Castle Bookkeeping 

Weekly / Fortnightly tasks:

• Enter supplier bills, payments & expenses as required

• Enter all sales, customer payments & sales, credit notes & receipts as required

• Validate expenses against bank statements & cheque books

•  Validate deposits against bank statements & deposit books.

• Enter & track leases, loans, Hire purchase & chattel mortgage instruments.

•  Conduct Payroll

• Bank Reconciliation where applicable

• Report on Receivables & Payables as well as cashflow where applicable

• Ensure data is backed up & verified

Monthly tasks:

• Review of data entered for the preceding month (sales & purchases) for compliance (correct use of Tax codes & General Ledger account), as well as independent check of payroll & business cash outflows.  

• Monthly financial statements.  This will include Profit & Loss report, Balance sheet, Statement of Cash flow as well as customer sales report, subcontractor Activity report where applicable, Balance & sales / profitability history report where applicable.  

• Monthly reporting obligations.  This will include PAYG withholding Intermediate Activity Statement (monthly IAS to ATO) & monthly Superannuation accruals (employee total & Super Fund total)

• Bank & Credit card Reconciliation where applicable

• Administer & reconcile Petty Cash system including reconciliation

Monthly continued

• Ensure any Trust accounts are correctly tracked, recorded & comply with the relevant body.

• Ensure any terminated employees obligations are met & eligible termination payments (ETPs) are produced (where applicable)

• Setup any new Employees in accounting software including liabilities (PAYG, Superannuation) & Entitlements (track entitlements for sick leave, annual leave & long service leave).

• Ensure adequate backups are being produced

• Tend to any queries, issues & procedures brought up by accounts staff & Management reading awards, entitlements, parental leave etc.

Quarterly tasks:

•  Quarterly Business Activity Statement (BAS) created, reconciled & made ready to be sent to the ATO by the due date.

• Ensure superannuation SGC details for employees provided to be sent to applicable Superannuation companies by the due date

•  Financial statements as per monthly for the preceding quarter, as well as a Quarterly financial commentary.

• Close off quarter

• Ensure procedures are working efficiently & amend if necessary.
  

Annual tasks:

• Reconcile GST & PAYG withholding for the year with what was already reported to the ATO

•  Produce annual financial reports & annual financial summary.

• Prepare the MYOB or QuickBooks data file or Xero data for Accountant presentation.

• Apply any Accountant year end adjustments (FBT, depreciation etc)

• Track & apply any software fixes, tax & software updates, rollover the payroll year, roll over the financial year & optimise the data file as appropriate.

• Reconcile & report employee payment summaries to ATO

• Set budgets if required

• Recommend & setup backup strategy

 Ad Hoc:

• Setup Chart Of Accounts, Payroll & data file for a new Business entity in QuickBooks,  MYOB or Xero

• Recommend appropriate Accounting software for a new Business Entity

• Assist with various ATO registrations (GST, PAYG, FBT, FTC, LCT etc)

• Assist with Employee compliance (Superannuation, Awards, Workers Compensation, Entitlements, PAYG, HECS  / HELP etc)

• Co-ordination & correction of Accounts where an ATO audit or Employee obligations audit is being undertaken

• In accounting software setup Trust accounts, Loans, Leases, Hire Purchase agreements & Chattel Mortgages in conjunction with Accountants recommendations