accounts department
DESCRIPTION
Office Administration SBATRANSCRIPT
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
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
0