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OFFICE PROCEDURE
CONTENT: (i) Meaning and importance of office procedure
(ii) Procedures for preparing bills, invoice and receipts
(iii) Procedures and methods for making payments by: Cash, Cheque, Bank draft, Bank transfer, and cashless system.
Sub-Topic 1: MEANING AND IMPORTANCE OF OFFICE PROCEDURE
MEANING OF OFFICE PROCEDURE:
It is a set of rules or policies guiding the operations of an office. Office procedures set the standard for how staff works together in the office.
IMPORTANCE OF OFFICE PROCEDURE:
- It ensures efficient, consistency and professionalism of an office task.
- Office procedures create a uniform way of doing things
- Instills disciple in an organization.
- It helps us to know how to handle both incoming and outgoing mails.
- It reduces operational cost, chances of errors and fraud.
- It makes office workers to understand their various assigned duties.
- It enhances better coordination and speedy completion of task.
PROCEDURE FOR PREPARING BILLS, INVOICE AND RECEIPT.
Before preparing bills, invoice and receipt the following steps must be taken.
- Write your Company’s contact, including mail, phone number and address.
- Create an original customer invoice number using letter, number or both. e.g. Job -001 or Smith – Job-001.
- Date the invoice.
- Describe the work you performed e.g the quantity of materials used and hours spent.
- Add up total quantities of materials, product and services provided. It’s called sub-total.
- Factor in sales tax based on taxable items provided. If it is a resell product, you add the VAT (Value added tax)
- Sum up the subtotals and sales tax to arrive at the final job cost.
- Indicate terms of payment; when you want to get paid. If within 15 days, it is NET 15.
- State how you will get paid i.e. by cheque, credit card, or cash on delivery.
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