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Accounting Work – Process & Procedures
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There are 4 ways, that we can do e-accounting
a. Server Based
b. Remote access
c. Application Service Providers (ASP)
d. Online QuickBooks
a. Server Based
1.  You
Send us the Source Docs - You Scan the Documents & upload to a secure server
OR e-mail them to our mail box
2.  We
update your books - We update your books the same night. You will have to provide
us a back up copy of your books – (QuickBooks back up)
3.  We
give you the Updated Books - We mail the updated books to your e-mail or load
them on to a secure server. You come to office the next morning and download
the updated books from the server to your computer.
b. Remote access
1.
You Send us the Source Docs - You Scan the Documents & upload to a secure server,
e-mail them to our mail box or place it in your computer for our access.
2. We Connect
to Your Computer via internet securely- We connect to your computer using a
remote desktop access service like GoToMyPC.com or Secure VPN
3. We Update the
Books and logout - You come to office the next morning and find the books updated
on your computer!
c. Application Service Providers:
1.  You
Send us the Source Docs - You Scan the Documents & upload to an ASP secure server.
2. We
Use the ASP server software - We login to ASP server. (e.g. personable.com /
cpaasp.com) and update the books
3.  We
Update the Books and logout - You login to the online accounting software via
internet whenever you need - 24x7 - and see the updated books. This is more
cost effective and secure system which we can also adopt. There are ASPs which
provides online accounting on a Virtual Desktop atmosphere.
d. Online QuickBooks:
Similar to ASPs, but we can use only online QuickBooks; no other
application programs will be available. (www.accounting.quickbooks.com) This
has a disadvantage that presently they do not provide the inventory feature.
So in case we intend to maintain inventory, this will not be suitable. Cost
about $ 20.00 per month.
Procedures
Transferring of Source documents:
Documents that are to be scanned & transmitted:
1. Purchase Invoices
2. Check Stubs which includes all payments.
3. Daily consolidated sales report – if any (or we take all bank deposits as
sales)
4. Statement of credit card.
5. Bank statements.
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