How to Keep Track of Purchase Order Documents
Question: Is there a good way to keep track of documents related to purchase orders?
Answer: We certainly have a lot of paperwork attached to the orders in our industry! It is a challenge to keep a record of orders and the attending documentation. Keeping paper files can be cumbersome, but see if this cloud solution might work.
Recently, distributor Kris Wilson of Acme Business Source shared with me his “filing” system. He uses Dropbox and creates a folder for each order. In that, he has subfolders where customer documents and supplier documents are located so to keep customer invoices, tax exempt certificates, supplier invoices, art files and all else that might ever be needed.
For those not familiar, Dropbox is a file hosting service in the cloud. You may upload up to 2GB of data for free. There are very reasonable paid subscriptions as well for up to 1TB (1,000 GB) of data. It might be worth a look.
Please email accounting questions you would like considered for the column to HGatter@AccountingSupportLLC.com with the subject line of "Ask the Accountant."
Harriet Gatter, owner of Accounting Support LLC, was an ad specialty distributor for 23 years and an adjunct professor of accounting at Neumann University. She sold her ad specialty business in 2012, became certified as a QuickBooks ProAdvisor, and now works exclusively with ad specialty distributors nationwide on their QuickBooks, order management and accounting needs.