Multiplying Laborers for the Urban Harvest

A p p e n d i x

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Invoicing and Receipting Your Students It is important to keep records straight and handle all transactions quickly and accurately. As a satellite you will receive a software license for QuickBooks Pro. You are free to use this software or the software of your choice. Find something that is accurate and easy for you to use.

Note: it is far better to require that the students pay for books and tuition at or before the start of the class. We have discovered that for the students, owing money puts undue pressure on them in their leadership development. We strongly encourage you to receive all payment up front for the classes you teach.

Below, please find the suggested process for student invoicing and receipting:

Invoicing 1. E nter the student information into QuickBooks (i.e., address, student #, student category, student telephone) 2. C omplete the invoice (QuickBooks, the sample handwritten form, Quicken, or software of your choice). The invoice should include (see Appendix 18.4.1): a. Tuition costs b. Materials and fees (duplication costs and processing fees) c. Required textbook costs 3. Copy invoice and file with student records 4. Give or mail invoice to student Receipting 1. R eceive payment from student, give handwritten receipt for payment (with carbon copy that you keep) 2. Record payment received in QuickBooks (or your software of choice) 3. Issue receipt showing student payment and balance to be paid (if applicable) 4. Copy receipt and attach to invoice in student file 5. Give or mail receipt to student Instructions and Quickbooks Template For instructions on how to use Quickbooks, and a downloadable Quickbooks template, visit www.tumi.org , Help, Satellite FAQs.

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