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Allocation Bookkeeping

Allocation Bookkeeping. DOCUMENTATION FLOW CHART. STEP 1: YOUR SCHOOL BUDGET. SAMPLE. STEP 1: YOUR SCHOOL BUDGET. You and your Principal can amend the budget after it is created. To amend the budget following this process:

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Allocation Bookkeeping

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  1. Allocation Bookkeeping

  2. DOCUMENTATION FLOW CHART

  3. STEP 1: YOUR SCHOOL BUDGET SAMPLE

  4. STEP 1: YOUR SCHOOL BUDGET • You and your Principal can amend the budget after it is created. To amend the budget following this process: • Create an e-mail to Jeff Cassell, Kelly Marchant, and Elizabeth Ballard • In the subject of the e-mail explain what amendments you want to make • Attach to the e-mail the new updated budget Excel Spreadsheet document • Make amendment changes to your Accounting Excel Spreadsheet as well so your totals will balance

  5. Step 2-3: Procedure & Information • To order products please try to use a purchase order from your school • When you receive the products and invoice at the school please check the box that everything was delivered. • Please make a copy of everything to keep at the school, but the original needs to accompany the information sent to Kelly at the School Board Office • Make sure the payment slip states INVOICE not STATEMENT because we cannot pay from a statement

  6. Step 4: The Internal Forms • Internal Purchase Order Form • Used for direct payment • Would like to see 50% use • School Ship to and Bill to • Complete the majority

  7. Step 5: Attach ALL documentation • Make sure that you attach all documentation to the form prior to submission to ensure timely payment • Make sure you label your invoice with the correct account number and budget project

  8. Step 6: Excel Sheet for Accounting • Process to enter in the information • Open your Schools Budget Accounting Sheet • Find the Budget Project that you have expended funds from • Enter in the descript/vendor then the amount of the invoice • Save your document • When you review the warrant register at http://dvmod/warrant/ you should see a check number for your invoice after the school board meeting then you can go back into your Budget Accounting Excel Sheet to enter in and save the Check Number

  9. Questions or Comments • Please call Jeff Cassell or Kelly Marchant with ANY questions on this procedure • Jeff Cassell – 783-8865 Ext. 2227 • Kelly Marchant – 783-8865 Ext. 2244

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