Introduction to Business Organisations

Departments

Departments – Why?

Organisations exist to provide a product or service

A variety of skills are required to produce these products/services

A variety of jobs are created to produce these products/services

Departments (functions) are created to allow specialist work to be carried out

Functional Department

There are 4 key functional departments: Sales and Marketing Finance Purchases Human Resources (Personnel)

Additional Departments include: Computer Services Administration

Sales Department

Deals with Selling company products/services Market research – what do customers want Advertising – promoting the product/service

MAKES MONEY FOR THE ORGANISATION

Selling Process

RECEIVES: letters of enquiry

(asking for price, availability, delivery times)

order forms (customers requesting to buy goods)

ISSUES: quotations

(provides details of price, delivery time, discounts)

advice note (information about the order – dispatch date, delays)

Sales Staff As the job titles appear state the

tasks you think they would carry out.

Sales Manager

Sales RepresentativeCustomer Service Assistant Market Researcher

Advertising Supervisor

Administrative Assistant

Sales Department and ICT

Task

1. Store customer records

2. Key in quotations/ price lists

3. Prepare advertising leaflets/posters

4. Record sales figures

Which package?

1. Database

2. Word processing

3. Word processing

4. Spreadsheet

Finance Department

Tasks: Pay suppliers Request payments from customers Pay employee wages Banking – deposits and withdrawals Petty cash Prepare Accounts (profit/loss)

RESPONSIBLE FOR ALL MONEY COMING IN AND GOING OUT OF THE BUSINESS

Financial Documents

Invoice (bill) – will be issued to customers stating how much is being charged for goods

Credit Note – issued if goods have been returned

Statement – gives details of spending, returns, payments and how much is owing

Cheque - used to make paymentsResearch Point

Finance Staff As the job titles appear state the

tasks you think they would carry out.

Finance Manager

Accountant

Invoice Clerk

Wages Clerk

Administrative Assistant

Finance Department and ICT

Task

1. Employee wages

2. Budgets/Accounts

3. Letters to customers for non-payment of bills

Which package?

1. Spreadsheet

2. Spreadsheet

3. Word Processing

Smart Task

Purchasing DepartmentDeals with: Buying all stock for use within the business

and recording stock details

Stock includes Raw materials – needed to make company

products Stationery – used in the day-to-day running of

the business Office equipment

Stock Record CardStock Record Card

Item: A4 PAPER (WHITE) Min Stock: 50

PACKS OF 100 SHEETS Max Stock: 100

Reorder Quantity 40

Date Details Stock In Stock Out Balance

10 MAY OPENING BALANCE 10

11 MAY INVOICE NO 2334 40 50

15 MAY ADMIN DEPT 5 45

18 MAY REPROGRAPHICS DEPT 12 33

20 MAY HUMAN RESOURCES 5 28

Purchasing Process and Documents involved

Send out Letter of Enquiry – asking for prices, availability and delivery dates

Receive Quotation – gives price, offers and delivery time

Choose the “Best Buy” – based on price, discount and delivery time

Complete and send Purchase Order Form to supplier of “Best Buy”

Continued:

Receive items and GOODS RECEIVED NOTE – this is used to check that correct goods and quantities have delivered

Pass the INVOICE to finance for payment of goods

CREDIT NOTE – this will be received if any goods have been returned to the supplier

Purchasing Staff As the job titles appear state the

tasks you think they would carry out.

Purchasing Manager

Buyer Stock Controller

Warehouse Supervisor

Administrative Assistant

Purchasing Department and ICT

Task1. Supplier details 2. Record issuing and

receipt of stock 3. Complete letter of enquiry

and order forms 4. Search for a new supplier

or purchase items on-line 5. Send order form

electronically

Which package?1. Database2. Spreadsheet

3. Word Processing

4. Internet

5. E-mail

Human Resources Department

Duties include: Carry out job interviews and hire new staff Keep staff records up-to-date Staff training Deal with staff complaints or queries Enforce policies eg Health and Safety, Contracts of Employment

DEALS WITH ALL ISSUES RELATING TO THE EMPLOYEES OF AN ORGANISATION

Training

On-the job – training is carried out in your place of work

Off-the-job – training is carried out at a training centre or college

This allows employees to upgrade/develop skills they already have or retrain in a different area of work.

INDUCTION Training

Formal introduction for NEW employees

Includes: What the organisation does Facilities available – canteen, health plan Tour of the building Procedures – fire drills Job specifics – pay, duties, responsibilities

Human Resources StaffAs the job titles appear state the

tasks you think they would carry out.

Human Resources Manager Training Officer

Health and Safety Officer

Administrative Assistant

Human Resources Department and ICT

Task

1. Maintain employee records

2. Key in letters to job applicants

3. Record employees’ absences/holidays

4. Transfer application forms on to computer

Which package?

1. Database

2. Word processing

3. Spreadsheet

4. Scanner

Computer Services Department

Duties include: Install and maintain software and hardware Secure information by setting up user IDs

and passwords Create and maintain a network Back-up data regularly to prevent loss of

information

Administration Department

Duties include: Filing (storing data) Mail/fax/e-mail Reception duties Reprographics (photocopying) Petty cash (small costs) Ordering/issuing stationery

Which DepartmentSmart Tasks