Finance Induction

Finance Overview

Deliverables

Collection of Cash from Clients

Submissions of Useful Reports to our Clients to add value to the travel service offered

Payment of Creditors

Day to Day running expenses of the business

Paying Salaries

Process

Client requests quote for travel related services

Consultant Quotes and books if accepted

Voucher created and order(if required) sent to PT

Finance Process begins

Open voucher/ticket results in finance inputs

Supplier invoices received - complete accurate schedules created

Invoices scanned accurately in PT

Orders Searched for on PT and all checks done to ensure that the order is not present. Cross referenced against QC NO order spreadsheet.

Amendments/Memos req/other queries other than no order handed to creditors controllers

NO order queries rechecked in 5 days

Batches with orders handed to processors

Processed accurately with any queries documented on spreadsheet and handed to controller

Queries Logged on reconciliations are controller verifies

Proper follow up and escalation procedures followed from Controller all the way to MD if necessary

Payment of Suppliers at month end by controllers
Monitoring, Reporting and controlling the process of having invoices processed in time

Reconciliation of all supplier accounts and ensuring the accounting package has valid, complete, accurate data

Completed invoices submitted completely and timeously to account receivable

QC of all invoices
Scheduling of all invoices on account
Reconciliation of lodged credit cards

Weekly/Monthly Submissions complete, accurate and on time

Client communication feedback and escalation all the way to MD

Account reconciliation ensuring valid, accurate and complete information has been captured into the accounting package

Client MIS reports

Company internal finance
Reporting on performance
Account reconciliations

Managing the business from a finance perspective and the way forward

Resources

Quicktrav

PaperTrail

Finance Team

Cashflow

Equipment

Training

Operations Team

Management

Office Space

Clients

Suppliers

Sales Team

Ancillary staff

Constraints

Not following Processes and Procedures outlined

Staff Knowledge Base

Capacity?

Finance

Time?

Assumptions

Staff will remain constant

Clients will more often than not pay

Suppliers will wait to be paid

Things will find a way of fixing themselves

Main topic

Communication

Communication and collaboration tools

Telephone

Lync

Minutes of Meetings

Key communications events

Basic Communication

Work related communication

Communication surrounding a Query

Communication and escalating to Team Leader

Feedback on Tasks Assigned

Supplier Communication

Client Communication

Other event

Activities & Schedule

KPIS

Monthly

Meetings

Weekly/Monthly

Monitoring of Processes and Performance

Daily/Weekly/Monthly

Risks & Issues

Risk Log

Not meeting requirements as detailed in SLA

Knowledge of Client to be distributed to all involved with acknowledgment
Monitoring of key SLA items by Debtor Team

Internal error filtering through to client

Acknowledgment of work by all involved with signature
QC on all information presented to clients
Follow policies and procedures
Due care and diligence when performing daily duties

Staff responsible for specific tasks not at work

Backup plans to be implemented for each staff member in their absence

Hardware/System Failures

Regular backups of your WORK information

Issue log

Client not following procedure

Escalate to Team leader and beyond if necessary

Do not accept and action as this will become an internal problem thereafter

Operations not following procedure

Escalate to Team Leader if no response received as per stipulated time frame

Escalate to team leader if there is continuous non adherence to procedures and policies by certain individuals

Suppliers not following procedure

Escalation

Reporting continuous non adherence

Fellow staff not following procedure

discuss with staff member OR

Report to team leader in order for you to complete your job