---
title: "Supporting Materials and Source Inventory"
sidebarTitle: "Supporting materials"
description: "The complete inventory of spreadsheets, templates, examples, PDFs, and training material in the source SharePoint library — and which ones still need converting."
icon: "folder-open"
---

> **For AI agents:** the complete documentation index is at [llms.txt](/llms.txt). Append `.md` to any page URL for its markdown version.

Not every file in the source library became a page. Templates, example workbooks, and raw data files are more useful in their native format, so they stay in SharePoint and are indexed here instead.

<Info>
  **Source library:** SharePoint → Accounting Team → Shared Documents → **Processes and Procedures**

  **Converted to pages:** 42 Word documents · **Left as attachments:** 32 spreadsheets, 3 CSVs, 6 PDFs, 1 HTML export, 1 video
</Info>

## Templates and examples

These are the working files staff actually open alongside a procedure.

| File | Area | Used with |
|---|---|---|
| `Sales Entry Example.xlsx` | Sales | [Sales journal entry](/internal/sops/accounting/general/sales-journal-entry) |
| `Bank Recon Balance Sheet Support.xlsx` | Bank reconciliation | [Bank reconciliation concepts](/internal/sops/accounting/general/bank-reconciliation-concepts) |
| `CC DIT R365 Template.xlsx` | Cash and credit card | [Credit card verification](/internal/sops/accounting/general/credit-card-deposit-verification) |
| `DIT Example.xlsx`, `DIT Balance Sheet Examples.xlsx`, `Delivery DIT General Guidance.xlsx` | Delivery in transit | [Delivery in transit](/internal/sops/accounting/general/delivery-in-transit) |
| `Inventory and COGS Example.xlsx` | Inventory | [Inventory and COGS](/internal/sops/accounting/general/inventory-and-cogs) |
| `Book.xlsx` | Fixed assets | [Fixed assets](/internal/sops/accounting/general/fixed-assets) |
| `Accrued Payroll Example.xlsx` | Accrued payroll | [Payroll concepts](/internal/sops/accounting/payroll/payroll-concepts) |
| `Sales Tax Summary by State.xlsx` | Sales tax | [Accrued sales tax](/internal/sops/accounting/tax/accrued-sales-tax) |
| `Sample Sales Tax BS Recons.xlsx` | Sales tax | [Accrued sales tax](/internal/sops/accounting/tax/accrued-sales-tax) |
| `Sample Sales Tax Return Recons.xlsx` | Sales tax | [Accrued sales tax](/internal/sops/accounting/tax/accrued-sales-tax) |
| `Trend Example.xlsx` | Financial analysis | [Financial analysis](/internal/sops/accounting/general/financial-analysis) |
| `Manual Check Log & Deposit Log Template.xlsx` | Accounts payable | [Stuffing checks](/internal/sops/accounting/ap/stuffing-checks) |
| `AP Framework.xlsx` | Accounts payable | [AP overview](/internal/sops/accounting/ap/overview) |
| `AP Training Checklist.xlsx` | Accounts payable | Onboarding an AP team member |

<Note>
  `Sales Tax Summary by State.xlsx` is the most broadly useful of these — it holds each state's rate, whether prepayments are required, and filing deadlines. Worth a look before filing in an unfamiliar state.
</Note>

## Delivery service process workbooks

The delivery in transit folder contains provider-specific reconciliation workbooks, plus a set of in-progress test versions.

| File | Provider |
|---|---|
| `Uber Delivery Recon Process using Payment Details.xlsx` | Uber |
| `DD Process Using Transaction Summary Reports.xlsx` | DoorDash |
| `summarizedTransactions_*.csv` (2 files) | DoorDash — sample export data |

<Warning>
  A `Process Tests` subfolder holds seven workbooks with names like `Door Dash Template-Rackson P8 In Progress`, `Grub Hub REC-Rackson Test`, and `Caleb Format P6 2022 - Door Dash Rec Raine`. These are **works in progress and personal test copies, not approved templates.** The firm's own document list flags the DIT process docs as "Need to clean this up and update." Confirm with the accounting manager which workbook is current before using any of them.
</Warning>

## Client-specific processes

| File | Client |
|---|---|
| `ROSE RESTAURANTS PROCESSES.xlsx` | Rose Restaurants |
| `URBAN ROOTS PROCESSES.xlsx` | Urban Roots |
| `Freddy's Operations Playbook.pdf` | Freddy's |
| `Freddy's R365 Vendor EDI Feeds.xlsx` | Freddy's |

The [MarginEdge invoice processing SOP](/internal/sops/accounting/ap/marginedge-invoice-processing) is also client-specific — written for The Charter Oak Group.

## Legacy documents

The AP department keeps a `Legacy Docs` folder. Treat these as historical unless someone confirms otherwise.

| File | Notes |
|---|---|
| `Check stuffing log.xlsx` | Referenced by [Stuffing checks](/internal/sops/accounting/ap/stuffing-checks) — confirm whether this is still the live log |
| `EDI Vendors Current and Future.xlsx` | Vendor EDI feed tracking |
| `Plate IQ line item detail.xlsx` | Plate IQ line item data |
| `Vendors to remove line item processing.csv` | Vendor cleanup list |
| `Large client invoices 1.1.23-9.30.23.xlsx` | Historical invoice data, 26 MB |

## Training material

| File | Notes |
|---|---|
| `Factura Training.mp4` | **674 MB video.** Too large to host in the docs repo — link to it in SharePoint or move it to a video platform and embed. |
| `PBI_Training.html` | A 10 MB single-file HTML export. Worth reviewing to see whether its content duplicates or extends these pages. |
| `Payroll Quiz.docx` | Converted — see [Payroll knowledge check](/internal/sops/accounting/payroll/payroll-knowledge-check) |
| `AP Training Checklist.xlsx` | AP onboarding checklist |

## PDFs not converted

Six PDFs were left as attachments. Reasons differ, and two are genuine gaps.

<AccordionGroup>
  <Accordion title="Duplicates of content already converted">
    - `ERC Brew Vendor Letter (ACH Payments).pdf`
    - `ERC Brew ACH Payment Onboarding.pdf`

    Both are PDF versions of vendor onboarding letters that also exist as Word documents. Their content is consolidated into [Vendor EFT onboarding letters](/internal/sops/accounting/ap/vendor-eft-onboarding-letters).
  </Accordion>

  <Accordion title="Example artifacts and external references">
    - `Paystatement Example.pdf` — an example pay statement, useful as a visual reference alongside [Payroll concepts](/internal/sops/accounting/payroll/payroll-concepts). Check it for real employee data before sharing it anywhere.
    - `StatePaidSickLeaveLaws.pdf` — a Department of Labor publication. [Linked to the DOL source](https://www.dol.gov/sites/dolgov/files/WB/StatePaidSickLeaveLaws.pdf) from Payroll concepts instead of being reproduced, so it stays current.
  </Accordion>

  <Accordion title="Open gaps — these two need converting">
    - **`Freddy's Operations Playbook.pdf`** (3.3 MB) — a client-specific operations playbook. It likely warrants its own page or client section. **Not yet reviewed.**
    - **`Bank Auto Match.pdf`** (602 KB) — appears to cover the same ground as [Bank transaction automation](/internal/sops/accounting/general/bank-automation-setup), but this has not been confirmed. Someone should check whether it holds anything the two bank automation pages don't.

    Neither could be converted automatically — text extraction returned no usable content, which suggests they are image-based or scanned. Both need a person to read them.
  </Accordion>
</AccordionGroup>

## Documents referenced but stored elsewhere

These are cited by the SOPs but live outside the Processes and Procedures library, in SharePoint → Accounting Team → Accounting Documents → **1099 Reporting**:

| File | Referenced by |
|---|---|
| `W9 Mail Merger.xlsx` | [Add a new vendor](/internal/sops/accounting/ap/adding-a-vendor) — columns A–H must be completed for every potential 1099 vendor |
| `What is a 1099 Transaction.docx` | [Add a new vendor](/internal/sops/accounting/ap/adding-a-vendor) — background for staff unfamiliar with 1099 vendors |

## The firm's own document list

`Processes and Procedures Document List.docx` tracked which concepts, examples, balance sheet recs, responsibility docs, and process docs existed per area.

<Note>
  This list has been **superseded by this section's navigation**. It was largely blank, several entries referenced filenames that no longer matched the library, and one carried the note "Need to clean this up and update." The gaps it revealed are recorded in [Known gaps](/internal/sops/accounting/overview#known-gaps).
</Note>

## Related documents

- [Accounting SOPs overview](/internal/sops/accounting/overview) — the full list of known gaps
- [PBI vs. client responsibilities](/internal/sops/accounting/responsibilities)