3 Super Simple Organizational Tips For ANY Busy Retailer!

"Leah, what are some simple organizational tips you can offer to help get out from the awful pile of papers I always seem to have on my desk?"   ~Janet, Store Owner, ON, Canada

COLOR CODING FOR YOUR "IN BOX":

Don't have time to file paperwork every day?  Color code and "fast track" your in pile.   Have a few different colors of post it tags; matching to things like HR/EMPLOYEES, ACCOUNTING, INVOICES (A/R), INVOICES A/P).. so maybe red for A/P (Accounts Payable).  

• All your AP items will then have red file tags; and as you blast through your in pile, you pull everything AP related and slap a Red post-it tag on the top of each piece of paper; stapling stmnts together so no loose pages get misplaced.  
• Green folders and post it tags for A/R etc...so when you don't have time to file it all in one shot; you at least break it down by category.  Then the next time you want to blast off some paperwork, grab one color coded pile at a time and file or respond to as many as you have time for, leaving the rest of the color coded, clipped together until next time.
• This way, if you get sidetracked and your pile gets put down (gasp!), when you come back to it 2 days later and it has now been buried under new mail and coffee mugs, you will know by the red tag/post it note that it is all AP and you can pick up where you left off....
  

---

PAID OUTS/RECEIPTS

So your staff expense the odd paid out receipt from the till for postage, UPS drivers, Paper towels etc..  most computer/till software programs print out a receipt at the time of the cash payout.  Take your actual product/expense receipt and your till pay out copy and staple them together BACK TO BACK.  Scan them.

 If you have a SCANSNAP scanner, it scans 2 sides at the same time, your staff can scan in your paid out receipts for you or your accountant, this way you have the till paid out copy with reason code and details of the paid out if there are any questions).  

• Keep a file on your computer for paid outs by month.  When your accountant questions the validity of a receipt, you have the back up.  Just make sure your staff are trained to enter them properly!  Do the same for repeat receipts that your accountant will question. 
•  I buy LOTS of books from Chapters and Amazon, I take a finepoint sharpie and write on the back of the receipt what the book was for, either dept. or reason etc.. then scan it through and file in the computer.  If backup is needed, it is on file, by month, to jog my memory. 
•  I keep all my scanned accounting details backed up onto a separate flashdrive as well.  Make backups a part of your weekly routine.
  

---

SAVVY STAPLING, SCANNING & STORAGE!

One of my filing pet peeves might seem trivial, but when you are reconciling daily reports for 7 retail stores, you will get organized FAST!

• When stapling all your till reports and POS machine day ends, staple the reports together evenly across the top.  When you have LONG reports to staple in, do NOT fold them accordion style into itself, stapling ends to the tops underneath..  or else you will have to rip it apart to read thru it, potentially losing printed text, valuable data and not to mention time.  Instead, Fold your long reports up, leaving  a 2" header gap at the top that allows you to unfold, fold and unfold your reports without having to take any staples out or having to restaple back together.
  

• Yellow post it notes make great "paper clips" to hold till & POS reports in place and allow a spot to write any notes or discrepancies on your report(s).  Fold them in half with sticky band at the top over your report bundle like a book cover, crease it so it folds well...no loose report ends and lots of room for notes/comments on front and back.
  

• Always bundle your daily sales reports with POS reports by week, not month.  It is easier to search for a discrepancy through a weekly bundle rather than 31 days worth.. keep the weekly bundles in order for the book-keeper.  I used shoe boxes and filed my bundles "landscape", seemed to fit perfectly.  Need shoe boxes?  Hit the local shoe store once a month for boxes!  
  

---