Open Xero and navigate to the home screen. Work through both invoices and bills transactions as follows.

A green transaction has been automatically matched to an existing invoice or bill in the system.

• For invoicing, before clicking OK, check whether the invoice shows a job number (for example, R26-234 or A26-288). If it does, write it down.
• Confirm the match looks correct and click OK.
• Go to Bills awaiting payment and type the last three digits of the job number into the search bar.
• If a matching bill appears, set the planned payment date to the coming Friday. These are payments for the consultants who have completed all or part of a job.

If a transaction is not green, no automatic match has been found. Follow the steps below.

• Go to Draft bills and look for a bill that matches the transaction.
• Also look in Files under the Directors Australia name in case Kerryn has added some there — just add to the bill and follow the steps.

The Files option is found by clicking the DA logo in Xero.

• If a matching draft bill exists, complete all missing details and click Approve. Once approved, the transaction will turn green and can be reconciled.
• If there is no matching draft bill, follow the relevant process below depending on whether the transaction is an Amex or Visa transaction.

Check the card number on the transaction to identify the cardholder.

• If you have the receipt or invoice, import it into Xero, complete the bill information and click Approve. It will then turn green for reconciliation.
• If you do not have the receipt or invoice, contact the relevant cardholder and request one before proceeding.
• Then approve the bills as per above.

The Visa is a general company card not assigned to an individual. Also check the Visa account each morning for any transactions that need reconciling and follow the same process as for Amex transactions above.

Each Monday morning, review draft advisory invoices with Kerryn to determine which are ready to go out. Note: this review covers advisory (A-prefix) invoices only.

• Go to Draft invoices and type A-2 in the search bar to filter to advisory invoices only.
• Go through each draft invoice with Kerryn to confirm the amounts and whether they are ready to send.

• Ensure you remove the 'DRAFT' wording in the reference before sending. Also make sure the invoice date is today, then click Approve and email.

Remove 'DRAFT' from the reference field, set today's date, then click Approve and email.

• If there is no contact listed on the invoice when you click Approve and email, ask the lead consultant on the job who it should be sent to.
• Copy yourself on the email (there is a checkbox when sending in Xero).
• Once you receive it in your inbox, save it to the relevant job folder within the A_Contracts sub-folder in the Advisory (A) library in SharePoint.

Update the draft invoice date by pushing it forward a couple of weeks so it appears further up the list.

Each Friday, process payment for all bills that have a planned payment date set to that Friday. This process has three parts.

• Go to Bills awaiting payment and filter by the planned payment date for today (Friday).
• Select all relevant bills by ticking the checkboxes on the left of each bill.
• Click Make payment and select Directors Australia main account (Cheque Account 8745).

Click Make payment and select the Directors Australia main account.

• Payment date: set to today's date.
• Payment reference: enter the date followed by 'bills' — for example 100426bills.
• Each payment line must have a payee reference and correct BSB and account details. If a line is incomplete and cannot be resolved, use the three-dots menu on the right to remove it from the batch.

Check each line has a payee reference and correct bank details before proceeding.

• Click Continue to payment summary, then Export batch file. This saves an .aba file to your computer.

Click Export batch file to save the .aba file to your computer.

Click Send remittance to send remittance advice to each payee, noting:

• if there is no email address on file, try to locate one — if you cannot find it, leave it;
• if Xero warns there is no placeholder for a contact, continue sending anyway; and
• no need to copy yourself on remittance emails.

Kerryn is responsible for uploading the payment file and authorising the payment in NAB Connect.

• Log in to NAB Connect.
• Click Payments in the top menu, then select Direct credit.

In NAB Connect, click Payments then select Direct credit.

• Click Upload file, locate the .aba file on your computer and select it.
• In the Reference field, enter the date followed by 'bills' — for example 100426bills.

Set Payment type to Direct Credit, choose the .aba file and enter the reference.

• Kerryn will click View payment to check the details and then authorise the payment herself.