Accounting
SALESFORCE REPORTS & DOCUMENTATION
Salesforce Yearbook Payment Reports
You can check whether or not payments have been received and processed by the Accounting Department by checking Salesforce. Each branch has their own report designed to help track yearbook payments.
Documentation
Deposits will be uploaded in November and invoices beginning in March. Each Dorian yearbook specialist will download these documents and send them to the school yearbook advisers.
DEPOSITS
Yearbook Deposit Invoice Form_TEMPLATE ONLY.pdfDeposit Invoice
Although full payment for the yearbook product is paid at the end of the year, we do require a non-refundable deposit. This money covers upfront costs and holds the school’s spot in the production lineup.
Use the Deposit Invoice template to create an invoice for each school. These should be created in October, sent to the school at the beginning of November, and payment should be received before winter break.
Download the Deposit Invoice template
Open in Adobe Reader or Adobe Acrobat
Add school information in Bill To section; the Invoice # is the school code
Complete with accurate pricing, then Save As SCode_SName_Deposit Invoice
Email to yearbook adviser
Schools are given 30 days to submit payment. Send reminder emails as the deadline approaches, and reach out by phone if it remains unpaid past the deadline. Payments can be tracked using the report links above.
INVOICES
Dorian Invoices
The Yearbook Specialist is responsible for ensuring that spec information in SalesForce stays up-to-date. Once production receives the submission email, they will double check that the specs match those listed in SalesForce. The book will go through production’s proofing, conversations about any errors will occur between yearbook specialists and production, and additional fees will be applied if correcting the errors requires unlocking the yearbook.
Once the book gets to the printing stage, the SalesForce information can be used to create an invoice. Shipping is charged per book (instead of by weight). This allows us to create invoices before the books are shipped and request that the schools pay their invoice before the books are delivered.
Walter’s Invoices
Invoices for Walter's yearbooks typically cannot be made until Walter’s has sent us their invoice that includes the base charge, additions, shipping, and any fees that might have accrued. Once Accounting receives this, they build an invoice and uploaded it to Drive.
Because we are relying on an outside source to send us the initial pricing, these invoices can take slightly longer than invoices for Dorian published yearbooks. Typically, Walters waits until they ship the books to send over their information - the yearbook specialist will receive the final invoice around the time the school receives their books.
Salesforce Report
When an invoice is generated, it is visible in the Salesforce report that tracks payments for your branch. The amount owed by a school updates whenever a yearbook invoice is created or a payment is made. The Yearbook Specialist should check this report frequently and stay in contact with the school until the balance is paid.
You can check whether or not payments have been received and processed by the Accounting Department by checking Salesforce. Each branch has their own report designed to help track yearbook payments.
Tax Exempt Forms
Upload tax exemption forms to these folders for Accounting's records.
Arizona 5000 form.pdfAZ Tax Exemption
California Resale form.pdfCA Tax Exemption
Form ST-101 Idaho Sales Tax Resale or Exemption Certificate.pdfID Tax Exemption
YBK - Dorian and Third Party Internet Retailer Taxes.pdf