23 February 2016
So to continue on from yesterdays fundraising post, today I’m talking invoicing and money matters. For many editors, this is the first BIG project you’ve tackled outside of school and organising a yearbook project involves collecting payments from people, processing them and paying for your yearbook company.
Paying for your project is a vital part of the process and can result in delays if invoices are not passed along to whoever is paying the bill. If that’s school, be sure to take the invoice to your finance team and they will organise from there. You won’t need to confirm your exact order details before you can generate the proforma invoice and you’ll still be able to make adjustments to the number of copies and pages you need after you’ve paid your deposit for example. The proforma invoice you generate from your invoices and payments area will look like this one:
To keep you on track, our payment structure is outlined at the bottom of your invoice and will let your finance team know what is payable and when. Depending on how far along in your process you are, the amount now due box will flag what you need to pay at this stage. You’ll also see a log of any payments made to date and what will be left to pay following delivery. Please note there is no VAT to add to your invoice as printed books are exempt
If you are handling the finance side of your project as an individual, you will need to pay in full before we can make a start on the printing of your books. We know once you’ve left school, you just want to enjoy the summer so you don’t want us calling about outstanding payments and bothering you! In instances where you are handling the payments, you will need to add your own details to the billing address to ensure your invoices tally up with your plans.
Throughout your project, you can find the proforma invoice for your project and organise payments via the invoices and payments button in the set up menu. Once you’ve made a payment the proforma invoice will also have secondary pages to the download which are the receipts for the payments received so far
By far easiest and quickest way to send your payment is to pay by card via this area or at allyearbooks.co.uk/pay but you can also send a cheque or organise a bank transfer. Due to the sheer number of books we produce each year, we’re unable to process individual payments from members for their books so we’ll need your finance team to make a collective payment which covers everybody. If for any reason, your quantities change drastically and you find you’ve overpaid, we will of course refund the difference back to your team.
If you are paying by bank transfer or cheque, please ensure we can track this back to your school! You’d be amazed at how many people send money without letting us know which school/project it’s actually for! When you organise a bank transfer, just add your customer number (shown on the proforma) as your reference. If you’re sending a cheque, write your customer number on the reverse of the cheque and we can easily match it up with your account Do note that these methods of payment can take about a week to reach us so please plan ahead accordingly to avoid delays
If you have any questions at all about the finance side of your project do get in touch with your yearbook coordinator and they’ll be more than happy to assist you Similarly if your finance team have any questions, you can pass along our contact details and we’d love to chat with them!