Agree on what information finance will need
Start with an agreement between the canteen, those placing orders and finance. What period should the statement cover, who checks it and which reference should accompany each order? Use the fields and codes that are actually part of your agreed workflow.
MyDesk meeting catering supports assigning orders to a project or cost centre. Order data can be used for internal recharging, and transfer to the finance system requires an additional module. Confirm the setup, fields and transfer method before describing the process as automatic.
Find the order before correcting a reference
Use a unique order reference together with the date, location and person placing the order. A meeting name alone may be insufficient if the same meeting recurs. Check the project or cost centre with the person responsible rather than guessing from a department name.
A hypothetical example: a team orders lunch for a project meeting, but the meeting host changes. The new host’s department should not automatically take on the cost. Confirm which reference applies and ask the person responsible to approve the correction.
Reconcile changes with the canteen
Review changes to quantities, rescheduled deliveries and cancellations. Keep the original order, the latest confirmed change and the canteen’s delivery information separate. A calendar change alone does not establish what the canteen received or delivered.
Agree how a late cancellation or disputed delivery will be resolved under your applicable terms. Flag unresolved entries for follow-up. Do not delete them simply to make the statement balance, and do not assume that a cancellation always removes a cost.
Check the statement before transferring the data
- Define the period and check that the relevant locations are included.
- Investigate missing references and possible duplicate entries.
- Agree who will approve corrections and close outstanding items.
If you use a finance integration, also check the result in the receiving system. A file or message being sent does not, on its own, prove that the import completed. Check the status and errors before sending the same entries again.
Make corrections traceable in your workflow
Record what was clarified, who confirmed it and which statement the correction belongs to. Use your agreed documentation location and access rules. A shared name for the final version makes it easier to avoid parallel spreadsheets.
Test the process with a few orders, including a change, a cancellation and a missing reference. Ask both the canteen and finance to check the result. Revise the instructions if information is lost between ordering and internal recharging.
Explore project references and internal recharging with MyDesk meeting catering.
Use the checklist before placing a meeting catering order.
Read about the meeting catering process from ordering to delivery.