Apologies in advance as I appreciate for those who are far wiser than I the following will be relatively basic set up requests for guidance.
In short I am in the process of trying to salvage our bookkeeping and am only too aware that the configuration and process will be key to saving time in what I know will already be a huge task!
I have linked the relevant bank accounts and uploaded the backdated transactions.
We use the booking system Freetobook which handles all bookings 50% of the payment is taken at the point of booking and 50% on departure. Is there a way to download booking details and link Paypal (our initial Payment system) and Stripe (we changed onto this) so that the payments can be reconciliated? for the period I am currently looking at the first payment date is detailed within the booking so I can download customer details, booking information and initial payment in csv format this initial 50% is taken through paypal which I have also linked going forward but the second 50% needs to be reconciled as such could you confirm how I might be best to do this?
Currently I have:
1.Imported all the customer information under clients
2.Imported backdated csv files for bank accounts and linked those required to an automated feed
In terms of the structure going forward I would welcome some assistance on the following:
I have 2 PayPal accounts one which was used for the initial 50% payment and one for the final payment - this enabled me to distinguish which was which - how would you recommend importing this information? Can I link 2 Paypal accounts?
Should I import all bookings as invoices - as the date of booking and the date of departure will usually be the 2 dates of payment is there any speedy way I can reconcile 2 payments with the PayPal account or will that be a manual process? (Going forward we are linked with stripe and all payment dates are logged so it should be easier!)
Stripe in now linked to QuickFile on an automated system could you confirm that I will need to upload backdated transactions via a csv?
I have a detailed spreadsheet with all receipts logged next to expenditure codes - I am struggling to see how I can enter these as it would appear I need additional information to that I have recorded - for example whilst suppliers may be Tesco, Lidl, Morrisons etc I have logged them under “Groceries” for my spreadsheet - if possible I would rather not have to go through one by one by one but appreciate this is the mess of my making and I need to get it right.
I am mindful that in a rush when I tried to start this process a couple of months ago I probably over complicated the level of detail I needed for the expenses - i am now wondering if it might be sensible to create a master list of all items under a particular heading and reduce the individual breakdown. - is it possible to go back and change the description?
Within the codes I seem to remember I could add a specific flag to the receipts - if for example under “Fuel” I wanted to know how much was for logs and how much for oil would adding a flag be the correct way to do this? Or likewise for car expenses if I wanted to be able to see how much was spent collectively on all vehicles and individually?
Apologies for the barrage of questions, I am determined to get on top of this - no doubt with lots of coffee and gin! But don’t want to get halfway through and suddenly realise I could have set things up in a more logical / efficient / sensible way!
Many thanks for any assistance!