1. Pick Ups & Job Management
Post Job Checks

2. The job of bookkeeping & Accountancy is about writing up, analysing, ensuring legal compliance and filing accounts with the relevant authorities
We therefore have to monitor several areas to be able to properly alert & remedy any issues
The Pick Up & Job Management Object is split into several Record Types
Stage 1 - Pick Up
Stage 2 - Pre Job Checks
Stage 3 - Nominals (PERIOD ONLY)
Stage 3a - Nominals - YEAR TO DATE
Stage 4 - Post Jobs Checks
Stage 5- Job Analysis & Reporting
Post Job Checks

3. As we know, the job of bookkeeping & Accountancy is about writing up, analysing, ensuring legal compliance and filing accounts with the relevant authorities Unfortunately Data Processors can make mistakes so the job needs to be checked
Post Job Checks

4. Post Job Checks Checking the job will ensure that:
The job is more likely to be accurate
Ensure that the accountant /data processor is working accurately & diligently
Post Job Checks

5. Many jobs are completed without proper checks resulting in nonsense results, missed opportunities and irritated clients as well as more work down the line If a job looks problematic and you cannot remedy it, escalate or create a task to CRM, Andrew or SE
Post Job Checks

6. Checking the job will help when deciding the realty of the job, fair fees to the client, introduction of necessary facilities & services A few minutes checking the the job, really improves efficiency all round
Post Job Checks

7. Other benefits of checking a job are: 1) that the people who are advising on the results of the job generally have more faith where the job has been checked (would you want to advise on a job that has been done by Stuart, that has not been checked?) 2) Small errors can be put right before they become big issues 3) Staff training or discipline, where relevant can be fairly initiated
Post Job Checks

8. Post Job Checks Common Issues to consider when escalating a job
There are arears (see account Page)
There is substantial lack of paperwork
There is a total absence of paperwork
There are blocks of missing paperwork, e.g. no bank statements
The client has left
The client has or is in the process of closing down
Post Job Checks

9. Pick Up & Job Management
There are many other issues to consider before escalating a job and we can often still write the job up, and will in fact often still need to in order to measure the problem However it is prudent to note the issues and escalate the task first just to be on the safe side, especially as compliance routines affect us as well as the client
Pick Up & Job Management

10. At first instance you can contact the client before you escalate the task to try and remedy the problem
Post Job Checks

11. After a reasonable number of tries and the deadline for filing is approaching and the client is not responding, apart from going to visit the client, the only thing you can do is reassign the task and notes, detailing the problem to SE SE can then decide what to do Make sure that you the client from salesforce advising that you have called and why Also check you are contacting the right person (details are on the account)
Can’t Contact Client

12. This record provides information so that you can make a more sensible decision as what to do next
The appraisal is important so that:
Everyone can have at their fingertips relevant information so they can do the job more accurately
Automatic procedures can be set and fired
We improve our own due diligence
Opportunities for improved service, efficiency & income are created
Post Job Checks

13. There are 2 possible states for this stage 1. Escalation 2
There are 2 possible states for this stage 1. Escalation 2. Filing (before filing, confirm figures are ok with the client) If the job cannot be filed – it must be escalated – and quickly, detailing as always what the problem is
Stage States

14. The job is not difficult but care, respect and common sense must prevail on every case It is also a good way to improve your knowledge of business We consider appraising the job beforehand so important that people not performing this job or not performing this job as required may jeopardise their employment with us – it will almost certainly put them in the firing line if things go badly
Caveat

15. Additional Information
On the Pick Up record there is another section listing current areas of potential interest, you can ask the client if they want any information on them. Ticking the box will send an information sheet to the client You can then decide if you want to follow up on the information sent by creating a reminder task to do so If you don’t want to follow up but think there is a specific need for the product, create a task to CRM or SE to explain the opportunity You can send information even without asking the client if you think they need the product
Additional Information

16. Remember when approaching clients – some people may not wish to discuss the issue with someone they don’t know At this point simply transfer to Tony or Stuart or advise the client that you will get Tony to Call – then update and assign the Task
Hi John, its Bill from the accountants, Tony asked me to give you a quick call because the accountants noticed some potential issues with your accounts and he wanted be to clarify the situation before he calls you
Is that Ok?
Approaching Clients

17. Stage 4 is to check that stage 3 has been completed to a satisfactory standard and all fields have been completed and that Missing Information has been logged etc. Stage 4 management will ascertain whether the job can be filed and also clarify the job for stage 5 analysis There is also a requirement for discipline & training appraisals & reporting This stage will need to be managed by a team leader
In Summary

18. Check the job for a smoother run