Filing

It is important to keep records for future reference and also as back up for audit purposes.  There should be a systematic approach to filing documents which will allow easy retrieval of information.

The following is a list of files which may be required for accounting records:

(Alpha = filing paperwork in alphabetical order; Numerical = filing paperwork in numerical order; Date = filing paperwork in date order)

  • Expenses – numerical
  • Floats – alpha
  • Purchase Orders  – numerical
  • Unmatched Purchase Orders – alpha
  • Unmatched Invoices – alpha
  • Unpaid Invoices – alpha
  • Paid Invoices – alpha
  • Cheque/Bank Transfer Remittances – numerical
  • Sales / Income – numerical
  • Bank Account – for mandate, correspondence, statements,
  • Bank and Cash Reconciliations – date
  • Payslips – alpha
  • Crowd Time Sheets – date
  • Payroll Start Forms for cast and crew – alpha

Other files for production finance office

  • Scripts
  • Schedule
  • Day Out Of Days (DOOD)
  • Call Sheets
  • Progress Reports
  • HOD Statements
  • Insurance
  • Contracts (may be kept by Production Co-Ordinator)

 

Minimum Requirements

The minimum requirements for that must be adhered to in any system are:

  • Unique references for all documents
  • Evidence of authorisation of expenditure with a clear segregation of duties from the payment
  • All cash paid out must be:
    • Signed for by the person claiming
    • Signed by the person paying it out
  • All documents must be dated
  • There must be a clear audit trail

 

Paying Expenses in Cash

Posting Ref: PCxxx

Forms Used: Expenses Form

Filing: Numerical Order in Expenses File

 

Paying Expenses by Cheque

Posting Ref: CHQxxx

Forms Used: Expenses Form

Filing:

  • Numerical Order in Cheque/Bank Transfer Remittances File
  • Numerical Order in Expenses File

 

Paying Expenses By Bank Transfer

Posting Ref: TRANSxxx

Forms Used:

  • Expenses Form
  • Transfer Form

Filing:

  • Numerical Order in Cheque/Bank Transfer Remittances File
  • Numerical Order in Expenses File

 

Issuing a Float in Cash 

Posting Ref: PCxxx

Forms Used: Float Request Form

Filing:

  • Numerical Order in Expenses File
  • Alphabetical Order in Float File

 

Issuing a Float by Cheque

Posting Ref: CHQxxx

Forms Used: Float Request Form

Filing:

  • Numerical Order in Cheque/Bank Transfer Remittances File
  • Alphabetical Order in Float File

 

Issuing a Float by Bank Transfer

Posting Ref: TRANSxxx

Forms Used:

  • Float Request Form
  • Transfer Form

Filing:

  • Numerical Order in Cheque/Bank Transfer Remittances File
  • Alphabetical Order in Float File

 

Deduct Expenses from a Float

Posting Ref: DFSUR0101 use DF first 3 letter of surname and date of claim

Forms Used: Expenses Form

Filing: Alphabetical Order in Float File

 

Deduct/Clear Float Using Expenses and Pay Remainder in Cash

The Best Practice is for this to be split into two transactions.

(See above for details)

  • First – Deduct Expenses from Float
  • Second – Issue a Float for the balance
    • In Cash, or
    • By Cheque, or
    • By Bank Transfer

 

 

Float Returned by Cash

Posting Ref: PCxxx

Filing Ref: DFSUR0101 use DF first 3 letter of surname and date of claim

Forms Used: Float Return Form

Filing:

  • Numerical Order in Expenses File
  • Alphabetical Order in Float File

 

Float Returned by Cheque

Posting Ref: DFSUR0101 use DF first 3 letter of surname and date of claim

Forms Used: Float Return Form

Filing:

  • Numerical Order in Sales / Income File
  • Alphabetical Order in Float File

 

Float Returned Directly into Bank

Posting Ref: DFSUR0101 use DF first 3 letter of surname and date of claim

Forms Used: Float Return Form

Filing:

  • Numerical Order in Sales / Income File
  • Alphabetical Order in Float File

 

Entering a Purchase Order

Posting Ref: PO number

Forms Used: Purchase Order (multipart)

Filing:

  • Numerical Order in Purchase Order File
  • Alphabetical Order in Unmatched Purchase Order File

 

Entering an Invoice

Posting Ref: Supplier Invoice number

Forms Used: Supplier invoice matched to PO

Filing:

  • Alphabetical Order in Unpaid Invoices File

 

Paying an Invoice by Cheque

Posting Ref: CHQxxx

Forms Used: Invoice matched to PO

Filing:

  • Numerical Order in Cheque/Bank Transfer Remittances File
  • Alphabetical Order in Paid Invoices File

 

Paying an Invoice by Bank Transfer

Posting Ref: TRANSxxx

Forms Used: Invoice matched to PO

Filing:

  • Numerical Order in Cheque/Bank Transfer Remittances File
  • Alphabetical Order in Paid Invoices File 

 

Income Received by Cash

If the income is from a sale of goods/services then VAT must be charged

Posting Ref: AA/nn use initials of programme, then sequential numbers starting from 01

Forms Used: Sales Invoice or Sales Receipt

Filing: Sales

 

Income Received by Cheque

If the income is from a sale of goods/services then VAT must be charged

Posting Ref: AA/nn use initials of programme, then sequential numbers starting from 01

Forms Used: Sales Invoice or Sales Receipt

Filing: Sales

 

Income Received by Transfer

If the income is from a sale of goods/services then VAT must be charged

Posting Ref: AA/nn use initials of programme, then sequential numbers starting from 01 

Forms Used: Sales Invoice or Sales Receipt

Filing: Sales

 

Petty Cash Top Up

Posting Ref: CHQxxx

Forms Used: Float Form

Filing: Numerical Order in Cheque/Bank Transfer Remittances File