Office Procedures – JSS3 Business Studies Lesson Note (First Term)

Office procedure or system can be defined as the sequence of steps or operations in which activities are performed or done. Every organization produces an office manual or procedure manual which contains in a summarised form, all the activities or- things in an organization.

IMPORTANCE OF OFFICE PROCEDURE.

·         An office procedure reduces the general cost of operation

·         An office procedure allows for easy training of new staff

·         An office procedure enhances the performance of old stuff

·   A good office procedure facilitates a better flow of work in offices and departments.

·         An office  procedure brings about better coordination

PROCEDURE FOR PREPARING INVOICE

·         Write or type your company’s contact information on a sheet of paper, spreadsheet, or other electronic record-keeping system. Remember to include an email address and phone number where they can contact you with questions.

·         Create an original customer invoice number using letters, numbers, or both. A customer invoice number can be as simple as “Job-001” or more complex, such as “Smith-Job-001.” The second example is useful for repeat customers because it includes their last name along with a job number. Future invoices should have original, sequential job numbers, which makes sorting the client’s job histories easier.

·         Date the invoice. The sooner you begin invoicing clients for work or services you provide, the sooner you can get paid.

·         Describe the work you performed. Use separate lines to itemize details about each service or product you provided. Include a description of the type and quantity of materials that were used. Service providers should offer clear details about the scope of the work performed and how many hours were spent on each segment of the work.

·         Add up the total quantities of each material, product, and/or service you provided. This is called the subtotal.

·         Add up the total quantities of each material, product, and/or service you provided. This is called the subtotal.

·         Tally the subtotal and sales tax to arrive at the final job cost. Include this figure at the bottom of the invoice. Always ensure the numbers are in legible, boldface type so customers know exactly how much to pay.

·         Indicate payment terms that describe when you want to get paid. Examples of small business owners use include NET 15 or NET 30, which means payment is due in 15 or 30 days. If you want to be paid when the customer receives your invoice, write “Due on Receipt.”

·         Tell how you want to get paid. Whether you expect payment as cash on delivery (COD), cash, check or credit card, let customers know what methods of payment are accepted.

ASSIGNMENT

1.  Define office procedure

2.  Outline the steps for preparing the invoice.