Accounts Department

An investigation into the documents used in the accounts office at an organization in Kingston.

Name: Alex Ellis

School: Oberlin High

Territory: Jamaica

Registration #: 100086

Teacher: Ms Gray

Centre #: 100086

Date: February 2009

CONTENT PAGE

ACKNOWLEDGEMENT 2

PART 1 3

TITLE 4

AIMS 4

FUNCTIONS 4

CORRESPONDENCE 5

PART 2 6

METHODOLOGY 7

QUESTIONNAIRE 8-9

SCHEDULE 10

REGULATIONS 11

PART 3 12

REPORT 13-16

BUSINESS FORMS 17

OFFICE EQUIPMENTS 18

BIBLIOGRAPHY 19

APPENDICES 20-22

I Alex Ellis would like to thank god almighty for giving me the health and strength I need to

complete the school based assessment. Also I would like to extend my gratitude to Ms Gray for

giving me this assignment and guiding me along the way. Last but not least I would like to thank

my mother for encouraging me along the way.

TITLE

AIMS

FUNCTIONS

CORRESPONDENCE

An investigation into the documents used in the accounts office at an organization in Kingston.

Identify the documents used in the accounts office and their purpose.

Identify the roles and functions of the accounts office.

Preparation of payroll.

Credit control and collection of accounts.

Spring Garden

Buff Bay P.O.

Portland

January 13, 2009

To whom it may concern:

I Alex Ellis a fifth form student of Oberlin High School doing a School Based Assessment (SBA) with regards to the Office Administration Syllabus. The SBA should entail an investigation and observation of an organization. I am seeking your permission to visit your organization; to interview and observe person on their job. Thanking you in advance.

Yours sincerely

_____________

Alex Ellis

METHODOLOGY

QUESTIONNAIRE

SCHEDULE

REGULATIONS

Information was obtained by interviews and observations. These methods were used because it

was easier to get information that way and also additional information can be gained. it took four

days to conduct the investigation and to make observations. The questionnaire which was sent to

the organization was returned with all question answered.

In order for me to complete my Office Administration SBA a questionnaire should be sent to the

company which observation is done. I would like for you to answer the following question as

brief as possible and return.

1. What are the necessary documents used in the accounts office for the daily operation of the

business?

Payroll

Receipts

Statement of Account

If any other, state please

2. What are the necessary equipments used to carry out daily operations of the business in the

accounts office?

Computer

Photocopier

Calculator If any other, state please

3. How effective are the documents used in your accounts office for daily operations of the

business?

Very Effective

Effective

Not Effective

4. Does the organization use all the documents that are associated with the accounts office?

Yes

No

5. Does the organization store a copy of previous documents?

Yes

No

Staff Rules

New creditors should be authorized by management before been credit.

Regulations

It is a regulation giving to the organization by the Jamaica gasoline retailers association ( JGRA)

that when there is a decrease in cost of goods it should be passed on to consumers.

Health and Safety Practices

No smoking or use of cell phone within three meters of the gas pump.

DATE ACTIVITY COMMENTSJan. 12, 2009

title Title written successfully.

Jan. 12, 2009

Aims Aims written successfully.

Jan. 13, 2009

Correspondence A little difficult occurred during the process of writing

Jan. 16, 2009

Visit to organization The person interview had a busy schedule and a 15 minutes delay occurred.

Jan. 17, 2009

Methodology and questions written

Both activities were done successfully.

Jan. 19, 2009

Regulations Regulations were written quite fine.

Jan. 20, 2009

Report written The report was written with only one problem.

Feb. 1, 2009 Office equipment, Bibliography and business form written.

All activities was completed without any problem occurring.

Feb. 5, 2009 Appendices The appendices was completed successfullyFeb. 20, 2009

S.B.A. The SBA was typed and printed successfully.

REPORT

BUISNESS FORMS

OFFICE EQUIPMENTS

BIBLIOGRAPHY

The accounts office of any organization is one of the most important offices of the

organization. The major role of the accounts office is to regulate the finances of the company in a

pathway and increase the standard of service offered. The accounts offices consist of

accountants, Assistant accountants, secretary and an accounts clerk. In the accounts office there

are documents which are essential for the operation of the business such as payroll, pay slip,

invoices, receipts statement of account debit note and credit note.

The invoice is a document sent by the supplier to the purchaser along with goods shipped. The

invoice is written document which shows the amount ordered, delivered, name and address of

customer and supplier. The invoices also consist of date of issue, quantity, description, unit price

person delivering and receiving signatures.

The payroll is a document which detail pay due for wages/salaries of a period of time whether

weekly, bi-weekly or monthly, for employees. The payroll gives a summary of gross income,

total deduction and the net income of employee.

The receipt is one of the most valuable documents in the accounts office which must be kept

safe. The receipt is important due to the fact that the supplier may not have copy of the payment

or it is not updated in their documents. When this happens they have you the customer as a

debtor. The receipt is a written acknowledgement of money received for goods or services and

evidence of the amount paid. The receipt must consist of the date of receipt, serial number,

name of person from whom the money was received, amount received in words and figures, a

brief description of the purpose of the transaction and a space for signature.

A statement of Account as suggest is a complete summary of all transaction of all credit

customer, where each has a different statement of account. The statement of account acts as a

reminder to the customer to pay any outstanding balance. The statement of account entails

customer name and address, date of transactions and the balance at each time of

transaction. Whenever the customer makes a debit transaction on the account it increases the

balance and decreases when a credit transaction is being made.

Debit and Credit notes are both documents which are issued to customer for the opposite of

the other. The Debit note is issued to the customer to increase the debt. The reason for issue of

the debit note is mainly because the customer was undercharge on an invoice or when the charge

was given. The credit note is issued under circumstances of faulty goods or supplier

overcharging the customer on an invoice. The credit and debit notes should consist of the names

and address of both parties, the unit price, the number and total value of the goods and the exact

description of goods returned and goods undercharged for respectively.

The pay slip is a document which is derived from the payroll. The pay slip shows the

employee's name, gross pay, allowances, income, tax deduction and net pay. Each employee is

given a pay slip along with his/her net pay or salary.

The organization in which the investigation was carried out uses the following documents in

order for the operation of the business: payroll, receipts, ledgers, cheques and invoices. For

operation of the business to carry out, computers, photocopier, calculators, printers and fax

machine are used. The documents used in the organization are effective in that they can last for

over years if stored safely. All the documents that are associated with the accounts office are

used by the organization, but not on a daily basis. Some of these documents are used more often

than some. All documents used by the organization are stored for future uses.

I, Alex Ellis would recommend that the organization continue on the improving on the

effectiveness of documents and proper storage of documents for future use.

BUISNESS FORMSNAME PURPOSEPayroll Details of employees’ payment due to them for

wages for a period of time.Invoice To show a written document of what is ordered

and delivered, when delivered. Debit Note To charge a customer when undercharged.Credit Note To compensate for faulty goods or over

charged.Receipts To show a written acknowledgment of money

received and evidence that the amount stated has been paid.

Statement of Account To show a summarized details of transactions of all credit customers on their account.

Pay slip Detailed employee gross pay, allowances, income tax deductions and net pay.

OFFICE EQUIPMENT

DATE EQUIPMENT PURPOSE COMMENTSJanuary 11, 2009 telephone To call the

organization to ask for permission to visit.

The telephone had problem with the receiver.

January 29, 2009 Calculator To calculate the payroll, receipts and invoices totals.

Was used successfully.

February 16, 2008 Computer and printer Was used to type and print the S.B.A.

Was used successfully.

Finisterre, Slyma, Lynette Payne and Jody Reid, Longman office administration for CXC © 2004 Pearson Education Limited

January 2009, Kingston, Jamaica, Chief accountant

www.jamaica-gleaner.com

INVOICE

0204 TROPICAL BATTERY TEL 996-1327

TO: J.PINNOCK DELIVERY BY: E. THAMES KINGSTON 12

RECEIVED BY: _________QTY ORDERED QTY SHIPPED DESCRIPTION UNIT PRICE AMOUNT15 15 60BL24

BATTERY4300 64500

4 3 44BR24 BATTERY

3700 11100

E&EO TOTAL 75600

CREDIT NOTE

FROM: CARIBRAKE LTD TO: WILLIAMS TEXACOHALF WAY TREE BUFF BAYST. ANDREW PORTLANDDATE: January 20, 2008 REF NO. INVOICE NO. 234

DATED January 10, 2008

QTY DESCRIPTION UNIT PRICE AMOUNT

3 PACK LARGE BRAKE FLUID

1200 3600

RECEIPTS

DATE: JUNE 12, 2008RECEIVED FROM: JAMES BLUEFIELDTHE SUM OF FOUR THOUSAND FIVE HUNDRED DOLLARSFOR: CAR SERVICE $4 500PER:_______________________

PAYROLLEMPLOYEE

BASIC WAGE (40 HOURS) $

OVERTIME $

GROSS WAGE $

NATIONAL INSURANCE 5%

INCOME TAX 7%

TOTAL DEDUCTION

NET WAGE

T. MILLER

4000 1500 5500 275 385 660 4840

R. JAMES 4800 2160 6960 348 487.20 835.20 6124.80J. SMITH 4000 1500 5500 275 385 660 4840W. ELLIS 6000 2250 8250 412.50 577.50 990 7260TOTAL 18800 6910 26210 1310.50 1829.70 3145.20 23064.8

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Accounts Department

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