to review, disburse credit card charges Before you pay, but that is not always feasible. SO I schedule the all to be paid on their due dates the beginning of each month. And disburse when then are done. This is in a chapter by itself! Pain in the ass! But necessary…alas, into each life a little rain must fall. But… You might enjoy it! Who knows!
Sales tax is also your responsibility to pay without approval. Again a chapter devoted to this little nightmare. Not hard to do actually easy peasy- on line - but the data is difficult at best to interpret as you will see between the two systems.
There is not a ton of general ledger work. I do make certain entries on a regular basis though. Such as Gift Certificates. We have some interesting accounting happenings with quick books from sales vu and you will find a chapter on this also!
I try to make sure they P&L is looked at monthly. So Ed and Tina can pull it up on their computers and look at it whenever they feel like it.
Yearly I prepare things for the accountant. That will be your task!
So that’s it in a nutshell!
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