Newbie here, so please go easy on me if my etiquette is slightly off!
I do a small amount of credit control for a company that I look after. One regular task is to raise monthly statements from Sage (as pdfs) and email them out to all customers.
One of our customers is multi-site, and they receive individual invoices and statements. They continually skip the odd invoice in their payment runs, and I have to chase them, sometime for months, to settle overdue invoices.
They have now told me that they "do not process" pdf statements. They want me to export the data into one consolidated excel spreadsheet, with their specified data columns (they sent me an example spreadsheet), I presume so that they can upload this directly into their purchase ledger software.
Now while I am capable of doing this, it would take a while, my initial reaction is why should I do their work for them?! No other company has ever asked for anything remotely similar. Surely this is their job???
So could I have your thoughts please - is theirs a reasonable request, or not?
Hi Amy
So hows about a bit more on the intro before we start. We always ask newbies!
Usual stuff - what prof body do you belong to, do you work for yourself or in a practice/ firm, are you a bookkeeper or accountant, what qualifications, how long in role, where up to in your studies-what exams passed/with what body/in midst of doing, where based, what you did before this role? That so of thing. Helps get to know you but also how best to pitch answers.
Are you on the payroll for this particular client? Or fee based - if so fixed fee or hourly charge?
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Joanne
Winner of Bookkeeper of the Year 2015, 2016 & 2017
Thoughts are my own/not to be regarded as official advice,which should be sought from a suitably qualified Accountant.
You should check out answers with reference to the legal position
Hi Amy,
I would not have a problem meeting their request if it ensures payment of all outstanding invoices. I understand your point though as it adds time to the job you do, but as long as your manager is aware of this additional task I would not have a problem just as long as they paid promptly.
Julie
Reason I asked about being on the payroll etc - if you are an employee, its up to your boss and you do as they say. But if it helps get money in faster and more easily then it seems a no brainer! If you are a subby - its still up to your client, but point out if on an hourly rate how much longer it will take to produce such, versus the time it will save assuming you get the funds in more quickly and easily.
I would suggest you do as they have asked, either as one excel document or as separate ones for each site, letting them do the merger for their own software. I would still send your pdfs out alongside. But ultimately it is up to the company you are working for.
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Joanne
Winner of Bookkeeper of the Year 2015, 2016 & 2017
Thoughts are my own/not to be regarded as official advice,which should be sought from a suitably qualified Accountant.
You should check out answers with reference to the legal position
I am ACCA qualified (2005), ex "senior accountant" for a City firm. Have never worked in practice. Made a lifestyle change a few years back, chose to become a bookkeeper by the coast and haven't kept up my ACCA membership. I am employed by four different small companies, the bosses (one of which is husband) very much trust me to make my own decisions! I have recently taken on payroll. Leave all the tax to the accountants.
Thanks for your responses. I think I was particularly narked by the tone of the email from the customer!
Would love to live near the coast - dare I ask which one?
Think I know what you mean about some of these emails from clients of clients - I got one the other day that just wound me up no end. Wind me up and I get awkward back, but obviously when its someone else's client it can get difficult. I met him half way, but dug my heels in for anything else!
Be good to have another ACCA qualified on here so look forward to your posts.
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Joanne
Winner of Bookkeeper of the Year 2015, 2016 & 2017
Thoughts are my own/not to be regarded as official advice,which should be sought from a suitably qualified Accountant.
You should check out answers with reference to the legal position
The firm I work for has a customer a bit like this. Its a pain in the backside as we have to enter and submit all of their invoices onto an online portal called Tradex. But as they place a lot of orders for majr health service/hospital contracts we have to do it.
