1. Pick Ups & Job Management Beginning the Job

2. Pick Ups 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

3. Pick Ups As we know, the job of bookkeeping & Accountancy is about writing up, analysing, ensuring legal compliance and filing accounts with the relevant authorities Obviously without the clients paperwork, we cannot do any of this!

4. Pick Ups HMRC & Governmental Compliance Departments have a field day with Inaccurate or late accounts As they often interpret inaccuracies or late filings to to be a sign of fiddling Sadly Inaccurate or late accounts (whether intended or not ) does tend to go hand in hand with dishonesty & evasion tactics

5. Bad Bookkeeping One of the first areas of use to preparing paperwork is that we can analyse the effect & extent of bad management Missing items and areas of paperwork and explanations are a significant problem – No paper work or records are a much bigger problem

6. Pick Ups Tasks are set for you to call client and organise paperwork collection at the relevant time along with specific instructions and details of special arrangements

7. Pick Ups Before calling client you need to check for any missing paperwork by checking the appropriate missing information record and attend to any other special arrangements

8. Bad Bookkeeping 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 email the client from salesforce advising that you have called and why Also check you are contacting the right person (details are on the account)

9. Pick Up & Job Management Record When you get the task, set up or update a Pick Up & Job Management record This record is specifically set up for THIS job only and all fields need to be completed

10. Pick Up & Job Management Record This record provides information so that you, the accountants, CRM and anyone involved in the job: 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

11. Caveat The job is not difficult but care, respect and common sense must prevail on every case It is also a good way to learn the systems and meet the clients We consider the pick up routines so important that people not perform this job or not performing this job as required will not be able to continue their employment with us

12. Agreed Pick Up Dates Ideally you organise for the client to drop or post the paperwork in If we cant do that, organise a pick up with UPS

13. Agreed Pick Up Dates If the client is dropping paperwork in - set the agreed delivery date – If this date is passed and the paperwork has not been brought in, a task will be generated for you to recall – so make sure you note on the Pick up record when the paperwork is brought in otherwise the task will trigger and you will end up calling the client unnecessarily If the client says they will send it, set the agreed drop of date with an extra 2 days for delivery to allow for post delays

14. Pick Up Script To ask for paperwork simply introduce yourself Hi John its Bill from the accountants – your VAT/Year end is due so I’m calling to let you know we need the paperwork We will need: (see checklist, note: an email will already have been sent detailing what we need )

15. Bad Bookkeeping If you are unable to perform the review Explain the problem and Ask the client if there is an alternative person he would prefer us to deal with or another number or time we can reach him Update sales force with the information

16. Balance Sheet Items On the Pick Up record there is a section called Balance sheet items. We need them to ensure that in the main calculated results agree with client results If the client can’t (never understood this??) or wont (really don’t understand this??) give you the figures, note this and depending on attitude of client create a task to SE Also check previous picks to see if the figures have been entered in previous quarters and use them

17. 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

18. Drop of Date On the Pick Up record there is a field called drop off date This is the date that the client has agreed to drop the paperwork in by or the paperwork is being collected Make sure that this date is entered You will get a task if paperwork is not received by this date so that you can recall the client

19. Solution Products Solution Products: Bank Stream Bank Management Bookkeeping Software On Site Bookkeeper BVTV Pack Salesforce Admin Upgrade to gold Crisis Management AD – Business Admin Service Auto Enrolment Constant Contact Marketing services

20. Solution Products We also have a range of free facilities to client which you can check for Check the Account Page before you ask These are: BVTV Pack Bulk Email Portal Constant Contact

21. Approaching Clients 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

22. In Summary Stage 1 – Pick Ups - The goal is to organise paperwork Mostly that clients drop off paperwork or we arrange to pick it up Once a drop off/pick up date has been agreed you need to note that date in the agreed field – once the paperwork comes in, the paperwork in field must be noted otherwise a task will be created to remind concierge to recall As well as organising paperwork, we need to collect some information; this can and should be done at point of organising paperwork, otherwise it will create more work and contact routines The information should be noted on the balance sheet items section of the pick-up and job management Depending on your relationship with the client, you can also check that they are ok using our software and other utilities as well as making sure they are aware of new legislation Management of this job is via the stage 1 report Note When setting up new client series of tasks for the pick ups, simply write Pick-Up – VAT or Pick-Up – Year end Check that all details on the account are up to date (all fields should be complete) and the correct record type has been selected

23. Stage States This stage has 3 possible states 1.Chasing 2.Escalation 3.Moved to stage 2 As a general rule where pick up for a vat quarter is not in by the 23rd of the month (sooner if you have good reason to ) – the job must be escalated. This simply means assigning the pick-up task with relevant notes to the account owner, SE or a CRM Once paperwork is in, the job needs to move to stage 2

24. Get that Paperwork in let us do our job