| Exception Type | How It Differs | Who |
|---|---|---|
| Credit / Volume Vendors Ashpa · Jaeger · Blue Ridge Lumber · Advanced Flooring |
Invoices accumulate in a Vendor Reconciliation Sheet (GSheet). VPT row shows monthly total; recon sheet is linked from the VPT row for Andrew's review. Elmie reconciles monthly statement. | Elmie + Ritchie |
| Credit Card Payments e.g. Grant Supplies, Allied Steel |
Mark completes a CC authorization form with payment details, sends to Ritchie for review, then files the completed form in Dropbox before the charge is processed. | Mark → Ritchie |
| Recurring / Autopay Subscriptions · utilities · entity fees |
Autopay executes on calendar trigger. When invoice/receipt arrives, file in Dropbox only — no routing, no approval required. Elmie matches during bank feed reconciliation. | Elmie (recon) |
| New Vendor — No ACH on File Any first-time vendor |
Mark checks Vendor/W9/COI Tracker tab in VPT. If ACH not found, Ritchie checks A/P Inbox WA for prior Andrew post. If none, Ritchie asks Andrew to post ACH info. Mark screenshots and adds to tracker. | Mark → Ritchie → Andrew |