Office procedures

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1. Invoice-obtain from client following info (put info on GDS invoice (D) to client):
1. 1. Credit Card #
1. 2. Exp. Date. ie: 06/03 (June 2003)
1. 3. Exact name on card. ie: Jane L Doe
1. 4. What type of card? We accept Visa, Mastercard & American Express
1. 5. Make copy of this signed invoice - goes with To Invoice Binder (D)
2. Get forms, equipment, envelopes (spread out on table)
1. 1. Get credit card Imprinter machine
1. 2. Get a Credit Card Sales Slip form
1. 3. Get a Batch Header form
1. 4. Get Bz Chkng Deposit Record booklet
1. 5. Get a windowed envelope To Client (A)
1. 6. Get a Wells Fargo Bank drop deposit plastic envelope To Bank (B)
1. 7. Get binder: Checking #2 Turn to section Merchant Card To Checking #2 Binder (C)
1. 8. Get binder: Invoicing Turn to your client invoice you are processing. To Invoice Binder (D)
3. Fill out credit card Sales Slip
1. 1. Fill out Credit Card Sales Slip form - see example
1. 2. Look on side of credit card Imprinter machine for call-in steps. Follow these carefully!
1. 1. Call 1-800626-4480 Our merchant card # is 174206625991
1. 3. Write the authorization # onto Credit Card Sales Slip form
1. When the above is done....
1. 4. Tear off left tab
1. 5. Make copy of top sheet (Card Member Copy) . Put with To Invoice Binder (D)
1. 6. Take that top sheet (Card Member Copy) and put with windowed envelope To Client (A)
1. 7. Take middle sheet (Merchant Copy) and put with To Checking #2 Binder (C)
1. 8. Put bottom copy (Bank Processing Copy) and put with To Bank (B)
4. Fill out Batch Header form
1. 1. Get a Batch Header form, put into credit card Imprinter machine, slide handle accross to
1. 1. get GDS info imprinted. If successful...
1. 2. Fill out Batch Header form - see example
1. 1. Note: In checking account put: 0555029750 1.
1. 1. When the above is done....
1. 3. Tear off Part 1 (top copy) and the carbon paper below it (tear up carbon and throw away)
1. 4. Put Part 1 with To Checking #2 Binder (C)
1. 5. Put remainer with To Bank (B)
5. Get Bz Chkng Deposit Record Booklet
1. 1. Go to next blank Deposit Ticket in Deposit Record booklet
1. 2. Write in deposit info - see example
1. 3. Tear out white copy and put with (B)
1. 4. Remember to write on yellow copy (not on white): Job#/Client/Inv# (see previous ones as 1. 1 examples)

RECAP of CONTENTS
To Client (A)
1. Use windowed envelope Stamp & Mail
1. 1. (Card Member Copy) of Credit Card Sales Slip form
1. 2. Copy of signed invoice (tear out check holder glassine and fold invoice so address shows
1. 1. thru window)
To Bank (B):
1. Use Wells Fargo ÒBank drop deposit plastic envelope
1. Follow directions on plastic envelope
1. Write amount to deposit. Tear off receipt # and tape onto yellow Deposit Ticket in Deposit
1. Record booklet
1. Put GDS address sticker on from & Well Fargo to
1. Give to Steve when done so he can post deposit in Quicken and deposit at bank
1. 1. Deposit Ticket
1. 2. Rest of Batch Header form (not top copy)
1. 3. (Bank Processing Copy) of Credit Card Sales Slip form
To Checking Binder (C):
1. Paper clip together and put in clear holder (awaiting Merchant Card Statements)
1. 1. Part 1 of Batch Header form
1. 2. (Merchant Copy) of Credit Card Sales Slip form
To Invoice Binder (D):
1. Use windowed envelope Stamp & Mail
1. 1. Signed invoice (make sure you put Postit note: Need VISA $ at top of invoice)
1. 2. Copy of top sheet (Card Member Copy) of Credit Card Sales Slip form

Back to GDS Employment Opportunities

Garson Design Services
Fairfield, CA 94533
707 439-5323

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• Responsibilities

• Accounting
• • Vendor Payment
• • Invoicing
• • Collections
• • Timesheets
• • Track profit/loss
• • Credit Card Proces.
• • Bank Card Statement
• Computers
• • Troubleshoot
• • Backup
• Cost Estimating
• • Call Vendors
• • Work up C.E.s
• Trafficking Jobs
• • Weekly "To Do" List
• • Opening Jobs
• Office
• • Answer phones
• • Update How•
• • ToDo...Database
• • Filing
• • - File done jobs
• • - File mail from
• • • vendors
• • Order Supplies
• • Delivery & p/u
• • Perfect record-
• • keeping
• LongTerm Projects
• • Learn FM Pro
• • Convert
• • Timesheets to
• • FMPro
• Production
• • Word Processing
• • Prep files for
• • designers
• Sales
• • Answer phones
• • Send/fax inquiries
• • sales info
• • Setup appts.
• • Produce Sales
• •Materials
• Web
• • Update sites from
• • client changes

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