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Weekly admin
Open, Needs TriagePublic8 Story Points

Description

Check info@wikimedia.se

  • delete spam
  • answer e-mails that are within your area of expertise
  • forward e-mails you can't answer to someone who can

Mail management

  • open mail
  • send mail when needed
  • buy new stamps when needed

Check received payments

  • login to Swedbank and export lists of received payments from Swish and Bankgiro
  • register membership fees in the membership management system, update the list with the verification number
  • add information about the other payments to the lists and send to the accounting bureau
  • use the lists to send thank you notices for donations

Membership management

  • add new members who have received an invoiced to the log with invoiced members
  • check the log with invoiced members
    • send reminders for unpaid invoices
    • call persons whose reminder payment day has passed
  • remove members who have not paid after being reminded
  • check Swish logg and Paypal logg, and contact members who might need an invoice

Document registration

Collect documents
  • print e-mails
  • collect physical documents
Add documents to register
  • create an entry for each document in the register
  • write the log number on each document
Scan and save digital documents
  • scan the documents
  • name the documents
  • save the documents in the correct folders
Put the physical documents in a binder
  • put the physical documents in the correct binder

Invoices, receipts and other documents for accounting

Collect documents
  • open mail
  • print digital invoices and receipts
  • get documents from the internal mail box
Prepare documents
  • stamp documents with arrival date
  • stamp invoices and vouchers with attest stamp
  • check documents for discrepancies and sort them out
Allocate costs
  • write project and account on the documents
  • ask executive director to attest documents with signature (or, if the expenses are the executive director's, ask the treasurer)
Save and send
  • scan the documents
  • save the scanned documents in the Nextcloud folder Ekonomi
  • send the physical documents to the accounting office

Event Timeline

Evelina-Bang-WMSE renamed this task from Admin week 32 to Weekly admin.Aug 22 2019, 6:49 AM
Evelina-Bang-WMSE set the point value for this task to 8.
Evelina-Bang-WMSE updated the task description. (Show Details)