Pay Ride Out Fees

Paying the Ride Out Fee (ROF) (buyer generated) Invoice

Related:
Entering Trek Transactions – Entering Ride Out fees

At the start of Every Month, for the previous month, once you are sure that the Trek Logs have all come in we pay the ROFs.
If some missed this month, then they can go on the next month.  At present some people want cash so we print the invoices and envelopes and do a Cash IN / Cash OUT transaction when cash is available.

Patrick gets sent a GST invoice by mail. He then sends us an invoice for same and we pay by Check.

1. At the start of the month:

  • In Creditor Invoices (tab) select the invoice for the previous month, i.e. in January do December
  • Check again that it is the right month and the Date is last of the month for that ROF.
  • Once it is right “post” it.
  • Print 2 copies (one for us and one for them) (Click both icons to print & post)
  • Print Envelope (also using the invoice printing system in MoneyWorks )
  • Bull-dog clip together
  • Leave in Bills Basket till cash arrives
  • Patrick & Karen’s Invoice can be sent

2. When there is cash coming in with Trek Logs

This is the step where we pay the Invoice “from” them

In the case of Patrick & Karen, we also wait for them to send back the invoice, which should match with ours – if not that is tricky it may need another invoce made to cover any difference.

At the point of “banking” money from Trek Logs:

  • Transfer the required amount to the 5920 Cash when you do the Banking (Cash IN)
  • There is a box for this when you do the banking. State exactly what makes up the total amount.
  • Print & put the banking money into the banking envelope as usual. Say what the cash transfer is for in the next box.
  • Put the ROF money in the prepared envelope.
  • Put their copy of the Invoice in the envelope.

In MoneyWorks Make a Payment to the Land Owner

  • Open a new Payment DATE: Todays
  • Enter the code name of the Landowner e.g. LECK00, the invoice will come up.
  • Set Bank (third box down) to 5920 CASH (Cash OUT)
  • In the Description write What the Payment is for, e.g. OCT 07 ROF
  • Click on the invoice you want to pay.  (Clicking the final sum will put it in the Top box)
  • Paid by: Cash
  • Click OK
  • Print the Payment Transaction

3. Paper work & filing

  • Write PAID and the date on the invoice
  • Staple together the Invoice and the Payment transaction (behind it)
  • File it in the Cabinet – ROF hanger, folders sorted by Landowner

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