10551_Document OFFICE PROCEDURES.pdf

LESSON NOTE FOR FIRST TERM JSS3 BUSINESS STUDIES WEEK 1 DATE 12/09/2022 TOPIC. OFFICE PROCEDURE An office is a place where business or professional activities takes place. Office procedure can be defined as the sequence in which certain operations are carried out in respect of what is done, how i...

LESSON NOTE FOR FIRST TERM JSS3 BUSINESS STUDIES WEEK 1 DATE 12/09/2022 TOPIC. OFFICE PROCEDURE An office is a place where business or professional activities takes place. Office procedure can be defined as the sequence in which certain operations are carried out in respect of what is done, how it is done, who does it, and when it is done in an organisation. It is an established method used in performing office duties. IMPORTANCE OF OFFICE PROCEDURE 1. A good procedures facilitates better flow of work in office and departments 2. It reduces general cost of operations 3. It helps work to be done faster 4. It helps to minimize and prevent fraud 5. It makes training on the job easier. PROCEDURE FOR PREPARING BILLS, INVOICES AND RECEIPTS In the practice of business, Bills, invoices and receipts are very important documents to use. BILLS A bill is a document issued by the person who renders services to cover the cost of services provided to his customers. Bills are associated with the provisions of services example school issues our bills to their students which will show the amount of fees for the term, session, (PHCN) gives out bills and NIPOST Bills, Bills are raised in respect of services provided. A typical bill contains the following 1. Name and address of the customer 2. Description of the services provided 3. Billing period for which services is provided 4. Rate of charges for the billing period 5. Value Added Tax ( VAT) INVOICE Invoice are documents raised in respect of buying and selling of goods. An invoice is given to the buyers by the seller to show the items of goods bought for him. The invoice contains the following information 1. Description of the goods 2. The quantity and price of each item 3. The total amount to be paid 4. Rate of discount allowed 5. The rate of VAT and total amount to be paid 6. Terms of payment 7. Name and signature of the receiver with date RECEIPT Receipt are usually issued for all money received in most business transactions. A receipt is a document issued to the buyer by the seller in respect of the money paid for his purchases. Office procedure and the use of computer; Procedures for preparing bills,invoices and receipt can be effected through the use of computers. Computer software have been designed for each operation, that is there are program developed and adaptable for the service of each organisation. For example, a computer software has been designed for issuing PHCN bills, it is only suitable for issuing PHCN bills of a particular PHCN district even in Hotels, supermarket it is the computer that print out invoices and receipts for the goods purchased. The typewriter and office procedures Typewriters are still relevant in preparing bills, invoices and receipts. Some organisations cannot afford to buy or use computers. They use the typewriter to type their bills, invoices and receipt. Adding Machine and office procedures Adding machine are equally relevant in raising bills. Invoices and receipts in business transactions. They are used to prepare bills,invoice,receipts especially in small businesses. Some bookshops,stores,supermarkets,medicine stores etc still use the devices which are in most cases manually operated.