💳 Recording Payments in Intuit Enterprise Suite

This SOP provides standardized procedures for recording payments against bills, vendor invoices, and other financial obligations in the Intuit Enterprise Suite (QuickBooks Online) for all Red Run Cannabis retail locations.

It incorporates two major 🤖 Axis Protocol automations that eliminate manual entry for the highest-volume payment workflows:

• ACG Auto-Reconciliation System — Zero manual entry for credit card reimbursements
• Photo-to-Bill Pipeline — Upload invoice photo, Axis creates the bill

8.1 Automated ACG Reconciliation

The ACG ↔ Entity Auto-Reconciliation system eliminates all manual entry for the ACG credit card reimbursement cycle.

Automated Workflow:

1. Axis scans all ACG LLC invoices created in the last 24 hours
2. For each invoice, Axis creates a corresponding Bill in the receiving entity's QB account
3. Axis scans all ACG LLC payments received in the last 24 hours
4. For each payment, Axis applies it to the matching Bill
5. A reconciliation report is generated and logged to the Monthly Ledger
6. Exceptions (unmatched invoices, amount mismatches) are flagged for Charlene's review

8.2 Photo-to-Bill Pipeline

1. Supervisor receives invoice from cannabis vendor
2. Take photo and upload via CannaOps → Invoices → Upload
3. Axis extracts: vendor, date, line items, amounts
4. Draft bill appears in CannaOps for confirmation
5. Supervisor reviews, confirms or edits, then submits
6. Bill is created in QB automatically

Payment Types

Type	Source	QB Function
Vendor Bills (Cash)	Bag #5	Pay Bills
Rent	Bag #4	Pay Bills
Utilities	Bag #4	Pay Bills
ACG Invoices	Automated	Axis handles
Bank Deposits	Till drops	Record Deposit

Recording a Bill Payment (Manual)

1. Navigate to correct company account in QuickBooks
2. Go to Expenses → Pay Bills
3. Select the bill(s) to pay
4. Enter payment date (same day as actual payment)
5. Select payment method (Cash, Check, etc.)
6. Verify amount matches actual disbursement
7. Click Pay Selected Bills
8. Attach receipt/documentation

Location	Entity	QB Company
RRCo-5455	Red Run Cannabis Company LLC	Red Run Cannabis Company
RRCo-Reds	Red Run Cannabis Company LLC	Red Run Cannabis Company (Reds)
RRCo-KBR	KBR Retail LLC	KBR Retail
RRCo-910	Red Run Anchorage Holdings LLC	RRCo-ANC — 910
RRCo-225	Red Run Anchorage Holdings LLC	RRCo-ANC — 225
RRCo-36A	Red Run Anchorage Holdings LLC	RRCo-ANC — 36A