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Is Handwriting Books Still a Thing?
As a bookkeeper at a small, privately owned retail store, I find myself in a rather unique situation. Having spent over a decade working at the front counter handling sales, I transitioned to the office role a few months back when the previous bookkeeper retired. Given that Bookkeeping is entirely new to me, it’s been quite an experience!
Our store operates like it’s straight out of the 1980s. We handwrite all sales on quadruplicate tickets – over 100 each day. One copy goes to the customer, while the rest land on my desk, varying by transaction type: cash, credit, or account. Without a point of sale system, our manager manually notes down part numbers for reordering, as we don’t use UPCs.
My task begins with organizing tickets by number and verifying calculations. Then starts the lengthy process of recording all transaction tickets charged to accounts in ledger books. We handle hundreds of accounts, with varying ticket volumes ranging from five to ten per day, or just one per month. This process occupies a significant portion of my day, about five hours, considering we process between 2,000 to 3,000 tickets monthly. While it was more manageable at 1,000 tickets per month, this current volume demands a more efficient solution.
I’m advocating for a partial digital transition and am hopeful my boss will have our tech consultant evaluate and suggest improvements. With no prior Bookkeeping experience, I’m navigating this transition with little knowledge on where to start.
Additionally, we have two bookkeepers: myself and the head bookkeeper (HB), who is 75 years old. The HB works once a week in the office, handling tasks I’m unfamiliar with, like taxes and bank deposits, and works remotely otherwise. She utilizes an outdated version of QuickBooks for managing transaction information, account statements, taxes, and more.
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One response
Transitioning from a completely manual Bookkeeping system to a more digital process can seem daunting, especially in a business environment deeply rooted in traditional methods. However, the benefits of adopting even a partially digital system could significantly improve efficiency, reduce human errors, and free up valuable time for more strategic tasks. Here’s a step-by-step approach on how you can begin this transition.
Step 1: Assess Current Processes and Needs
Note down specific pain points, such as time-consuming tasks and manual errors.
Identify What to Retain and What to Change:
Step 2: Explore Digital Tools and Solutions
Accounting Software: Since the head bookkeeper uses QuickBooks, consider upgrading to a newer version or another modern Accounting tool like Xero or Zoho Books for more comprehensive features and easier integration with other systems.
Point of Sale (POS) System:
Consider implementing a POS system to automate sales recording and inventory management. Modern POS systems can capture sales data and automatically update the ledgers, saving significant time in data entry and reconciliation.
Consult a Professional:
Step 3: Pilot and Evaluate
Run a test phase to ensure everyone is comfortable with the new system and processes.
Gather Feedback:
Regularly communicate with your team, especially the head bookkeeper, to get feedback on the transition.
Adjust Accordingly:
Step 4: Training and Change Management