Looking for help with invoice/purchase order flow to manager.

[AllureFurniture]

We run a furniture store where most customer purchases are customized (fabric type, color, etc) and most orders contain items from different manufacturers. All orders are paid for at the time of purchase.

At the end of the day, the manager needs to access all of the days invoices with details from the sales staff so they can order the appropriate items online from our vendors.

Is there a seamless way to accomplish this? I love the layout of the invoices. Detailed purchase orders automatically forwarded to the manager would be great as well. Thoughts?

[maxpete]

@AllureFurniture welcome to the Community!

@Twpchair wanted to tag you in case you had any recs to share!

[Twpchair]

Okay, thank you! 

[Twpchair]

First off yes! Google Doc’s and I can help you walk through it easily. I am so sorry work has been crazy. What are you currently using! It is absolutely doable in Google Docs. I am old school and prefer Excel and our young 25 year old bookkeeper is Google Docs. So let me break it down best as I can and simply 

1.Go on Google Docs. 
2. Under insert then table 

3. Each bookkeeper has their own system that works best for them. Either they go by custom name, email, contact number that’s fine whatever works best for them. 
4. For example I do columns 1st is the vendors info and 2nd.  than the item sold 3. Custom orders one is farmhouse tables for me so 6 ft long by 40” wide X leg is one column 4. Is the stain code just like your fabric code and then I put my paint code if needed on the column. In these columns I put the cost of each item as well. Now, for the vendors all the above is the same but I charge commission and that is a column on every single sale so if they sold it for 300.00-30% =210. That keeps track of what they sell and how much you make at the end of day. Plus if they have a booth that fee is a column and that is monthly for us. If you do straight up commission then you’re last column will be the total sale amount and then your total pay for that vendor and all the others. I will attach a fake picture of ours. Again, your bookkeeper can add as many columns as needed to make her job easier and your workers enter the same information as invoice on Google docs each worker here does when we have a down time or between customers type thing. It’s not more work for them either really. Once she sets up her template boom enter all vendors, all the information she needs and hit send before you close up or throughout the day even. 

[Twpchair]

 Here I split it up. Our lights are bright!

 

 

[Twpchair]

If she needs anything my bookkeeper is here Wednesday-Saturday at the store every day and Sunday-Tuesday I send him the spreadsheet and he text me back all column's and formulas for the % from the vendors all match up and he or I depending on the night will place the order for us the paint, stain and poly. The days he’s not here each employee enters everything. Some keep 10 invoices and do it all then others like myself do it in between each customer. But my guy would gladly talk with your bookkeeper anytime he said. But if I can get it anybody can! lol Good luck any questions just give a yell!

[Twpchair]

Google docs! I just did a huge response and pictures and all gone! But have them go into insert and tables. Have them create how they do their column’s. I do mine like this

Name——item——details—-vendor price—sale price—- profit yours

300.00.   650.00.     250.00

each slash is a column and she can as many as needed and the computer that the employees use keeps track of it all each sale and boom hit send when all done. At the top is attached file just in case you keep it also if not don’t open or print it. Super easy. My employees some let 10 build up and then do it others like myself do it in between customer or late lunch break. They can send it multiple times a day so at the end of day she might just have a handful and done faster. I’m afraid to attach any pictures I’m not sure if that deleted my first message? Let me know if you need anything else ok!