JSS3 Business Studies Lesson Note on Office Procedure

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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:

1. It ensures efficient, consistency and professionalism of an office task.
2. Office procedures create a uniform way of doing things
3. Instills disciple in an organization.
4. It helps us to know how to handle both incoming and outgoing mails.
5. It reduces operational cost, chances of errors and fraud.
6. It makes office workers to understand their various assigned duties.
7. 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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