A.

Accounting Positions and their Corresponding Responsibility

ACCOUNTING HEAD MANAGER - Manages the financial activities and accounting functions, computer operations and supervises accounting staff; performs difficult and complex statistical analyses; assists with annual budget preparation; in charge of the annual financial audit; develops and distributes internal financial reports.

ACCOUNTING SUPERVISOR - To manage the day-to-day accounting and investment functions of the company by maintaining and producing financial information and accounting tasks of company accounts and records.

PURCHASING OFFICER - Ensure competent quality execution of all regular purchasing duties and administrative works. Maintain complete updated purchasing records/data and pricing in the system

FINANCING OFFICER - who is in charge of finances, accounting and investment activities of the company. This includes monitoring all expenses and budgets within the company to comply with approved policies.

COST ACCOUNTING OFFICER -accountable for the ongoing analysis of process constraints, target costing projects, margin analysis, and tracing costs back to underlying activities. The cost accountant must also construct and monitor those cost-effective data accumulation systems needed to provide an appropriate level of costing information to management.

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ACCOUNTS

PAYABLE

OFFICER

handles

payment

services

and

disbursements to vendors and is separate from the payroll department.

ACCOUNTS RECEIVABLE OFFICER ensure that their company or organization receives payments for goods and services and properly records the transactions. The duties and responsibilities of this position require not only a knack for numbers, but also attention to detail and well-developed organizational skills.

PETTY CASH CUSTODIAN - Responsible for the safekeeping of the petty cash fund which is used in expenses which are immaterial in amount.

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ORDERS FROM THE CUSTOMERS

ISSUANCE OF DELIVERY RECEIPT FOR THE GOODS READY FOR DELIVERY AND TOGETHER WITH THE SALES INVOICE, IT WILL BE FORWARDED BACK TO 4

SALES DEPARTMENT

ISSUANCE OF SALES INVOICE AND FORWARDED TO

PREPARES THE GOODS AND SALES INVOICE IS SENT BACK TO

WAREHOUSE DEPARTMENT
PREPARES THE DAILY SUMMARY OF DELIVERIES REPORT, TOGETHER WITH THE SALES INVOICE AND DELIVERY RECEIPT, IT WILL BE FORWARDED TO
7 6

DELIVERY TO THE
5

SALES INVOICE AND DELIVERY RECEIPT ARE BROUGHT BACK TO THE

ACCOUNTING DEPARTMENT

CUSTOMER

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Tasks done inside the Accounting Department:

The Daily Summary of Deliveries Report is used to check if the delivery is actually received by the customer through the Sales Invoice and delivery receipt signed by the latter. Segregating the Daily Summary of Deliveries report and forwarded to the Accounts Payable Officer for the computation of delivery charges. Recording the deliveries using the Peachtree Accounting Software and Accounts Receivable account is established. Depending on the credit terms given to a particular customer, 60 days, 90 days, or 120 days, collections are made. For a new customer, the first transaction or order will be in Cash on Delivery basis. When the Credit term lapse and the customer is not yet paying, a follow-up is conducted by the accounts receivable officer. Check is issued by the customer and ready to be picked up. The agent of the firm for that customer will pick-up the check, with him is the Sales Invoice and Delivery Receipt as a proof for collecting. The check will be forwarded to the financing officer who will issue an official receipt if the check is not dated as postdated; otherwise, a Probationary Receipt is issued. The finance manager computes the discounts granted to a customer, if the latter made the payment within the discount period. At the same time, the Accounts Receivable Officer will compute the commission of the agent for acting in behalf of the company. The Official Receipt or Probationary Receipt is given to the Accounts Receivable Officer which is in charged in updating the balance of receivable account. Compilation of the Official Receipts and/or the Probationary Receipt.

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FIXEDEARNER EMPLOYEES

WEEKLY DTR & DAILY APPROVED OVERTIME FORM

HUMAN RESOURCE DEPARTMEN T

PIECERATED WORKERS (BARCODERS)

SUMMARY REPORT OF QUANTITY COMPLETED

WAREHOUSE DEPARTMEN T

CHEKING THE SUMMARY REPORT & FORWARDED TO

ACCOUNTING DEPARTMENT

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The firm adopts two Payroll Systems, Fixed-Rate and the Piece Rate. Under the fixed-rate system, the employees earn a certain amount of money regardless as to the number of output they have produced. These are the employees who directly engaged in the production of a product. The Daily Time Card of the fixed earner employees and their Daily Overtime Form, which should be signed and approved by the department head supervisor if any, are forwarded to the Human Resource Department. The Human Resource Department Supervisor will summarize and check those Daily time record and the Daily overtime form. Afterwards, it will be forwarded to the Accounting Department. The Accounts Payable Officer will verify the Summary of Payroll. The APO will then make another report of these Payrolls wherein the employees are being classified if under the Direct Labor, Factory Overhead, Production, Marketing or Sales Administrative Expense. Issuance of Checks as payment for the labor. Under the piece-rate system, the employees earning depends on the number of output they accomplished. These are the employees who prepare the finished goods for delivery by putting barcodes on it. They are called the barcoders. Since the piece rate workers earn depending on their output, they have to make a summary of the quantity they have barcoded and then it will be submitted to the Finished Goods or Warehouse Department. The warehouse clerk will check those reports. She will verify if the workers have barcoded the right number of products by comparing it to the purchase order of the customer. Any product which has barcoded in excess to the right number of quantity will be charged to the specific person who mistakenly sticks barcode on it. After the reports were checked and verified, it will be forwarded to the Accounting Department for costing and computation of their wages.

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Each product description written on the report has a corresponding cost per unit which will be the basis in computing the wages of the piece-rate workers. Issuance of Checks as payment for the labor.

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WAREHOUSE DEPARTMENT

HUMAN RESOUCE DEPARTMENT

DELIVER Y CHARGE S REPORT

SUMMARY OF PAYROLL

BILLS/ UTILITIES EXPENSES

ACCOUNTING DEPARTMENT

COLLECTIONS FROM THE CREDITORS

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The Daily Summary of Deliveries forwarded to the Accounting Department from the warehouse will serve as the basis for the Accounts Payable Officer n preparing the summary of trucking Delivery Report.

The Daily Time Card and the daily overtime form of the employees which are attached to the summary of payroll made by the HR Supervisor are forwarded to the Accounting Department wherein the Accounts Payable Officer will double check the documents before issuing checks for payments.

The Accounts Payable Officer is also responsible in monitoring the bills or Utilities expenses of the firm. She will prepare or issue corresponding disbursement vouchers and ask for approval from the manager before issuing checks for payment.

The APO is also accountable in supervising the companys debts in order to avoid interest charges or absorb discounts. She issues checks for these debts after the approval of the manager.

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QUANTITY ORDERED OR TO BE PRODUCED

Sales Department
MATERIAL REQUISITION SLIP

Production

RAW MATERIALS DEPARTMEN T

DELIVERY

OUTPUT

MATERIALS ARE REQUISITIONED

PURCHASE REQUISITION SLIP (NO STOCK OF RM)

FINISHED GOODS DEPARTMENT

ACCOUNTING

COSTING

DEPARTMENT

SUPPLIER

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The sales department receives orders from the customers. It may either be goods which already have an available stock in the finished goods warehouse or goods still needed to produce.

The production department therefore receives goods ordered to be processed while the finished goods department receives the sales invoice for goods which have an available stock.

The Production Department will request for raw materials to be use to start producing products, through the issuance of Material Requisition Slip. This document is submitted to the Raw Materials Warehouse.

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IV. Documents with their Purposes PURCHASE ORDER - A buyer-generated document that authorizes a purchase transaction. When accepted by the seller, it becomes a contract binding on both parties. It sets forth the descriptions, quantities, prices, discounts, payment terms, date of performance or shipment, other associated terms and conditions, and identifies a specific seller.

SALES INVOICE a document provided by a seller of goods or services to the buyer of these goods or services that indicates a number of details about the transaction. This type of document typically includes the names of the buyer and seller, the product or service being purchased, and the total amount charged in the transaction.

DELIVERY RECEIPT A document that is typically signed by the receiver of a shipment to indicate that they have in fact received the item being shipped and have taken possession of it. Most businesses that transport valuable items via mail or parcel post will require the completion of a signed delivery receipt to make sure that the goods were actually received by the intended recipient.

CREDIT MEMORANDUM a document that is created by a seller as a means of tracking any credits extended to a buyer or customer. The memo is often used by commercial businesses as a means of adjusting the balance due on an invoice or on a customers account in general. A credit memorandum is also often employed by banks to document adjustments to the balance in a depositors account that took place due to a factor other than the customer making a deposit.

OFFICIAL RECEIPT written acknowledgment that something of value has been received.
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REMITTANCE ADVICE FORM A document sent by a customer to the supplier of a product or service informing the supplier of the payment of their invoice or bill. In a common business practice, a remittance advice slip is typically included by the customer along with their payment check and could also be attached to it in some way.

PROBATIONARY RECEIPT the receipt issued for collections in the form of check which are post-dated.

MATERIAL REQUISITION SLIP the document issued when requesting raw materials to be used in production output products.

TRUCKING DAILY REPORT shows the trucks used by the firm for delivery. It contains the plate number, trip ticket number, area of destination, total invoice amount, amount of actual delivery made, drop points, percentage of delivery and the delivery charges.

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