2018 June Board Notebook

Finance Department
Process Improvements for 2018-2019
Omitted Shipping Charges
Identified Issue: We have noticed a recurring pattern of schools submitting payments but omitting the shipping charge that is on their
invoice.
While speaking with bookkeepers we have determined that the problem lies in the layout of the invoice that the sponsors print from their
computer.
a. The current invoice follows a typical sequen6al layout structure.
b. Unfortunately, due to the variety of computer monitors and printers across school systems, we have found that some
printers cut off the last two lines of the invoice. Those are the lines that contain the shipping charge and the grand total of
the invoice. Without this information, the bookkeeper submits the amount of the new members without ever seeing the
shipping charge.
Solution: Reformatting the layout of invoices that sponsors print when they add new members to their club
a. By flipping the (totals box) with the (details box), we will place the invoice total at the top of the page, thus being the first
item the bookkeeper sees. The invoice itemization will be below the total box. All the same information will be present on
the invoice, the only thing that will change is its position on the screen.
Benefit: Following up on short paid invoices is a time intensive process for the finance department and by significantly reducing this task,
we will be able to collect and process invoices in a much faster rate.