Collaborate on Dhl Invoice Sample for Finance with Ease Using airSlate SignNow

Dhl invoice sample for Finance

this is a day in the life of a billing analyst that works at a mid-sized beverage company that sells its product to retail shops and supermarkets and I made this video for you in case you're considering a career in the exciting fields of billing and accounts receivable [Music] so in this video we'll go over a day enrich his life Richie is a billing analyst who works for a beverage company and as you'll see in this video he's having to write some uncomfortable emails demanding from customers who are late on payment for the products that this company has sold them take this email for example hi Stephanie your balance is now 120 days overdue since we have not received any communication from you about the account regarding the attached invoices we are forced to take legal action and other available options to pursue this debt further we will need to report this late payment to the appropriate credit agency in order to resolve these issues please make payments or call us immediately thank you Richie all right well jumping into this a little bit too quickly here let's back up a little bit at the beginning of Richie's day Richie wakes up at 6 45 AM and he spends about an hour between showering having some breakfast and getting ready he needs to be at the office at 9 a.m now since the start of the pandemic in 2020 The company took a hybrid approach to work where Richie is having to go to work two days in the office and three days working from home once arrived at the office Richie grabs a second cup of coffee he's going to need it because today he will be working on some aged slash past due invoices where the customers are very very late on payment it's 9 15 am Richie fires up his laptop and logs into the accounting software he pulls An accounts receivable aging report and goes after the customers who have invoices that are past due it looks like customer Mountain Man owes about twenty one thousand dollars that is past due Richie is going to generate a customer statement that looks something like this it shows the invoices due and their age this helps the customer see the urgency of making payments now to deal with this Richie will have to send a donning letter or email to the customer and attach the statement that he just generated it a donning letter or email is what you send out to customers to ask him to send payment this is different from your payment notice or letters that you send out with invoices because at this point the payment has gone past due you are asking the customer to pay immediately because their account has gone delinquent so here's what Richie writes hi Jake this is a reminder to pay please see the attached statement it has been 30 days past the agreed upon due date please send payment or contact us as soon as possible to settle this matter now Richie's job entails that he sends multiple emails per day and these emails will have attachments to them like invoices and statements and once in a while because we're only human he'll make a mistake and attach the wrong files now what we do when we attach the wrong information or attach the wrong file to an email I'm going to show you a clip from indeed's demo series on what to do in a situation like this now indeed reached out and the sponsor answer this portion of the video so now let's go ahead and see what is the right approach to deal with this it Cuts you in making a overly apologetic apologize but the brief and don't belabor it that only keeps the mistake top of Mind a simple mistake like sending the wrong attachment on an email can happen to the best of us don't stew over it or let negative self-talk get in the way of your performance acknowledge it Rectify it and move forward now hey Liz you attached the July report to this morning's company email it should be August not July do you mind resending uh yeah uh sorry about that and thanks for flagging I'll send the correct one and then next time I'll make sure to check the attachment before moving forward perfect thank you so that's it it's pretty simple as you've seen in the video just acknowledge it to rectify it and move forward without dwelling on it too much right just don't be overly apologetic because that only draws attention to the mistake just move forward after you rectify the situation I'm gonna go ahead and leave a link Down Below in the description to in these demo series which includes lots of helpful tips and advice on how to deal with issues like this in the workplace again big thanks to indeed for reaching out and sponsoring this video thank you so much all right now it's 10 a.m and Richie is beginning to generate some customer invoices and I think at this point it's helpful for us to take a step back and zoom out and take a look at the billing function as part of the bigger process of order to Cache the order to cash process consists of seven steps or sub processes the first step in this process is order placement and management and this is where your customers will place orders for your products often in the form of a purchase order the next step in this process is Credit Management once an order is placed we need to evaluate the credit risk of this customer meeting if we ship the product you guys are you going to be good for it are you going to pay us on time and not be delinquent Richie gets about one new credit application per week on average his process involves checking done and Bradstreet database and emailing one or two of the credit references listed on the application the next Link in the chain is order fulfillment during order fulfillment the inventory is constantly checked and updated to avoid any orders that cannot be fulfilled however suppose a situation where an order is processed but the product is out of stock yikes in this case the customer must be notified immediately and the order should be canceled to avoid any business disruptions for your clients then what comes next is order shipping as a Next Step the order will get prepared for shipment and it is handed over to the carrier for delivery after the delivery the billing team collects the following documents from the Carrier Services one is a proof of shipping or delivery the document includes a list of the goods sent and their quantity signed by the customer's Warehouse representative this proof of shipping and delivery becomes an important piece of the puzzle when it comes to revenue recognition because depending on your terms of the customer let's assume that your terms of the customer is transfer of title and risk at the point of shipping then you can recognize your Revenue at the point of shipping and this notice of shipping with the timestamp becomes your support for recognizing the revenue at that moment in time and second is the bit of leading which is a detailed list of the cargo that's been shipped which in case of any disputes that will arise after shipment these bills are considered for the resolution process now once the product is shipped it is time for customer billing or invoicing invoicing is important Post delivery to ensure a smooth and a hassle-free payment from the customer Richie generates invoices and delivers it to the customer via email and EDI which stands for electronic data interchange up next is the fun process of payment collection and often bigger organization will have a team dedicated to payment collections but because this is a smaller size company the billing team which is mainly Richie is in charge of the collection on invoices finally comes the process of cash reconciliation and Ledger management once a payment is received from the customer it is then matched with an open invoice to reconcile cash it is then added to the general ledger for the record keeping process if you are planning a career in accounting or Finance feel free to drop me a comment below and let me know your end goal and what you're doing to get there and I'm going to do my best to give you my feedback all right after a long fun day at work Richie signs off at 5 30 pm and heads to a local pub to meet with his buddies he has a few drinks and forgets all about the stress of cash collection and sending mean sounding Dunning letters to clients now like I said during the break and especially if you're interested in a career in accounting here is more information about the controller Academy online course I developed this six hour online course in 2022 and it took me about six months to complete it my students learn on demand at their own pace and typically completed in about six weeks the prerequisite is a high school degree but if you have some accounting degree or education then hey that's a plus finally my students tell me they learn in those six hours more than they learn in a few semesters in school