ACCOUNTING PROCEDURES BY BELLO F'A DHML

1
ACCOUNTING PROCEDURESBYBELLO F.A DHML
2
The importance of keeping accurate records

• Keeping well planned and organized financial
  records is very important for the success of your
  project or organization. Whatever type of
  activity you are involved in or organization you
  are running, if money is involved you need to be
  able to keep track of your financial activities.
  Well planned and organized financial records make
  it much easier for you to Know how you are doing
  financially. Government organization or
  parastatals are legally required to keep
  accurate financial records and documentations.
•  

3
Basic record keeping documentation.

• Bank statement
• Cash book
• Purchase requisition form
• Payment voucher
• Receipt

4
WHAT IS A BANK STATEMENT.

• A bank statement is a printed record of all the
  money paid into (credited) and taken out
  (debited) of a customer's or organization bank
  account within a particular period. In the
  statement we have the
• Debit column------------- money withdrawn
• Credit column--------------money received
• Balance column-total left in the account.
  

5
(No Transcript)
6
What is a Cash Book?

• A cash book is a system to help you organize
  your finances. It is a simple record in which you
  can record all payments made and incomes
  received. There are different types of cash books
  e.g. it can be a simple hand-written book, a
  spreadsheet on a pc, or a computerized system.
  Whatever system you choose its important to
  start your cash book correctly and maintain it
  regularly. This will help make it easier for you
  to manage your finances and also assist those
  assessing your financial situation like the
  auditors).

7
Cash Book Accounting System

• A cash book records all financial transactions,
  keeps you financially up-to-date, and allows you
  to keep control over your finances. The cash book
  keeps track of receipts and payments. It tells
  you
• How much money has been paid into the bank
• Where the money came from
• What cheques have been paid out, to whom and for
  what
• the total for the month or year for specific
  purposes e.g. drugs, clinical reagent
• the total for the month or year for all income
  and expenses
• your current bank balance bearing any other bank
  charges

8
(No Transcript)
9
PURCHASE REQUISITION FORM

• What is a purchase requisition?
• A purchase requisition is a form used to initiate
  the purchase of goods or services. The officer in
  charge of authorization is to approve the
  requisition for the department requesting . Then
  the purchasing process begins. The booklet is
  kept by every department in the hospital, MRS

10

• 1 White copy ----------- For Accounts department
• The booklet copy-------yellow for the
  department
• 1Blue copy ---------For Internal control /
  Auditor

11

• Please be sure to provide the following
  information on the requisition form
• required delivery date
• complete description of item's) requested
  including model and part number, if available
• quantity, unit of measure, and estimated cost for
  each item
• suggested vendor name, address, telephone and fax
  numbers, if known supporting documentation, if
  available
• Requisitioners and end user's name and phone
  number
• Prepared by with name and signature
• Approved by with name and signature

12




DHML


PURCHASE REQUISITION FORM
13

What is a Payment Voucher (PV)?

• A payment voucher is a document that is used to
  document or to record a payment. It usually
  contains information about the beneficiary of the
  payment and the nature of the transaction vis the
  quantity and unit price and the amount. Also
  supported with the suppliers invoice.

14
(No Transcript)
15
Retiring your files

• Requisition form
• Which comes along with items required and
  approval
• Payment vouchers
• Receipts

16
DMS, very senior officers, ladies gentlemen . I
believe with this short presentation we will all
begin to put into practice what we have discussed
briefly today, so that our records will be
accurate and be transparent.May God help us all.
17
THANK YOU.