KT for Accounts AmerInfovets Inc - HTS

1 Timesheets Review
A

This process is explained in detail

2 Invoicing:
Record the hours from timesheets into Invoice Tracker

summarise hours for invoicing as per invoicing term/schedule

login to Quickbooks
go to Customers tab and select "create invoice"
select "Customer : Job " for the relevant consultant

select " class " 200 - consulting income or 500- Development

check number and date of invoice

enter period of invoice

select item (consultant name and relevant billing rate)

Enter hours to be billed in Qty column

select customer message
save the invoice in PDF format in relevant folder

mail invoice along with approved timesheet to Customer

record invoice details in invoice tracker, once invoice is prepared

and sent to Customer.
This process is explained in detail

3 Recording Payments Login to online banking for Chase & Bank of Ann Arbor
Check for receipts and record them into accounts as per process
explained

This process is explained in detail

4 Payroll Processing Saras is enrolled for Assisted Payroll
Payroll is to be processed bi-weekly with 2 week lag

Payroll is to be submitted two banking days before the pay date

each consultant's pay details are maintained in a separte

worksheet thru which the current/monthly/quarterly balances.
PD worksheets
These worksheets are to be updated regularly and to be kept
upto date

This process is explained in detail

Direct deposits will be processed by Intuit into respective

Pay checks
employee bank accounts
Paper checks are to be printed and deposited into employee
account manually

This process is explained in detail

Quickbooks/Intuit will take care of payroll taxes and files required

Payroll taxes
reports
we need to download payroll tax returns on quarterly basis ..
Which includes 941 for Federal and various state taxes. Annual
W2s of employees are to be downloaded
the download can be done thru payroll center under empoyees
tab in quickbooks

All payroll state account details, UIDs and PWs are given in next sheet(s)

Vendor Accounts /
5 Bills are to be entered into the system for each vendor
payments
Bills can be paid thru paybills window either by direct deposit or
physical check . Direct deposit can be processed as its done for
employee payroll
Bills also can be paid from bank account by wire/ACH and can be
recorded into accounts

Adding Customers,
Whenever new customer or vendor is started, the same can be
6 Vendors, employees and
set-up in respective lists
lists
 for setting up a customer SLA, PO, Contact details are needed

for setting up a vendor SLA, PO, Contact details, W9 are required

for setting up an employee the following documents are

required :
Employment Agreement
Cancelled check copy
e-mail offer copy
H1b/E3/GC/US Citizen - copy
Visa copy
LCA copy
SSN copy
Driver's license
Passport copy
Everification copy
W4
I9
I 94
New Employee Data form
Authorization for Direct Deposit
Cancelled check copy

7 Lists Item List

each consultant is setup with a unique code with service
discription and billing rate, that can be used for invoicing

Payroll item list

this list is already in place

this process is explained already and can be attended to if required

Bank transactions should be downloaded and reconciled with

8 Banking
boooks of accounts periodically, at lease twice in a week

Saras has accounts with Chase & Bank of Ann Arbar. We need to
login to respective portals and download monthly statements

this process is explained already

Credit card transactions can be downloaded thru bank feeds

8 Credit Cards
center under banking tab and input into accounts.
 Saras has Amex & Capitalone cards. We need to login to
respective portals and download monthly statements
this process is explained already and can be attended to if required

all and any report can be generated thru 'Reports' tab in

9 Reports
quickbooks.
some tailormade and frequently used reports are available in
'memorised reports' under reports tab
this process is explained already and can be attended to if required

Saras America adopts cash accounting systems for taxation

10 Final Accounts
purpose

Accounts are to be finalised and the data needs to be submitted

to CPA for verification and preparation of tax returns for Federal
and state taxes

This is year end task done in consultation with CPA and previous reports submitte
 AmerInfovets Inc -SLICS

plained in detail

Record the hours from timesheets into Invoice Tracker

summarise hours for invoicing as per invoicing term/schedule

login to Quickbooks
go to "+ New" on left panel
select "invoice" under Customer

select "Customer : Job " for the relevant consultant

check number and date of invoice

enter period of invoice

select product/service (consultant name and relevant billing rate)

Enter hours to be billed in Qty column

go to "attachments" column and attach timesheets to mail
go to print or preview and save the invoice in PDF format
select "Save and send" or "Save and Close" or " Save and new" as
the case may be
Save and send - quickbooks will send the invoice directly to
customer
record invoice details in invoice tracker, once invoice is prepared and
sent to Customer.
plained in detail

Login to online banking for Chase Bank

Check for receipts and record them into accounts as per process
explained

plained in detail
 Webzion payroll is self maintained
Payroll is to be processed bi-weekly with 2 week lag

Payroll is to be submitted two banking days before the pay date

each consultant's pay details are maintained in a separte worksheet

thru which the current/monthly/quarterly balances. These
worksheets are to be updated regularly and to be kept upto date

plained in detail

Direct deposits will be processed by Intuit into respective employee

bank accounts
Paper checks are to be printed and deposited into employee account
manually

plained in detail

We need to monitor and file & pay payroll taxes

we need to submit payroll tax returns on quarterly basis .. Which

includes 941 for Federal and various state taxes. Annual W2s of
employees are to be downloaded

the download can be done thru payroll taxes tab

s and PWs are given in next sheet(s)

Bills are to be entered into the system for each vendor

bills can be paid thru pay bills window and a check can be
deposited/mailed to the vendor

Bills also can be paid from bank account by wire/ACH and can be
recorded into accounts

Whenever new customer or vendor is started, the same can be set-

up in respective lists
 for setting up a customer SLA, PO, Contact details are needed

for setting up a vendor SLA, PO, Contact details, W9 are required

for setting up an employee the following documents are required :

Employment Agreement
Offer letter - signed
e-mail offer copy
H1b/E3/GC/US Citizen - copy
Visa copy
LCA copy
SSN copy
Driver's license
Passport copy
Everification copy
W4
I9
I 94
New Employee Data form
Authorization for Direct Deposit
Cancelled check copy

Product & Services list

each consultant is setup with with service discription and billing rate,
that can be used for invoicing

Payroll item list

this list is already in place

nd can be attended to if required

Bank transactions should be downloaded and reconciled with

boooks of accounts periodically, at lease twice in a week

Webzion has accounts with Chase . We need to login to respective

portals and download monthly statements

plained already

Credit card transactions can be downloaded under banking tab and

input into accounts.
 Webzion has Capitalone card. We need to login to respective portals
and download monthly statements
nd can be attended to if required

all and any report can be generated thru 'Reports' tab in quickbooks.

some tailormade and frequently used reports are available in

'custom reports' under reports tab
nd can be attended to if required

Webzion adopts cash accounting systems for taxation purpose

Accounts are to be finalised and the data needs to be submitted to

CPA for verification and preparation of tax returns for Federal and
state taxes

with CPA and previous reports submitted