CONTENTS

GENERAL INTRODUCTION TO OFFICE PRACTICE ............................................................................ 2

Office Practice .............................................................................................................................................................. 2
An Office ...................................................................................................................................................................... 2
OFFICE ORGANIZATION AND PERSONNEL .......................................................................................... 4
OFFICE STATIONERY AND EQUIPMENT .............................................................................................. 14
BUSINESS ETIQUETTE .................................................................................................................................. 19
BUSINESS TRANSACTIONS ......................................................................................................................... 20
DOUBLE ENTRY SYSTEM ............................................................................................................................. 25
CLASSES OF ACCOUNTS OR TYPES OF ACCOUNTS ......................................................................... 26
LEDGER ............................................................................................................................................................... 28
THE BUSINESS DOCUMENTS. .................................................................................................................... 29
SUBSIDIARY BOOKS ....................................................................................................................................... 35
CASH BOOKS ..................................................................................................................................................... 35
CASH ACCOUNT ............................................................................................................................................... 35
BANK ACCOUNT............................................................................................................................................... 38
TWO COLUMN CASH BOOK ........................................................................................................................ 39
THREE COLUMN CASH BOOK .................................................................................................................... 41
PETTY CASH BOOK......................................................................................................................................... 43
SALES DAY BOOK ............................................................................................................................................ 45
PURCHASES DAY BOOK ............................................................................................................................... 47
SALES RETURNS DAY BOOK (RETURNS INWARDS DAY BOOK)................................................. 48
PURCHASES RETURNS DAY BOOK .......................................................................................................... 50
THE GENERAL JOURNAL ............................................................................................................................. 52
TRIAL BALANCE .............................................................................................................................................. 53
TRADING PROFIT AND LOSS ACCOUNT ............................................................................................... 54
POSTAL AND TELECOMMUNICATION SERVICES AND DEVICES .............................................. 59
FILING AND INDEXING ................................................................................................................................ 66
INDEXING ........................................................................................................................................................... 70
SALARIES AND WAGES ................................................................................................................................. 73
BANKING ............................................................................................................................................................. 76
DOCUMENTS USED IN BANKING ............................................................................................................. 78
GENERAL INTRODUCTION TO OFFICE PRACTICE
OUTCOMES:

-Explain the meaning of office practice

-Explain the meaning of an office
-state the functions of an office
-State the functions of an office
-differentiate between open plan and closed offices
-Identify job opportunities available upon completion of the course

Office Practice
Office practice is simply a business subject in which we learn about different clerical duties performed in an office,
expectations and functions of an office. It also teaches about various types of office workers as well as the types of
stationery and equipment they use.

An Office
An office could be any place of room in an organization where various clerical work is carried out/performed. It is
actually a place where planning and organization of work is done.

Note: a person who works in an office is called an officer/an assistant/a clerk.

FUNCTIONS OF AN OFFICE:
Some of the main functions of an office may include:
1. Storage and retrieval of information
2. Recording and processing of information
3. Supervision
4. Computing, etc

TYPES OF OFFICES
Basically there are two (2) types of offices, namely:
a) Open plan office
b) Closed plan office

A. Open Plan Office

An open plan office is a large open space or room where many workers operate from or carry out their
duties. It is designed in such a way that, there could be many desks of workers to accommodate. Examples
of an open plan offices include: a staff room, a typing pool, a post office, a bank, etc

B. Closed Office
This is a room or place where one or two persons operate from. Generally closed offices are small to
accommodate only one or two workers and are referred to as an “enclosed office”. Examples of closed offices
include: Head teacher’s office, accountant’s office, manager’s office, etc.

ADVANTAGES OF AN OPEN PLAN OFFICE

The following are some of the advantages of an open plan office:
 Punctuality is easily observed
 There is economic use of space as many working desks are accommodated
 There is an economic of lighting and heating, few bulbs and heaters are used

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  Supervision is easier to carry out as a supervisor does not need to move from one place to another

DISADVANTAGES OF AN OPEN PLAN OFFICE

The following are some of the advantages of an open plan office
 There is noise and disturbances which make workers to lose concentrate
 Diseases are quickly spread such as air borne diseases, e.g. Tuberculosis, cough, etc
 There is too muck gossip among workers which lessens efficiency in production
 There is no privacy since it is an open room/place

ADVANTAGES OF A CLOSED PLAN OFFICE

The following are some of the advantages of a closed plan office:
 There is limited/no noise hence workers’ concentration is enhanced
 There is privacy since the room is closed
 Air borne diseases are not quickly spread
 There is limited/no gossiping hence production is not affected
 Lighting and heating facilities are used to the satisfaction of one or two workers

DISADVANTAGES OF A CLOSED PLAN OFFICE

The following are some of the advantages of a closed plan office
 Punctuality is difficult to observe
 Supervision is difficult to carry out as the supervision needs to move from one office to another
 There is no economic use of lighting and heating facilities
 There is no economic use of space as offices take a lot of space
 Privacy may promote office mal-practices such as corruption, etc.

DIFFERENCES BETWEEN AN OPEN PLAN OFFICE AND CLOSED PLAN OFFICE

(A) OPEN PLAN OFFICE (B) CLOSED OFFICE
Punctually is easily observed Punctually is not easily observed
There is an economic use of space There is no economic use of space as an office takes
up a lot of space
There is economic use of lighting and heating elements There is no use of lighting and heating elements such
such as bulbs, heaters, fans, etc as bulbs, heaters, fans, etc
There is too much noise and disturbances hence workers There is no noise and less disturbances hence worker
fail to concentrate on work concentrate on work
There is no privacy since it is an open place There is privacy since it is a closed room
Supervision is easier to carry out Supervision requires a supervisor to move from one
office to another

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OFFICE ORGANIZATION AND PERSONNEL
OUTCOMES
1. -Define an organization chart
2. -Draw an organization chart
3. -Distinguish the various departments and their personnel
4. -explain the functions of various departments and their personnel
5. -Interpret an organization chart

OFFICE ORGANIZATION AND PERSONNEL

The efficiency and effectiveness of an organization/company depends on good organization and quality of its
personnel. And this is interpreted by an organization chart.

AN ORGANIZATION CHART
An organization chart is simply a plan in an organization which shows channels or levels of communication.
Purpose:
 To show the hierarchy of who should report to and who should manage who.
 To identify various department for which different employees work and the departmental managers at
lower levels.

THE ORGANIZATION STRUCTURE

Board of Directors

Managing Director

General Manager

Human Accounts Purchasing Sales Advertising Maintenance Production stores Transport Legal
Resource Dept. Dept. Dept. Dept. Dept. Dept. Dept. Dept. Dept.

An organization chart

Terms defined:
(a) Board of Directors:
These are either appointed or elected group of people responsible for running and controlling the activities
of the organization. They could either be founder members or investors of a company
(b) Managing Director:
This is an elected or appointed person from among the shareholders or organization and oversees all
activities of an organization.

(c) General Manager:

This is a person appointed/elected by the managing director or board of directors to be in charge of all
departmental managers of an organization. The general manager is responsible to the managing director

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Departments in an organization
Organization’s departments are headed by elected/appointed managers, called departmental managers, who
have the same rank or position. The following are some of the departments found in an organization:

1. Human Resource Department

This department is headed by the human resource manager and is responsible for welfare of workers and
people who visit the organization. All employees in various department s including those working in the
human resource department are recruited by the human resource account.
N.B Human resource department has taken over administration and personnel departments
Duties:
 Recruits and trains new staff
 Conducts induction courses for new staff
 Conducts interviews
 Provides housing facilities ,recreation/entertainment and canteen facilities
 Attends to workers’ complaints
2. Accounts Department
This department is headed by the chief accountant and is responsible for the financial matters of an
organization.
Duties:
 Makes budget for the whole organization
 Safe keeps funds
 Makes payments
 Audits the books of accounts

Staff of Accounts Department:

The accounts department consists of the following staff or officers:

a) Auditor- This is an officer responsible for checking the accounting records(books of accounts) in
order to prevent embezzlement of funds and fraud by responsible officers
b) Chief accountant- This is the head of the accounts department and does all supervisory work in the
department.
c) Accountant- This is an officer who computes profits/losses and prepares the balance sheet/financial
statement of a company/organization. The assistant accountant assists the accountant in doing other
accounts activities.
d) Cashier- This is an officer responsible for safekeeping of cash and also makes cash payments in an
organization. A petty cashier is responsible for handling small imprest and makes smaller cash
payments at departmental level.
e) Book Keeper-This is responsible for recording business transactions in the books of accounts on
daily basis for record keeping. He/she is responsible to the accountant.

3. Purchasing Department
This department is headed by the purchasing manager/officer who is also referred to as the “chief buyer”
of the company

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 N.B. Organizations that are profit-making have purchasing managers/officers while non-profit making
organizations have procurement officers
Functions:
 Procures goods and materials on behalf of the company/organization
 Procures all departmental requirements
 Receives all departmental requisitions
 Submits all departmental requisitions to the accounts department for funds required to buy goods
and materials requested for.

Example of a requisition form:

PURCHASES REQUISITION

No …………………………………………..

Date ……………………………………….

Quantity Description Supplier’s Purchase Supplier

Cat No Order No
3 Systems desks Systems
1050mm x 750mm A52 489 furniture
3 1050mm x 680mm
3 Drawer AP4 ‘’ ‘’
pedestals(mobile)
Signed S.Musonda Approved T. Bwalya

BUYER

Authorized S Lungu

4. Sales Department
This department is headed by the sales manager.
Staff in the sales department:
a) Sales person – This is a person who sells the goods of the firm/organization on site. He/she works
in the show room where customers are shown the goods they intend to buy and advises them
accordingly.
b) Sales representatives – These are workers who sell company products/services on behalf of the
company and usually move from place to place in an effort to sell more goods. They also look for
customers and search for new markets for the company and are referred to as “commercial
travellers”.
c) Invoice typist-This one prepares all the invoices and occasional administration tasks in order to
make it easier for the sales representatives.
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 Functions of the sales department:
 Sells products/services of the company
 Markets the company products
 Creates revenue for the company
5. Advertising Department
This department is headed by the advertising manager and in some companies, advertising department
works in liaison with the sales department
Functions:
 Informs the public about the goods offered by the company
 Educates the public how to use a particular product, which the company produces via promotions
 Persuades the customers to buy products offered by the company
 Places advertisements on electronic and print media, eg. TVs, radio, newspapers, brochures, etc.
 Packages products in various sizes, quantities, etc before sales
 Supplies goods and services ordered by customers

6. Maintenance Department
This department is headed by the maintenance manager
Functions:
 Repairs the property, equipment and machinery of the company
 Maintains the property of the company
 Ensures that there is sanity and safety in the working place
7. Production Department
This department is headed by the production manager/officer who is also called the “supervisor”. He/she
is assisted by the site clerks.
Duties/functions:
 Provides products to meet the needs of the consumers
 Processes raw materials into finished goods
Staff of the production department
a) Progress Clerk – He/she ensures that there are no shortage of raw materials at the factory/ site
and records all incoming and outgoing materials. A progress clerk is also known as “Site Clerk”
b) Foreman – He/she supervises the production works at the factory/site
8. Stores Department
This department is headed by the Stores Manager/officer.
Functions:
 Receives goods and property brought/procured by the company
 Stores goods and equipment of a company safely
 Provides accurate and updated stock records using a stock card

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 STOCK CARD

Item:

Min:

Max:

Date Description In Out Balance

Stock card exhibit

9. Transport Department
This department is headed by the transport manager/officer who is also known as “Chief Driver” or “Head
driver”
Functions:
 To carry workers/staff to and from the place of work
 Delivers raw materials to the factory for processing
 Delivers processed goods to warehouse for storage
 Delivers finished products to the market for sale
10. Legal Department
This department is headed by the Company Secretary who is also known as the “Legal Counsel”.
Duties/functions:
 Defends the company in all legal matters of the organization

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ENTREPRENEURSHIP
DEFINITION

Entrepreneurship is the ability to create and build something practically from nothing. It is initiating, doing,
achieving, and building and enterprise or organizing, rather than just watching, analysing or describing one. It is
the instinct of sensing an opportunity where others see chaos, contradiction and confusion.

QUALITIES OF A GOOD ENTREPRENEUR (CHARACTERISTICS)

- Willing to take risks

- Commitment or hardworking
- Will seek challenges
- Making decisions
- Initiating action
- Creative
- Independent
- Flexible and adaptable
- Motivated

WAYS OF STRENGTHENING ENTREPRENEURIAL ABILITIES

- Help from other people, friends, family members etc.

- Training
- Read books
- Communication
- Observe from success business people
- Motivational talks
- Activities been done within the communities

ENTREPRENEURIAL ACTIVITIES FOUND IN THE COMMUNITY

- Farming
- Fishing
- Hair dressing
- Dairy selling
- Shoe repairs
- Stone crushing and selling
- Tailoring
- Constructions
- Street vending
- Transport

REASONS FOR ENTREPRENEURSHIP

- Create jobs
- Self-reliance
- Promote health competition
- Generate profit
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 - National development
- Spread prosperity
- Employer (self)

TYPES OF BUSINESSES

Sole trader; a business run by one person in order to make profit

Partnership; two or more people share ownership of the a single business in order to make a profit

Cooperatives; an organization of people who come together to achieve a common goal or purpose.

Limited company; is a group of people who come together to do business in order to make profit

SOURCES OF BUSINESS IDEAS

- Self
- Friends
- Family, members, books and media
- Existing business
- New knowledge and new technology
SWOT ANALYSIS

- Strengths of the new idea

- Weakness of the new idea
- Opportunities of a new idea
- Threats of a new idea
STRENGTHS

These are positive internal factors which a business can draw on to achieve a mission, goals and objectives e.g.
special skills, knowledge or a positive public image etc.

WEAKNESSES

These are negative internal factors which hinders progress of the business e. g shortage of skilled workers,
inability to use the technology, and inferior location or bad location e. t. c

OPPORTUNITIES

These are positive external options that a firm can exploit to champion its mission, goals and objectives e. g if the
town is growing and so is the demand, say there are three filling stations for gas hence the town needs more
filling stations.

THREATS

These are negative external forces that present a business ability to attain its mission, goals, and objectives e.g.
competition like too many people dealing with the same business e. g lodges, damping where by our local
products are disadvantaged

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FACTORS TO CONSIDER BEFORE FORMING A COMPANY

1. locality
2. start-up capital
3. trading hours
4. source of raw materials
5. competition
6. advertising
7. banking

DOCUMENTS NEEDED FOR THE FORMATION OF DIFFERENT TYPES OF BUSINESS

PARTNERSHIP DEED

It is a written agreement that spells out the duties and right of partners. Partnership deed may include the
following:

(i) Name of the partnership

(ii) Name of the business
(iii) Amount of capital each partner contributes
(iv) The ratio in which partners share profit
(v) The rate of interest each partner is to be paid
(vi) The rights of each partner
(vii) Ways of admitting a new partner.

ARTICLES OF ASSOCIATION

It is a set of rules and it contains the following rules

(a) Rights of shareholders

(b) Powers of directors
(c) Procedures of meetings
(d) Sharing of profit
(e) Borrowing powers of a business
(f) Method of audit

MEMORANDUM OF ASSOCIATION

This is an application letter to the registrar of companies to form a company and it relates to the external affairs
of business and it contains the following:

(i) Name of the company e.g. ltd, for private, plc for public
(ii) Address of the company’s registered headquarters
(iii) The objects of a company
(iv) A statement that shareholders have limited liabilities i.e. shareholders properties cannot be grabbed if
the company has collapsed
(v) The amount of authorized capital
(vi) A list of founders or promoters
(vii) Names and addresses of the first board of directors

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Trading Licenses

These are business permit issued by the government agencies that allow individuals or companies to conduct
businesses. Councils

BUSINESS PLAN

Business plan, is a plan prepared by an entrepreneur that presents the business idea, goals and objectives and how
to achieve them.

FUNCTIONS OF A BUSINESS PLAN

 Provides more clearer and organized business ideas

 Leads to putting down of ideas into written documents
 An operational plan
 Used for sourcing loans from lending institutions
 Help to determine liability of a business ideas
 Provides an answer as to the profitability of the business

CONTENTS OF A BUSINESS PLAN

1. Executive Summary
2. Logo on the cover
3. Business idea
4. Table of content
5. Product description
6. Marketing plan
7. Premises
8. Equipment
9. Organization structure
10. Legal responsibilities
11. Start up capital
12. Financial plan
13. Form of business
14. Staff
15. Costing items

EXECUTIVE SUMMARY

It gives the brief description of the business and highlight its purpose. It should explain how the purpose will be
achieved.

LOGO ON THE COVER/FRONT COVER

It gives the reader an instinct impression of the business and also shows the business name and logo.

TABLE OF CONTENT

A title page is critical to ensure that your document is easy to read as it provides the reader with a road map to
your plan.

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BUSINESS IDEA

It is a thought/concept which comes across someone’s mind with a view of making a profit his/her economic
wellbeing.

PRODUCT DESCRIPTION

It is anything that has physical and emotional utility which can satisfy the needs and wants of customers.

MARKETING PLAN

A marketing plan is part of the business plan outlining the marketing methods for a product or service. This
includes;

 Company
 Pricing
 Target market
 Competitors
 Marketing budget
 Promotion mix

PREMISES

This is an area or locality of operation or where business will be taking place.

FORM OF BUSINESS

It states the types of business. E.g a sole traders

STAFF

Personnel to help run the business (human resource)

LEGAL RESPONSIBILITIES AND INSURANCE

Payment of taxes to the government and protection of the business

COSTING ITEMS

The price of a product or a service is determined by its cost of production and how much profit the entrepreneur
wants to make for it.

FINANCIAL PLANNING

Financial planning is the predicting revenues and costs, and comparing of estimated profit with the cost of
investment i.e. start-up cost, cash flow income statement and balance sheet

START-UP CAPITAL

This is the money or assets required to start a business e.g. machinery.

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SOURCE OF START UP CAPITAL

Self, friends, family members, bank loans etc.

WAYS OF FINANCING BUSINESSES

- Savings
- Banking loans
- Borrowing from friends or family members
- Leasing (to allow someone to use an apartment for a period of time e.g. 20 years and above)
- Subletting (to allow someone to use an apartment. This happens when an existing tenant that lets all or
part of their home to someone else who is known as a sub-tenant

BUSINESS ETHICS

- Honesty
- Integrity
- Loyalty
- Dependability
- Flexibility
- Punctuality
- responsibility

OFFICE STATIONERY AND EQUIPMENT

STATIONERY
Stationery refers to small equipment used in an office such as pens, paper, envelopes, etc. stationery is also referred
to as “Consumables”

1. PAPER
There are different types of paper used in an office and these are:
a) Bond paper – This is used for general typing of letters, legal documents, etc
b) Stencil duplicating paper- This is used for making as many copies on the stencil as possible. This paper is
not smooth or is rough in order for it to suck ink
c) Flimsy Paper- This is used in such a way that you can make more than one copy without using Carbon
Paper
N.B The letters NRC stand for No Carbon Required

Packing of paper
Papers may be packaged in the following two ways:
i. A Quire – This is a measure of paper containing 25 sheets
ii. A Ream – This is a measure/pack of paper that consists of 500 sheets
INTERNATIONAL PAPER SIZES
The internationally used A series paper sizes various from A0 to A10. The following are the examples of the
common uses sizes of paper:
a) A3 – This is used for legal documents, balance sheets ,posters, financial, financial statements, etc

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 b) A4 – This is used for business letters, reports, minutes ,agenda, specifications, bills of quantities,
estimates, quotations, invoices, etc
c) A5- This is used for short letters, memos, small invoices, credit notes
d) A6- This is used for post cards, index cards, requisitions, petty cash vouchers, compliment slips,
short memos
e) A7- This is used for business (visiting) cards, labels.

A2

A1

A4

A3 A6

A7
A5

2. ENVELOPES
These used for enclosing letters and other correspondence. There are many types of envelopes and these are:
a) Pocket envelope
This type of an envelope has a flap and opening on the short side as shown.

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 b) Banker envelope
This envelope has a flap and opening on the long side as shown below.

c) Window envelope
This is also known as “aperture envelope”. It has an opening on the front which is covered with transparent
paper. The name of the addressee need not to be written on the envelope as the letter that must come inside
it, can be folded in such a way to show the postal address through the window as it appears at the top of the
letter.

d) Registered envelope
This one is used for sending postal orders, cheques, etc.

e) Prepaid envelope
This is an envelope used where a person/ organization/company is in need of information from another
person, but is not sure that the target audience will find it worth paying the postage. Therefore, the
company/organization sends an envelope for which postage has been paid for, i.e. prepaid. The respondent
simply inserts the information slip/ letter and posts the envelope.
The machine used to put the postage work on the envelope is known as a franking machine.
Example

3. RUBBERS
These are used for erasing errors/mistakes made in written ink or in pencil.

4. STENCILS
A stencil is a thin sheet of fine fibres coated with special ink-resistant compound. It also contains a carbon paper
and a hard sheet which serves as a backing/supporting sheet.
5. FILES AND FOLDERS
A. Files
These are office equipment that are often perforated and have tags or fasteners inserted to keep the
documents intact in each file.

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 B. Folders
These are office equipment that form the basis of filing. They are made of manila cardboard and are usually
folded to size.

6. STAPLES AND STAPLER

These are used for attaching papers together
7. CORRECTION FLUID
This is a special white fluid for painting over or covering incorrect text. A good example of a correction fluid is
Tipex

8. THINNERS
This is fluid used to soften the correction fluid when it gets thick or dry.
9. PAPER CLIPS
These are used for holding two or more papers together.
10. PENS AND PENCILS
These are used for writing and drawing on paper. All tools used for writing are collectively called writing
utensils.
11. SHARPENER
This is used for sharpening the pencils. It is needed where pencils are mostly used
12. DATE STAMP
This is used for printing dates on the document such as letters, envelopes, etc.

13. PAPER KNIFE

This is used to carefully open letters once they are received. In line with a paper knife, a letter opening
machine is also used for the same purpose.
14. HOLE PUNCHER/ PERFORATOR
This is for making holes on the edge of the paper for the purpose of filing. It is also known as a perforator.
15. PAPER TRAY
This device is used to organize and keep papers or documents together on a person’s desk. There are two
types of trays:
a) In-tray- This is used for all incoming mail/letters
b) Out-tray- This is used for all outgoing letters/ mail

OFFICE EQUIPMENT
There are several types of office equipment used and some of them have been discussed.
1. Typewriters
A typewriter is a machine used to type up correspondence such as typing letters, circulars, invoices, etc
Types of typewriters
There are several types of typewriters some of them are:
a) Manual Typewriters- These are typewriters that do not use electricity in order to type. For this reason, it
requires a great deal of pressure from fingers of the person typing on it.
b) Electric Typewriters- These typewriters use electricity and they do not require so much pressure when
typing

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 c) Continuous Stationery Typewriters- These are typewriters that use special continuous stationery paper.
This special continuous stationery paper is fed through the type writer automatically instead of feeding it
with loose sheets of paper.
d) Electronic Typewriters- These typewriters operates automatically. They can store information on magnetic
cards, center automatically, memorize instructions, etc
e) Portable typewriters – These are very small and portable typewriters, which can be carried from one place
to another. They are suitable or secretaries attending meetings far away from their usual work stations.
f) Braille typewriters- These are special typewriters that can type the alphabet. These typewriters are used
by blind people to read by using raised symbols that are identified by touch.

2. Duplicating ink
a) Ink and Spirit Duplicators- These machines are used for duplicating typewritten and handwritten work.
These machines are used to make many copies of the same document.
N.B- Ink duplicators make more copies than spirit duplicators.
b) Stencil Duplicators- These machines are used for duplicating/producing any number of copies, e.g. Up to
10,000 copies using the cheapest means.

3. Filing Cabinets
A filing cabinet is a office equipment that has been developed as a reliable and suitable way of storing documents.
N.B- The majority of the filing cabinets are now made of metal because they are made up of heat resistant material
so that essential records are safeguarded in of an outbreak of fire.
N.B -Other office equipment have been covered in telecommunication services.

4. Computer
Definition of a computer, this is an electronic device that is made up of input devices such as the keyboard and is
used to capture data and instructions, with the help of sets of instructions it will be able to produce results or
output through devices such as printers or screens.

1. Classes of computers
Computers can be classified as follows:
 Supercomputers
 Mainframe computers
 Minicomputers
 Microcomputers, commonly called PCs

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BUSINESS ETIQUETTE
Etiquette means rules for formal relations or behaviour among people in a working place. There should be some
rule that is meant to control the behaviour of people at the work place.
Additionally, business etiquette can refer to normal everyday good manners at work place.
Etiquette ranges from the simplest rule of observing punctuality at work to the relations among fellow workers.
These include punctuality, personal appearances, personal reliability, courtesy, and loyalty.

PERSONAL APPEARANCES
i. An officer should always appear as presentable as possible at work. They should dress properly according
to the nature of the work that they perform in the company.
ii. Some jobs require that a work wears protective clothing when they are working, for example, factory
workers, mechanics, miners, and electricians will wear an overall to protect their own clothes. Others are
uniformed staff such as solders, police, nurses etc. Any worker who does not wear a uniform when he is
expected to, will be considered to have violated the ground rule.
iii. However, some workers do not wear a uniform, but wear their own clothes according to the nature of work
they do in the company. It is improper for a teacher to go to work in sports or outdoor clothing.

RELIABILITY
i. Reliability refers to how dependable a worker should be at the place of work.
ii. A worker should display a hard-working attitude when they perform their everyday duties in an
organisation.
iii. They should work without any supervision or constant instruction and should have proper knowledge.
iv. Reliability is considered as etiquette because workers cannot perform well if they are not reliable in their
job.

PUNCTUALITY
i. Punctuality refers to how early a worker reports to work. It is ill discipline for a work to report late for work.
An employee in an organisation must report early for work and he/she must be consistent in reporting
early for work.
ii. A worker should report for work earlier or before his supervisors arrive.
iii. Punctuality adds to good performance and quality production in a firm
iv. In general all types of work performed in companies require that the respective employees consider
punctuality as office etiquette

LOYALTY
i. To be loyal at one’s place of work means to support, listen to add care for fellow workers, supervisors and
the company one works for.
ii. An employee who is not loyal speaks badly of the people or the place he works at. He is not a good employee
because he is less likely to carry out instructions from superiors effectively and perform well at work.
iii. Being loyal to ones superior will contribute greatly to an enjoyable work environment and will ultimately
improve the quality of production

COURTESY
i. Courtesy at work means to have good manners, being polite and kind. All employees must have good
manners while at work because it portrays ones background.
ii. An employee should not look down upon anybody in the company.
iii. There should be politeness in the way he/she responds to fellow workers and managers or supervisors

Page 19 of 85
RELATIONSHIP WITH FELLOW WORKERS AND OTHERS
i. Employees should try against all odds to establish good relationship with his/her fellow workers.
ii. Good working relationships should exist were people are working together as it will promote what is called
Esprit de corps (team work)
iii. If a person isolates her/himself from his/her team, neither will she or he nor the team can do the necessary
tasks effectively. The team members are dependent on each other. People at the work place need to learn
to get along with each other.
iv. Bad working relations and fighting are a danger to the quality of production in the company and can even
bring production to a standstill.
v. Management should be sensitive to these issues and have a policy in place that geared to optimize good
working relationships among employees.
vi. A content, happy worker who has good relationships with his/her fellow workers and supervisors will be
more productive at work.

BUSINESS TRANSACTIONS
Definition: - An act of buying and selling of goods and services or an economic event that initiates the accounting
process of recording in the company’s accounting system.

TYPES OF BUSINESS TRANSACTIONS

There are about three types, and these are:
1. Cash /Bank transactions
2. Credit transactions
3. Barter transactions

1. CASH TRANSACTIONS
It is an act of buying and selling of goods and services where immediate payment by cash is made
1. It involves the immediate exchange of goods and services with cash.
2. The records of Cash transactions are used to prepare the cash account.
2. CREDIT TRANSACTIONS
This is an act of buying and selling of goods and services where payments are made on the future date.
Goods and services are collected before payments are done, though it will be done later.
Information of credit transaction is used to prepare subsidiary books such as purchases day book, sales
day book etc.
3. BANK TRANSACTION
This is the buying and selling of goods and services by cheque. There is no handling of cash.
Examples of bank transaction are:
Bwalya bought goods worth K100.00 by Cheque
Kasama Girls paid water bills K 4000.00 to Chambeshi by Cheque

4. BARTER SYSTEM
This is the system of exchanging goods for goods. For example, a bag of Salt is being exchanged with a
bag of groundnuts. These type of business transactions are never recorded in the books of account

THE BALANCE SHEET

A Balance Sheet is a statement showing the financial position of a business at a given date. It consists of all balances remaining
in the books of accounts after the Trading and Profit and Loss Account (expenses and incomes) for the period that has been
completed. The balances will be for assets, liabilities, capital, drawing and net profit or loss.

Page 20 of 85
This is the statement which shows the financial position of the business. Or a statement of assets

1. Debtors ( Trade Receivables) : these are people, firms who owe us money e.g. credit customers
2. Creditors: (trade Payables) - these are people, firms whom we owe money: credit suppliers
3. Debts: money we owe other firms, or people
4. Assets: An asset is anything owned by an organization that has monetary value.

COMPOSITION OF ASSETS AND LIABILITIES

TYPES OF ASSETS
Assets are classified as current assets and Fixed assets.
CURRENT ASSETS
They are called current assets because they are temporal in nature. They easily change in value with time and can
be turned into cash fairly soon. Examples of current assets are:
Stock of goods, debtors, Prepayments – (amounts paid in advance by the business for which a service has not yet
been provided.) Cash in hand -this is cash available for use in the office. Cash at bank – this is money the business
has with the bank.

FIXED ASSETS
Sometimes called NON-CURRENT ASSETS OR CAPITAL ASSETS.
These are possessions which do not change in value easily. They are long lasting and help generate income for the
business on long term basis. They are acquired not for sale as long as they are useful to the business. Examples of
fixed assets includes:- Land Buildings, Machinery, Furniture and fittings, Goodwill, motor van.
Nearly all non-current assets will be subject to depreciation, another term used to describe the acquisition of non-
current assets is capital expenditure, i.e. expenditure on assets contributing to the long-term capital accumulation
of the organisation.

LIABILITIES
These are amounts owed by the business (debts) to its trade creditors and to its owner(s).
TYPES OF LIABILITIES

CURRENT LIABILITIES
These are debts of the business that must be paid within a fairly short period of time. A fairly short period of time
may be taken as one year. Examples of current liabilities include the following:
1. Trade creditors (trade Payables)– suppliers to whom the business owes money for goods supplied on credit.
2. Accrued expenses- They represent bills for expenses for services which the business been provided but has not
yet been paid for at the time the balance sheet is being prepared.
3. Bank overdraft: These are short term borrowings repayable on demand. This happens when a business
over- draws from its bank current account e.g. a business may have K100 000 in its current account, with
prior consent from the bank manager, the business may be allowed to withdraw K120 000 The excess K20
000 withdrawn is bank overdraft, which must be shown as current liability at the balance sheet date as long
as it is not paid at that date.

LONG TERM LIABILITIES

These are debts by arrangement with creditors concerned, have to be paid over a long period of time, usually more
than one year e.g. 5 year loan. Examples of Long term liabilities may include: Loan, Mortgage Loan

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CAPITAL
Capital is also sometimes referred to as 'equity' or 'ownership interest', that is, the value which the owner or owners
have invested in their business. However, capital is a LIABILITY. The Framework defines Equity as 'the residual
interest in the assets of the entity after deducting all its liabilities.
How does the value of capital change?
The owner's investment will change for a number of reasons, most obvious of which is if more capital is contributed
by the owner, or capital is withdrawn by the owner. However, the other main reason is the business making either
a profit or a loss. We calculate profit or loss by comparing a business's Revenue with its Expenses.
• If Revenue exceeds Expenses, the business makes a profit, and the owner's capital increases.
• If Expenses exceed Revenue, the business makes a loss, and the owner's capital decreases.

Exercise
Classify the following into fixed, current assets and liabilities
Office Machinery: Loan From Mulenga: Debtors, Creditors, Owing To the Bank Fixtures and Fittings, Cash In
Hand Cash at Bank; Electricity Prepaid, Mortgage, Creditors of Goods,

ACCOUNTING EQUATION
The Accounting equation states that at any point in time, the assets of the business will be equal to its capital and
liabilities.
If the proprietor is the only supplier of the resources to the business, the equation is recorded as: Assets = Capital.
If the resources are supplied by the proprietor and others, the equation is recorded as:
Capital = Assets – Liabilities
Assets = Capital + Liabilities
Liabilities = Assets – Capital
Complete the Gaps following table
Assets Liabilities Capital
1. 11 000 8 000
2. 18 000 3 200
3. 16 800 12 500
4. 19 600 16 450
5. 6 300 19 200
6. 11 650 39 750
7. 98 000 -
8. 17 200 28 500
9. 88 000 62 000
10. 119 500 15 400

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PREPARATION OF BALANCE SHEET
Fixed Assets
Land And Buildings Xxxx
Motor Van Xxxx Equations
Fixture And Fittings Xxxx + Working capital = Total Current
Furniture Xxxx
Assets – Total Current Liabilities
Total Fixed Asset Xxxx
Current Assets Net Assets = Working Capital +
Stock Xxxx Total Fixed Assets
Debtors Xxxx Order of permanence: when
Bank Xxxx +
preparing the balance sheet is
Cash In Hand Xxxx
Prepaid Xxxx where you start with assets that
+
Total Current Assets Xxxx takes long in business.
Less Current Liabilities For current assets it is
Creditors Xxxx
Owing/Accrued Xxxx + - Stock, debtors, Bank, Cash
Bank Overdraft Xxxx For fixed assets it is:
Total Current Liability Xxxx Land and buildings, motor van,
Working Capital Xxxx fixtures and fittings, e t c
Net Asset Xxxx
Order of Liquidity is the opposite
Financed By
Capital Xxxx of order of permanence

Example
Balance sheet as at 31 December 2010 From the following information; calculate the
Fixed Assets capital of SKM who stated business on
Land And Buildings 100,000
January 2010
Fixture And Fittings 50,000
Total Fixed Asset 150,000 Stock 20 000
Current Assets Buildings 100 000
Stock 20,000 Debtors 200 000
Debtors 200,000 Creditors 10 000
Bank 30,000 Bank overdraft 10 000
Cash In Hand 20,000
Fixtures and fittings 50 000
Rent Prepaid 60,000
Total Current Assets 330,000
Cash in hand 20 000
Less Current Liabilities Cash at bank 30 000
Creditors 10,000 Rent prepaid 60 000
Bank Overdraft 10,000
Total Current Liability 20,000
Working Capital 310,000
Net Asset 460,000
Financed By
Capital 460,000

Exercise
1. Bwalya is setting up a new business. Before actually starting to sell anything, she Bought fixtures for K200
000, Premises for K500 000 and a stock of goods for K100 000 and still owes K4000 in respect of the
Premises. Mwansa lent her K20 000. Bwalya after the above she has K120 000 in the bank account and
K150 000 cash in hand. You are required to calculate her capital. [ 5 marks]
Page 23 of 85
 2. SKM has the following assets and liabilities on January 2009
Bank Balance K24 000
Stock K145 000
Fixtures and Fittings` K40 000
Debtors K12 000
Premises K400 000
Creditors K80 000
Motor Van K80 000
Loan K200 000

From the following calculate

i. SKM’s capital [5]
ii. SKM’s Current Assets [4]
iii. SKM’s Fixed Assets [2]
iv. SKM’s Current Liabilities [2]
v. SKM’s working Capital [3]
vi. SKM’s Net Assets [4]

EFFECT IF BUSINESS TRANSACTIONS ON THE BALANCE SHEET EQUATION

(ASSET, CAPITAL, LIABILITIES)
This is a system which show how business transaction affect the asset Liabilities and Capital
Example
S/N Transaction EFFECT UPON
Asset Capital Liability
a. We pay a credit K70 000 by cash -Cash No effect -credit
b. Bought goods on credit K20 000 + stock No effect +creditor
c. Bought fixtures K500 000 by cheque + fixture No effect No effect
- bank
d. The owner introduces another K700 000 +cash +capital No effect
cash into the business
e. Repaid loan by cash owed to SKM -cash No effect - creditor
f. Deposited cash into the bank -cash,+bank No effect No effect
g. Sold goods by cash -stock,+cash No effect No effect

Exercise
The recording of book keeping and accounting transaction requires consideration of the basic accounting concepts
and principles. Write down the effect of the following transactions on the dual aspect concepts i.e. Assets, Capital
and Liabilities
S/N transaction Asset Liabilities Capital
1. Started business with cash K50 000 cash
2. Bought goods on credit K2 000 000

Page 24 of 85
 3. Bought office furniture by cash K80 000
4. Paid rent by cheque K 45 000 000
5. Proprietor brings into the business a further K
1500 000 payment by cheque
6. Bought Motor Van on credit from Toyota
Zambia K20 000 000
7. Paid Toyota Zambia by cheque

DOUBLE ENTRY SYSTEM

This is the process of recording business transactions in two aspects, that is
 The receiving and
 The giving of money or something of value.
The recording of these two aspects in the books of accounts of a business is called double entry.

In the double entry system, the receiving account is always debited while the giving out account is always
credited. It is also important to identify the accounts involved in the business transactions in order to complete a
double entry system correctly.

DOUBLE ENTRY SYSTEM

Every credit entry must have a correspond ding debit entry and vice versa

DEBIT THE ACCOUNT RECEIVING

CREDIT THE ACCOUNT GIVING OUT

Example
1. Complete the table below
Transactions A/C to be Debited A/C to be Credited
Bought motor van by cash Motor Van Cash
Paid Creditor Bwalya by Cheque Bwalya Bank
Repaid Johns loan by Cash Johns Cash
Bought Machinery on credit from James Machinery James
Sold a van by cash Cash van

2. From the following in formation state the account to be debited and account to be credited

Page 25 of 85
Exercise
3. From the following in formation state the account to be debited and account to be credited

A/C to be debited A/C to be credited

Bought Office Furniture on credit from Banda
A debtor Steve paid us in cash
Repaid part of the loan from Musonda by cheque
Returned some of Office Furniture to Banda
A debtor Hope paid us by cash
Bought a Motor Van by cash
Bought goods on credit from Chibuye
Goods returned to Zyambo
Sold goods on credit to Singoi
Sold goods by cheque

Transaction A/C to be debited a/c to be credited

Started business with K5 000 000 cash cash capital
Bought goods on credit K150 000 from Chewe purchase chewe
Machine returned to Chisala K200 000 chisala Machine
Mutale paid his account by cheque bank Mutale
Goods returned by us to Kaluba K120 000 kaluba Purchase returns
We paid Musonda a creditor by Cash Musonda Cash
Simwinga returns goods to the business Sales returns Simwinga
Goods sold for cash cash Sales
Cash deposited in the bank account bank Cash
Owner of the business takes goods for private use drawings Purchase/stock

CLASSES OF ACCOUNTS OR TYPES OF ACCOUNTS

There are two main types of ledger accounts i.e. personal and impersonal accounts.
a) PERSONAL ACCOUNTS
These are accounts of a person or business. (Debtors and Creditors). Examples of personal account:
i) Kasama Girls Account
ii) Kunda. j’s. account (a debtor)
iii) ZESCO Ltd

b) IMPERSONAL ACCOUNTS
These are accounts of things which are not people or business.

TYPES OF IMPERSONAL ACCOUNTS

There are two types
1) Real accounts and
2) Nominal accounts
Page 26 of 85
1. REAL ACCOUNTS
These are accounts which represent things that actually exist and can be touched, seen or moved (tangible).
Examples of real accounts are

- Furniture
- Land and building (premises)
- Motor van
2. NOMINAL ACCOUNTS
These are accounts that deal with all income (gains) capital and expenses (loss) of the business. Examples of
nominal accounts are: wages, salaries, profit and loss, general expenses, income received, rent paid etc.

THE RULES FOR DEBITING AND CREDITING IN PERSONAL AND IMPERSONAL

Cash Account Personal Account Real Account Nominal Account

Debit Credit Debit Credit Debit Credit Debit Credit

Receipts Payments receiver Giver property Property Expenses Income
Acquired sold losses Gains

EXERCISE
Show by placing a tick in the appropriate column, whether each of the following accounts is personal, real or
nominal.

s/n Name of account Personal Nominal Real

i Stock
ii Wages
iii Bank
iv Debtors
v Office Equipment
vi Purchases
vii Rent received
viii SKM and Sons
ix Machinery
x JB Hotel
xi Mungwi Tech
xii Profit and loss
xii Toyota Zambia Ltd
xiv Land and building
xv Premises

Page 27 of 85
LEDGER
Definition: A Ledger is the main book of account Or It is made up of different types of accounts or it is a
collection of financial accounts.
USES
- For totaling business transactions in term of profit and loss accounts
- It summarises all information recorded in subsidiary books.

TYPES OF LEDGERS
A) General ledger
B) Purchases ledger(creditor’s)
C) Sales ledger (Debtors ledger)
D) Cash book
A) GENERAL LEDGER
- The other name for general ledger is nominal ledger
- This book contains all other accounts not found in the cash book, creditor’s ledger and debtor’s
ledger.
B) PURCHASES LEDGER
- It is also known as creditors ledger
- It records all personal accounts of creditors
C). SALES LEDGER
- This is also called Debtors ledger.
- It is a book which contains personal accounts for all debtors.

D). CASH BOOK

It is a ledger (book) where the double entry of contra transactions are completed. . Meaning that, these
transactions are not posted to the ledger. Examples of contra entry transaction: withdrew cash from the bank for
business use, cash deposited to the bank

Page 28 of 85
THE BUSINESS DOCUMENTS.
The business documents are used in the process of buying and selling of goods and services .The following are
the documents:

THE INQUIRY:

This document is prepared by the buyer to the seller. An inquiry may be made by a letter, telephone or by word
of mouth.

The purpose of using an inquiry in a business transaction are:

i. It enables the buyer to discover the type, quantity, prices etc of goods that the seller has for sell.

ii. It enables the buyer to find out the terms of sells etc

QUOTATION.

A quotation is a reply to an inquiry that shows the goods available for sale, their terms and conditions of sale. It
gives details of the goods requested for by the buyer. It is prepared by the seller and sent to the buyer.

FORMS OF A QUOTATION.

a. CATALOGUE: This is a printed book or pamphlet that shows all the goods that the seller has to offer .It
shows details such as colour, size, quantity, prices etc. The buyer will then decide which products he/she
is interested in and make further inquiries to the supplier about it.
b. PRICE LIST: A price list is a document that list goods the seller has for sale and the prices at which the
seller is prepared to sell goods written alongside the description. Bellow is an example of a price list.

Reference no. Description. Price per item.

F20 Ream of paper A4. K30.00 per ream.

G140 Box files. K50.00 per box.

c. Estimate: It is a special kind of quotation usually sent by the seller (supplier) in reply to an inquiry
for a certain work to be done according to specific instructions .e.g redecoration of offices etc. An
estimate is based on the amount of time and materials which the supplier (seller) estimates will be used
in completing the work.

d. Tender: A tender is sent by the buyer to the sellers requesting for sellers to compete for the supply of
goods and services for the particular period of time. They are also used to supply goods or services to an
organization or to a government department and usually tenders are for a long contract period of time,
say one year or where large sums of money are involved .e.g. if the government wants a big job done
such as building a bridge.

Page 29 of 85
ORDER

An order is sent by the buyer to the seller asking the seller to supply the goods indicated on it. it shows
the details of goods to be sent.

Lusaka Wholesalers
Box 500 007
Lusaka.

Order no. 70

To: PJT Enterprise Date:

28/04/14
Kasama
QUANTITY DESCRIPTION Unit Price Total

20 Boxes of Boom 50.00 1000.00

10 Cases of Sugar 110 1100.00

05 Bags of salt 40 200.00

Total 2 300.00

Delivery instruction to be collected by our own transport

Namkamb
Purchasing manager

A proforma invoice is a document used before the proper invoice. A proforma invoice has the some
details like those of the proper invoice such as quantity, description, unit price, total p

Invoice

An invoice is bill requesting for the goods and services supplied by the seller. It is prepared by the seller
and is sent to the buyer whenever goods or services are sold. The invoice serves as a reminder for
payments.

Page 30 of 85
 Example of an invoice
INVOICE

NO 25
CHIBUSA BUSINESS CENTER
P.O BOX 410001
KASAMA

12TH September, 2014

KASAMA BOYS SECONDARY SCHOOL
P.O BOX 410235
KASAMA

Terms:5% 1 week,2% 2 weeks,Net 1 Month

quantity Description Unit price Total price

10 Boxes of coloured chalks K15 K 150

100 Blank DVDs K3 K 300
8 Reams of papers K 35 K 280
K 730
Less 10% Trade Discount K 73
K 657
Add 16% VAT K105.12
K 762.12
Chibusa s
Chief buyer E.&O.E
The invoice also shows other forms of payment such as Value Added Tax (VAT), Discount and as the
letters E&OE which stand for Errors and Ommission Excepted. E&OE means that the buyer has a
right to make correction on the invoice.

VALUE ADDED TAX (VAT)

VAT is the abbreviation for Value Added Tax. This tax is levied on goods and services at every stage at
which supplies pass. If a product passes through several stages before it can be consumed, it means that
each and every stage there should be some tax being levied on the same product.

-The current rate of VAT in Zambia is 17.5% DISCOUNTS

Discounts are price reductions, which the seller gives to buyers.

- There are two types of discounts in buying and selling of goods. These are trade and cash
discount

Page 31 of 85
TRADE DISCOUNT

A trade discount is discount offered to traders who buy goods in large quantities, for example a retailer
is given a trade discount by a wholesaler for buying goods in big quantities

CASH DISCOUNT

This is a price reduction offered to regular customers who buys goods on a cash basis. A cash discount is
give to the buyer by the seller in order to encourage the buyer to pay for the goods promptly or within
credit period.

EXAMPLE: Calculating Trade and Cash discount

On 1st July, 2014. Bwalya bought 30 hard cover book at a price K5 each she was given a trade discount
of 10%. Further he was given a 5% cash discount if she pays within 2 weeks.

Find the:

a. Amount to pay for the goods i.e the Gross Price.

Gross Price = K30 X K 5
= K 150
b. Amount of the trade discount.
Trade Disc = 10/100 X K150
= K15
c. Invoice Price
= Gross Price – Trade Discount
= K150 – K15
= K 135
d. Amount she paid if she paid after 2 weeks
i. First calculate the cash discount
Cash discount = 5/100 X K135
= K 6.75
ii. Then calculate the amount she paid i.e Net Price
Net price =K 135 –K 6.75
= K 128 .25

DISPATCH ADVICE NOTE

It is sent by the seller to the buy to inform or advice the buyer that goods ordered has been sent or are
ready for dispatch

DELIVERY NOTE

A delivery note is a document which is sent together with goods being delivered. It shows all the
particulars of the delivered goods in terms of weight, quantity, quality and description. when goods
have been delivered you will always have to sign both copies of the delivery note to acknowledge the
Page 32 of 85
receipt of the goods. The seller keeps one copy and the other one is given the buyer. A delivery note
enables the driver to deliver the right type and the amounts of goods and of a seller to obtain the receipt
of goods.

CONSIGNMENT NOTES

A Consignment note is sent by the seller to the buyer when the seller has used hired transport to deliver
goods to the buyer. The Transporting Company prepares the consignment note in three copies; one
copy for the buyer, one copy for seller and the other copy is retained by the transporting company.

DEBIT NOTE

A debit Note is sent by either the seller or buyer to inform each other to correct the under or overcharge
on the invoice.

- This may be printed on the document in any ink apart from red

CREDIT NOTE

A credit note is a document prepared by the seller and sent to buyer indicating that there is a reduction
in the invoice value or when the buyer has been overcharged or undersupplied.

- This shows that the goods were overcharged or that some goods were faulty and they are being
returned.
- It is usually printed in red ink on white paper.
- It is also called an invoice in reverse.

STATEMENT OF ACCOUNT

This is a document sent by the seller to the buyer who buys goods on credit.

- It contains a summary of transactions such as invoices, debit note, credit note, payments made
e.t.c. in a given periods.
- It also serves as a reminder that the buyer must pay the amount due and it is sent at the end of
the month.
- It enables the buyer to compare the entries in his or her books with the seller so that any
differences or queries are corrected.

Page 33 of 85
 STATEMENT OF ACCOUNT
In account with

From: P J SUPERMARKET Your order 245

P o Box 410201
Kasama Date: 6 September 2014

To: Chibs Restaurant

Kasama

Date Details Debit Credit Balance

22/08/14 Balance b/f 250
25/08/14 Breakfast 70 320
28/08/14 Cheque 170 150
30/08/14 Packets of sugar 30 180

CHEQUE

This is a document that instructs the bank to pay a specified amount of money to a particularly named
person. The buyer sent it to the seller to pay for the goods/services that he/she bought.

- It means also that the buyer does no longer owe a seller. In other words, a buyer can pay for
goods either by cash or by cheque.
- Until the cheque is cleared from the bank, the buyer is still liable

RECEIPTS

A receipt is prepared by the seller and given to a buyer as a proof of payment made either by cash,
cheque or any other means of payment. When a receipt is not used an alternative document may be
used called cash sales slip. The difference between a receipt and a cash sale slip is that a cash sale slip
shows the details of goods bought while a receipt simply indicate the name the person who paid the
money.

Page 34 of 85
SUBSIDIARY BOOKS
Subsidiary books are books of prime entry, or books of original entry or day books. These books includes: cash
book, Sales Day Book, Purchases Day Book, Sales Returns Day Book, Purchases returns Day Book, General
Journal, and the Petty Cash Book

CASH BOOKS
A cash book is a book of original entry where we record the cash transactions of an organisation. There are three
types of cash books, namely single column, two column and three column cash book. The two column and three
column cash books contain two accounts. These are cash account and bank account.

CASH ACCOUNT
Cash account is an account which records all details of cash transaction.
Document used: Receipts, Cash Till Slips
HOW TO PREPARE THE CASH ACCOUNT

It has five columns. Namely

1. Date column: it shows the date when that transaction happened
2. Details/ particulars: It show the full details of that transaction
3. Folio: It means page Number. It shows where that transaction will be found
4. Debit Column (Dr): It shows all the entry of cash received (receipts)
5. Credit Column (Cr): It shows all the entries of Cash Paid ( payments)
At the end of the month or year the account is balanced. The amount which is remaining unspent is called a
balance carried and brought down.
When the amount on the credit side is greater than the amount on the debit, then the account will be said to
have a credit balance. This means that you overspend. And when the amount on the debit side is greater than the
amount on the credit side, this shows that the account has a debit balance, meaning that some money remained
unspent.

Example one
Cash Account
From the following information, prepare the Date Details f Dr. Cr.
cash account for 2010
May 1 stated business with cash K100 000 2010
May 2 paid rent by cash K 1 000
1-May Capital 100,000
May 3 Cash purchases K210 000
2-May Rent 1,000
May 6 cash sales K300 000
3-May Purchases 210,000
May 7 James paid us cash K600 000
6-May Sales 300,000
May 9 Paid wages by cash K 66 000
May 11 withdrew cash for business use 7-May James 600,000
K12 000 9-May Wages 66,000
May 14 We paid Musonda cash K22 000 11-May Drawings 12,000
May 17 received rent by cash K72 000 14-May Musonda 22,000
May 21 motor expenses K57 000 17-May Rent Received 72,000
21-May Motor Expenses 57,000
31-May Balance c/d 704,000
1,072,000 1,072,000
1-Jun Balance b/d 704,000
Page 35 of 85
Example two
Cash account
From the following information, prepare the Date Details f Dr. Cr.
cash account for 2010 2010
May 1 stated business with cash K100 000 1-May Capital 100,000
May 2 paid rent by cash
2-May Rent 100,000
K100 000
May 3 cash sales K 98 000 3-May Sales 98,000
May 9 paid Mulenga cash K 22 000 9-May Mulenga 22,000
May 11 James paid us cash K65 000 11-May James 65,000
May 12 Paid wages by cash K97 000 12-May Wages 97,000
May 19 cash drawings K120 000 19-May Drawings 120,000
May 21Bought goods by cash K100 000 21-May Purchases 100,000
May 28 received a discount by cash K200 000
Discount
May 29 Paid Electricity Bills by cash K70 000
28-May Received 200,000
29-May Electricity Bills 70,000
31-May Balance c/d 46,000
509,000 509,000
1-Jun Balance b/d 46,000
Exercise

From the following information you are required to prepare the cash account and post it to the ledger

Oct 1. Went into the business with cash K600 000

2. Paid lights and water by cash K80 000
3. Bought goods by cash K150 000
4. Cash sales K250 000
5. Paid a creditor Mulenga by cash K120 000
6. Received a cash K300 000 for rent
10. Paid carriage by cash K90 000
11. Cash drawings K200 000 for own use
14. Paid wages and salaries by cash K25 000
15. Took K30 000 from the cash till and deposited into the bank
17. Received a cheque of K700 000 from a debtor Bwalya
18. Received K600 000 cash for commissioned earned
21. Cash sales K750 000
24. Paid motor expenses by cash K70 000

POSTING TO THE LEDGER

Posting to the ledger is making a second double entry. Ledger is a book not an account

NOTE: If a transaction is debited in the cash account, it will be credited in the ledger, and if a transaction is
credited in the cash account, it has to be debited in the ledger. This is to complete the double entry

Page 36 of 85
Example

Posting example one to the ledger

Capital Account Rent Account

Date Details F Dr Cr. Date Details F Dr. Cr.
2010 2010
1-May Cash 100,000 2-May Cash 1,000

Purchase Account Sales Account

Date Details F Dr Cr. Date Details F Dr. Cr.
2010 2010
3-May Cash 210,000 6-May Cash 300,000

James Account Wages Account

Date Details F Dr Cr. Date Details F Dr. Cr.
2010 2010
9-May Cash 600,000 9-May Cash 66,000

Drawings Account Musonda's Account

Date Details F Dr Cr. Date Details F Dr. Cr.
2010 2010
11-May Cash 12,000 14-May Cash 22,000

Rent Received Account Sales Account

Date Details F Dr Cr. Date Details F Dr. Cr.
2010 2010
17-May Cash 72,000 21-May Cash 57,000
EXERCISE

Post example 2 and the exercise to the ledger.

Page 37 of 85
BANK ACCOUNT
This is an account which records all the bank transactions of the business.
The bank account is prepared the same way as cash account is prepared. All the money received by cheque is debited, and
all the payment by cheque is credited in the bank account.
The documents used are cheques, cheque counterfoils
Example

BANK ACCOUNT
date Details f Dr. Cr. From the following information, prepare the bank
2010 account for May 2010
May 1 stated business with cash at bank
1-May Capital 100,000
K100 000
2-May Rent 1,000 May 2 paid rent by cheque K 1 000
3-May Purchases 210,000 May 3 purchased goods by cheque K210 000
6-May Sales 300,000 May 6 sold goods by cheque K300 000
7-May James 600,000 May 7 James paid us by cheque K600 000
9-May Wages 66,000 May 9 Paid wages by cheque K 66 000
11-May cash 12,000 May 11 withdrew cash from the bank for business
14-May Musonda 22,000 use K12 000
Rent May 14 we paid Musonda by cheque K22 000
17-May Received 72,000 May 17 received rent by cheque K72 000
May 21 paid motor expenses by cheque K57 000
Motor
21-May Expenses 57,000
31-May Balance c/d 704,000
1,072,000 1,072,000
1-Jun Balance b/d 704,000

Example two

BANK ACCOUNT
From the following information, prepare the
bank account for May 2010. Date Details f Dr. Cr.
May 1 started business with cash at bank 2010
K100 000 1-May Capital 100,000
May 2 paid rent by cheque K100 000 2-May Rent 100,000
May 3 sold goods by cheque K 98 000
3-May Sales 98,000
May 9 paid Mulenga by cheque K 22 000
May 11 James paid us by cheque K65 000
9-May Mulenga 22,000
May 12 Paid wages by cheque K97 000 11-May James 65,000
May 19 withdrew cash from the bank for 12-May Wages 97,000
business use K120 000 19-May cash 120,000
May 21Bought goods by cheque K100 000 21-May Purchases 100,000
May 28 received rent by cheque K200 000 28-May Rent Received 200,000
May 29 Paid Electricity Bills by cheque K70 29-May Electricity Bills 70,000
000 31-May Balance c/d 46,000
509,000 509,000
1-Jun Balance b/d 46,000

Page 38 of 85
Exercise
From the following information you are required to prepare the bank account and post it to the ledger
Oct 1. Went into the business with capital at bank K600 000
2. Paid lights and water by cheque K80 000
3. Bought goods by cheque K150 000
6. Received a cheque K300 000 for rent
7. Withdrew K100 000 from the bank for office use
10. Paid carriage by cheque K90 000
14. Paid wages and salaries by cash K25 000
15. Took K30 000 from the cash till and deposited into the bank
17. Received a cheque of K700 000 form a debtor Bwalya
18. Received a cheque K600 000 for commissioned earned

TWO COLUMN CASH BOOK

Two column cash book is the combination of the cash account and the bank account
Example
Write up the two column cash book for SKM from the following information for the month of December 2010
Dec. 1 stated business with cash in hand K100 000 and cash at bank K200 000
Dec.2 Paid rent by cash K10 000
Dec. 3 Bwalya lent us K500 000 , Paid by cheque
Dec. 4 we paid Chanda by cheque K65 000
Dec. 5 Cash sales k98 000
Dec. 7 Musonda paid us by cheque K62 000
Dec. 9 we paid Mwansa cash K 22 000
Dec. 11 Cash sales paid directly to the bank K53 000
Dec. 15 Chisala paid us K65 000 cash
Dec. 20 withdrew cash K100 000 from the bank for business use
Dec. 21 cash deposited to the bank K20 000

Solution
TWO COLUMN CASH BOOK
Date Details F Cash Account Bank Account
2010 Dr. Cr. Dr. Cr.
1-Dec Capital 100,000 200,000
2-Dec Rent 10,000
3-Dec Bwalya (Loan) 500,000
4-Dec Chanda 65,000
5-Dec Sales 98,000
7-Dec Musonda 62,000
9-Dec Mwansa 22,000
11-Dec Sales 53,000
15-Dec Chisala 65,000
20-Dec Cash/ Bank C 100,000 100,000
21-Dec Bank/Cash 20,000 20,000
31-Dec Balance c/d 311,000 670,000
363,000 363,000 835,000 835,000
1-Jan Balance b/d 311,000 670,000

Page 39 of 85
“C” in the folio column stands for “Contra Entry”

Contra entry is a transaction where its double entry has been completed within the cash book. Meaning that, these
transactions are not posted to the ledger. Examples of contra entry transaction: withdrew cash from the bank for business
use, cash deposited to the bank

Exercise 1

Write up the two column cash book for SKM from the following information for the month of September 2010

Sept. 1. Went into the business with capital at bank K600 000
2. Paid lights and water by cheque K80 000
3. Bought goods by cheque K150 000
4. Cash sales K250 000
5. Paid a creditor Mulenga by cash K120 000
6. Received a cheque K300 000 for rent
7. Withdrew K100 000 from the bank for office use
10. Paid carriage by cheque K90 000
11. Cash drawings K200 000 for own use
14. Paid wages and salaries by cash K25 000
15. Took K30 000 from the cash till and deposited into the bank
17. Received a cheque of K700 000 form a debtor Bwalya
18. Received a cheque K600 000 for commissioned earned
21. Cash sales K750 000
24. Paid motor expenses by cash K70 000

Exercise 2

Write up the two column cash book for SKM from the following information for the month of December 2010
Dec. 1 stated business with cash in hand K600 000 and cash at bank K500 000
Dec.2 Paid lights and water by cheque K80 000
Dec. 3 Paid rent by cash K10 000
Dec. 3 repaid loan by cheque
Dec. 4 we paid Chanda by cheque K65 000
Dec. 5 Cash sales k98 000
Dec. 7 a debtor, Musonda paid us his account by cheque K62 000
Dec. 9 we paid Mwansa a creditor cash K 22 000
Dec. 11 Cash sales paid directly to the bank K53 000
Dec. 15 Chisala paid us K65 000 cash
Dec. 20 withdrew cash K100 000 from the bank for business use
Dec. 21 cash deposited to the bank K20 000
Dec. 23 cash drawings K57 000
Dec. 25Cash purchases K24 000

Page 40 of 85
THREE COLUMN CASH BOOK
Three column cash book consist of the bank account, the cash account, and the discounts
DISCOUNTS
Types of discounts

1. Cash discount: This is a discount given to customers for prompt payment (paying quickly). This discount
appears in the books of accounts, however, it consists of discount allowed and the discount received
2. Trade discount: This is a discount given to customers for bulky buying (buying in large quantities) it does
not appear in the books of accounts. It encourages customers to buy in large quantities hence maximizes
profit and increase the working capital

Discount column consist of the discount allowed and the discount received

DISCOUNT ALLOWED

This is a cash discount allowed by the business/person to its customers when they pay their accounts quickly.
This discount reduces the amount to be paid by the customers. Hence it is an expense to the firm/business.
NOTE When we receive the money, we allow a discount.

Discount received: This is a cash discount received by the firm/ business/person from its supplier when they
paid what they owe the business quickly. It reduces the money to be paid to the suppliers; hence discount
received is an income to the firm/business. NOTE: When we pay the money we receive a discount

Example1

Write up a three column cash book from the following details and balance off.
June 1 balance brought forward: cash K230 000; bank K475 600
June 2 the following paid their accounts by cheque, in each case deducting 5% cash discount. Banda
K140 000, Tembo K220 000
June 4 Paid rent by cheque K120 000
June 8 paid Chanda’s account K360 000 by cheque less 2% cash discount
June 10 paid motor expenses in cash K44 000
June 12 Mulenga paid his account K77 000 by cheque K74 000 after deducting K3 000 cash discount
June 15 paid wages and salaries in cash K160 000
June 16 the proprietor brings in further cash of K5000 000
June 17 cash withdrawn from the bank K350 000 for business use
June 21 cash Drawings K120 000
June 23 Paid Bwalya’s Account of K140 000 by cash K133 000 having deducted cash discount

June 31 Received Commission by Cheque K88 0000

Page 41 of 85
Solution
THREE-COLUMN CASH BOOK

CASH BANK
DISCOUNTS
Date Details F Dr Cr Dr Cr All Rec
1-Jun Balance B/F 230,000 475,600
2-Jun Banda 133,000 7,000
Tembo 209,000 11,000
4-Jun Rent 120,000
8-Jun Chanda 352,800 7,200

10-Jun Motor Expenses 44,000

12-Jun Mulenga 74,000 3,000
15-Jun Wages And Salaries 160,000
16-Jun Capital 5,000,000
17-Jun Cash/Bank 350,000 350,000
21-Jun Drawings 120,000
23-Jun Bwalya 133,000 7,000
30-Jan Commission Received 880,000
30-Jan Balance c/d 5,123,000 948,800
5,580,000 5,580,000 1,771,600 1,771,600 21,000 14,200
1-Jul Balance b/d 5,123,000 948,800

Exercise
From the following information prepare the three column cash book of SKM in the year 2010
May 1. Balances bought down from April: cash K290 000, bank K650 000
May 3. Debtors account: Bwalya K120 000, Musonda K280 000, Tembo K40 000, all paid
their account by cash deducting 2% cash discount in each case
May 3 A creditor Banda K600 000 was paid by cheque deducting 5% cash discount
May 8 Withdrawn cash from the bank K100 000 for business use
May 11 Musonda paid his account by cheque deducting 2 ½ % cash discount.
May 14 Paid wages and salaries by cash K92 000
May 20 Received Commission by Cheque K100 000
May 21 Paid motor expenses in cash K60 000
May 24 Paid Chanda’s account K300 000 by cheque less 2% cash discount

Exercise 2
From the following information prepare the three column cash book of SKM in the year 2010 and post them to
the ledger
Dec. 1 Balance drought forward: cash K970 000, Bank K400 000
Dec. 2 The following paid their accounts by cheque in each case deducting 5% cash
discount. Musonda K1 000 000; Chanda K480 000; Mulenga K700 000
Dec. 3 Cash sales paid directly to the bank K670 000
Dec. 5 Paid rent by cash K 200 000
Dec. 6 We paid the following account by cheque, in each case deducting 5% cash discount
Kaluba K400 000, Mwansa K640 000, Chota K200 000
Dec. 8 Withdrew cash from the bank K250 000 for business use
Dec. 10 Cash salesK670 000
Dec. 11 Paid wages by cash K300 000
Dec. 14 Bought fixtures and fittings by cheque K800 000
Page 42 of 85
PETTY CASH BOOK
This is the amount of money kept in an office to cover small day to day items of expenditure such as postage,
stationary, travelling expenses and sundry expenses.

The source document is the petty cash voucher.

IMPREST SYSTEM

This is a method by which a measure of control is kept of petty cash expenditure. The method operates as
follows:
At the beginning of the petty cash period (eg weekly, fortnightly, monthly) the petty cashier is given a fixed sum
of money known as petty cash float. The double entry for this being:
Dr- Petty cash book
Cr - Bank account
During the petty cash period, all payments made out of petty cash book will be credited in the petty cash book.
At the end of the petty cash period, the petty cash book is balanced; the amount in hand checked with the cash
box and the amount spent checked with receipts and petty cash vouchers.
The petty cashier is then reimbursed the amount of cash spent so that he/she starts every new period with the
same amount float.

ANALYSIS COLUMNS
Payments out of petty cash are analysed and grouped under analysis headings for each type of expenditure. The
number of columns and the headings will depend on the nature and requirements of the business. This helps
reducing the number of postings made to the general ledger. The total of each analysis column is then debited to
the respective expense account in the general ledger. This completes the double entry for petty cash payments.

Example
The following is a summary of the petty cash transactions of JK Kapenyamushi Ltd for May 2016:
May 1 Received from cashier K300 000 as petty cash float.
Payments for the month were as follows:
May 2 Postage k18 000
3 Travelling k12 000
4 Cleaning k15 000
7 Petrol for van k22 000
8 Travelling K25 000
11 Stationery K17 000
14 postage K5 000
15 Travelling K8 000
18 Stationery K9 000
18 Cleaning K23 000
20 Postage K13 000
24 service of van K43 000
26 petrol K18 000
27 Cleaning K21 000
29 Postage K5 000
30 Petrol K14 000

Page 43 of 85
You are required to:
Rule up a suitable petty cash book with analysis columns for expenditure on Cleaning, motor expenses, postage,
stationery and travelling.
Enter the month’s transactions
Enter the receipt of the amount necessary to restore the imprest and carry down the balances for the
commencement of the following month.
Show how the double entry for the expenditure is completed.
Solution

Received Date Details Pc Total Cleaning Motor Postage Stationer Travelling

v exp y
no.
K’000 2009 K’000 K’000 K’000 K’000 K’000 K’000
300 May 1 Bank
Postage 18 18
Travelling 12 12
Cleaning 15 15
Petrol 22 22
Travelling 25 25
Stationery 17 17
Cleaning 18 18
Postage 5 5
Travelling 8 8
Stationery 9 9
Cleaning 23 23
Postage 13 13
Van service 43 43
Petrol 18 18
Cleaning 21 21
Postage 5 5
Petrol 14 14
286 77 97 41 26 45
31 Bank
31 Balance c/d 14
300
300 Jun 1 Balance b/d

General ledger
Cleaning account
Date Details f Dr Cr
2016 K’000 K’000
May 31 Petty cash 77
Motor Expenses account
Date Details f Dr Cr
2016 K’000 K’000
May 31 Petty cash 97
Postage account
Date Details f Dr Cr
2016 K’000 K’000
May 31 Petty cash 41

Page 44 of 85
Stationery Account
Date Details f Dr Cr
2016 K’000 K’000
May 31 Petty cash 26
Travelling Account
Date Details f Dr Cr
2016 K’000 K’000
May 31 Petty cash 45

Exercise
You are to draw up a petty cash book with the following analysis columns: motor expenses, staff travelling expenses, postage,
cleaning, and prepare ledger accounts. You should restore the imprest on 1 st October 2017.

Sept. 1 cashier gives K1 000 000 as float to the petty cashier

Payments out of the petty cash during September were:
Sept 2 Petrol 120
3 J Kaluwe travelling expenses K60
3 Postages K60
4 D.Daka – Travelling expenses K40
7 Cleaning expenses K20
9 Petrol K20
12 K. Kalulete – travelling expenses K60
14 Petrol K60
15 V. Mbeba – Travelling expenses K100
16 Cleaning K20
18 Petrol K40
20 Postages K60
22 Cleaning exp. K20
24 W. Gondwe – Travelling exp. K140
27 Settlement of M Kapelele ‘s account in the purchases ledger K60

SALES DAY BOOK

 This is a book which records credit sales only ( all goods sold on credit)
 It shows how much credit customers (debtors) owe the business.
 It is prepared by the seller.
Document used to prepare the sales day book
The document used to prepare the sales day book is the Duplicate invoice or sales invoice or copy invoice.
Preparation of sales day book

Example
SKM executive furniture Limited sold the following items during the month of May 2010
May 1 5 lounge Suits to Pamodzi Hotel on credit K800 000 each with a 2% trade discount
2 executive chairs to Mungwi Tech by cheque K7 00 000 each
May 10 7 Dinning Sets to Pamodzi Hotel on credit K1000 000 each, with a trade discount of 5%
1 lounge Suite to Kasama Lodge on credit K1 600 000
May 19 8 beds to Kasama Hotel on credit K200 000 each
15 Easy chairs to J.B Hotel by cash K1 500 000
May 30 25 beds to Ludo Lodge by Cheque K2 500 000

Page 45 of 85
 NOTE: 2 executive chairs to Mungwi Tech by cheque K7 00 000 each, 15 Easy chairs to J.B Hotel by cash K1 500 000, 25
beds to Rudo Lodge by Cheque K2 500 000. These transactions are not entry in the sales day book because, these are bank
transactions and they are have to be entered in the cash book under bank account not in the sales day book, because this
books deals in credit sales only

Exercise 1
SKM suppliers limited made the following sales during the mo0nth of January 2010 on credit
Jan. 9 sold 5 computers to Mungwi tech @ K2 000 000 each Less 3 % trade Discount
Jan. 11 Sold 1 Disco Music Machine to Valentines Night Club @ K7 000 000 les 5% trade discount
Jan 15 Sold 3 Colour televisions Sets to JKK Hotel K1 500 000 each on credit
Sold 3 DVDs to JKK Hotel @ K400 000 each by cash
Jan 31 Sold 5 Colour TVs to Kasama Lodge at K1 500 000 each
You are required to prepare the sales day book and post them to the ledger

Exercise 2
Below are the sales which were made by SKM Plastic Limited. Determine which ones are to be recorded in the
sales day book. Make the recording and post them to the appropriate accounts in the ledger for the month of
April 2010
April 3 sold 5 lounge suites on credit to Kasama Lodge at K800 000 each less 5% trade discount
April 5 Sold 10 Double beds by cheque to JKK stores at K200 000 each
April 8 sold 11 dinning suites on credit to Fatmols Guest House at K900 000 each, less 2% trade discount
April 14 Sold 8 Lounge Suites on Credit to Mungwi tech at K600 000 each
Sales Day Book Sales Ledger
Invoice Total Pamodzi Hotel
Issued Invoice
Date Details Date Details F Dr Cr
2010 Pamodzi Hotel 31-May Sales 10,570,000
May 1 5 Louge Suits 4,000,000
Less Discount 2% 80,000 Kasama Hotel
3,920,000 Date Details F Dr Cr
May 10 7 Dinning Suits 7,000,000 31-May Sales 3,200,000
Less: Discount 5% 350,000
6,650,000 Sales Account
Kasama Lodge Date Details F Dr Cr
May 10 Lounge Suit 1,600,000 31-May Debtors 13,770,000
May 8 Beds 1,600,000
Sundry Debtors 13,770,000

Exercise 3
From the following information, you are required to prepare the sales day book and post them to appropriate
account of JKK stores for the month of January 2010
January 1 sold 100 plates to Mungwi Tech at K210 000 by cash
January 4 sold 2 electrical pots to Mungwi Tech. at K3 000 000 each on credit, less 5% trade discount
January 8 sold 2 sets of furniture to SKM Holdings at K1000 000 each on credit
January 11 sold 2 deep freezers at K1 600 000 on credit to Luwingu High School
January 20 sold 1 Four Plates stove at K2 500 000 to Reuben on credit

Page 46 of 85
PURCHASES DAY BOOK
 This is the book of original entry which records credit purchases only.
 It is prepared by the buyer after receiving the invoice
 It shows the total creditors i.e Credit Suppliers ( people/firms whom we owe the money as they supplies
goods to us on credit)

DOCUMENT USED
The document used is the Original invoice or purchase invoice

Example
Banda owned a shop in Kasama and buys goods from different manufacturers for the month of January 2010 as
follows:
January 1 Bought 20 Books of Accounts from Book World at K150 000 each on credit less 2% trade
discount
January 10 bought 2 computers at K4 000 000 from JKK Computers on credit
January 12 purchased 20 Books of Commerce from Book World at K80 000 each on credit less 2% trade
discount
January 19 Bought 10 Flash Discs on credit from JKK Computers at K150 000
January 29 bought 50 pens at K50 000 from Book World by cash.

Solution

Purchases Day book Purchases Ledger

Date Details Invoice Total Book World
2010 Received Invoice Date Details F Dr Cr
Book World 30-Jan Purchases 4,508,000
1-Jan 20 Accounts Books 3,000,000
Less Discount 2% 60,000 JKK Computers
2,940,000 Date Details F Dr Cr
12-Jan 20 Commerce Books 1,600,000 30-Jan Purchases 5,500,000
Less: Discount 2% 32,000
1,568,000 Purchases Account
JKK Computers Date Details F Dr Cr
10-Jan 2 computers 4,000,000 30-Jan Creditors 10,008,000
19-Jan 10 Flash Discs 1,500,000
sundry creditors 10,008,000

Exercise1
JKK enterprises &sons own a supermarket in Kasama. They made the following purchases during the month of
September 2010
September 3 bought Mealie meal from National Milling by Cheque k10 000 000 less 3% trade discount
Bought 90 Pairs of Shoes on Credit from Bata Shoes company K90 000 each
Bought 70 Pairs of Gum Boots on credit from Bata Shoe Company K150 000 each Less 5%
discount
Bought 100 Blankets from SKM Textiles on credit K200 000 each less 6% trade discount
September 27 bought 22 cases of soap from Trade Kings on credit K88 000 each
Bought 50 cases of tooth paste from Trade Kings on credit K94 000 each
Bought tooth paste from Colgate Palmolive by cheque K110 000 each
You are required to prepare the purchases day book and post them to appropriate accounts.

Page 47 of 85
Exercise 2

Silvia purchased the following goods for her business during the month of June 2010
June 3 Bought 500 blankets from SKM textiles Limited at K250 000 each on credit, less 5% trade discount
June 5 Bought 500 blankets from Kafue Textiles at K320 000 on credit, given a discount of 8%
June 9 Bought 700 Pairs of Trousers from JKK Fashions Ltd at K80 000 each
June 11 Bought 50 Pairs of Bed Sheets from Excellent Wholesalers at K100 000 per pair on credit
June 23 Bought 100 pairs of shoes from Bata shoe Company at K350 000 per pair on credit, less 5% trade
discount

You are required to prepare the purchases day book and post it to the appropriate accounts.

Exercise 3
Below are the purchases made by JKK enterprise. You are required to prepare the purchases day book and post
the to appropriate accounts fro the of January 2010
January 1 Bought 20 bags of dry beans from Mwansa at K150 000 per bag on credit, less 2% trade discount
January 10 bought 100 bags of Mealie meal from OMAS at K4 000 000 on credit
January 12 purchased 30 bales of sugar from Kasama Sugar at K80 000 each on credit less 2% trade discount
January 19 Bought 10 bags of salt on credit from SKM Enterprises at K150 000
January 29 bought 50 Boxes washing Pastes at K50 000 from trade Kings by cash

SALES RETURNS DAY BOOK (RETURNS INWARDS DAY BOOK)

 Sales Returns day book is a book of original entry which records all the credit sales returned by our
customers
 It is prepared by the seller
 It reduces the credit sales
 Other names are: Sales Returns Journal, Returns Inwards Journal.
 Document used to prepare sales returns day book is Duplicate credit note

Reasons for returning the goods

 Damaged in transit
 Ordered wrong Quality
 Ordered wrong size
 Bringing goods not ordered

Example
SKM executive furniture Limited sold the following items during the month of May 2010
May 1 5 lounge Suits to Pamodzi Hotel on credit K800 000 each with a 2% trade discount
2 executive chairs to Mungwi Tech by cheque K700 000 each
May 10 10 Dinning Sets to Pamodzi Hotel on credit K1000 000 each, with a trade discount of 5%
1 lounge Suite to Kasama Lodge on credit K1 600 000
May 19 8 beds to Kasama Hotel on credit K200 000 each
15 Easy chairs to J.B Hotel by cash K1 500 000
On 20th May 2010 the following goods were returned because they were damaged in transit.
2 lounge suites, 3 Dinning sets sold to Pamodzi Hotel, and 2 Beds sold to Kasama Hotel.
Page 48 of 85
You are required to prepare the sales returns day book and post them to appropriate accounts showing clearly
how they will appear in the sales ledger after the returns of goods.
Note: when you are preparing the Sales Returns day book, the discount given to the goods bought must also be
given to the goods returned

Solutions

Sales Returns Day Book Sales Ledger

Date Details Credit Total Pamodzi Hotel
Note amount
Issued Date Details F Dr Cr
2010 Pamodzi Hotel 10 May Sales 13 420,000
20- Returns
20-May 2 Louge Suits 1,600,000 May In 4,418,000
Less 2% 31-
Discount 32,000 May Balance c/d 9,002,000
1,568,000 13 420,000 13 420,000
3 Dinning
20-May Suits 3,000,000 1-Jun Balance b/d 9,002,000
Less: 5%
Discount 150,000
2,850,000 Kasama Hotel
Date Details F Dr Cr
Kasama Lodge 31-May Sales 3,200,000
20- Returns
May 2 Beds 400,000 20-May In 400000
Sundry Debtors 4,818,000 31-May Balance c/d 2,800,000
3,200,000 3,200,000
1-Jun Balance b/d 2,800,000
Sales Account
Date Details F Dr Cr
31May Debtors 13,770,000
20May Returns In 4,818,000
31May Balance c/d 8,952,000
13,770,000 13,770,000
1-Jun Balance b/d 8,952,000

Exercise 1

SKM suppliers limited made the following sales during the month of January 2010 on credit.
Jan. 9 sold 5 computers to Munali tech @ K2 000 000 each Less 3 % trade Discount.
Jan. 11 Sold 1 Disco Music Machine to Valentines Night Club @ K7 000 000 les 5% trade discount.
Jan 15 Sold 3 Colour televisions Sets to JKK Hotel K1 500 000 each on credit.
Sold 3 DVDs to JKK Hotel @ K400 000 each by cash.
On January 20, 2 of the computers sold to Mungwi Tech were returned because they were damaged in transit,
and 1 Colour Television set sold to JKK hotel was also returned because of wrong type.
You are required to prepare the sales returns day book and post them to appropriate accounts showing clearly
how they will appear in the sales ledger after the returns of goods.

Page 49 of 85
Exercise 2
Below are the sales which were made by SKM Plastic Limited. Determine which ones are to be recorded in the
sales Returns day book day book. Make the recording and post them to the appropriate accounts in the ledger for
the month of April 2010.
April 3 sold 5 lounge suites on credit to Kasama Lodge at K800 000 each less 5% trade discount
April 5 Sold 10 Double beds by cheque to JKK stores at K200 000 each
April 8 sold 11 Dinning suites on credit to Fatmols Guest House at K900 000 each: less 2% trade
discount
April 14 Sold 8 Lounge Suites on Credit to Mungwi tech at K600 000 each

On 7th April 2010 2 Double beds sold to JKK stores were returned due to poor quality, and 9th April 2010 5
Dinning Suits were also returned.

Exercise 3
From the following information, you are required to prepare the sales Returns day book and post them to
appropriate account of JKK stores for the month of January 2010
January 1 sold 100 plates to Mungwi Tech at K210 000 by cash
January 4 sold 2 electrical pots to Mungwi Tech. at K3 000 000 each on credit, less 5% trade discount
January 8 sold 2 sets of furniture to SKM Holdings at K1000 000 each on credit
January 11 sold 2 deep freezers at K1 600 000 on credit to Luwingu High School
January 20 sold 1 Four Plates stove at K2 500 000 to Reuben on credit
A few days later, it was discovered that:
20 plates were broken and returned
1 electrical pot was also damaged in transit and retained

PURCHASES RETURNS DAY BOOK

 This is a book of original entry which records all the goods returned to suppliers
 It is prepared by the buyer
 It reduces the figure of credit purchases (creditors)
 Other names are Purchases returns Journal, Returns outwards Journal
 Document used is Original Credit Note.

Example

Banda owned a shop in Kasama and buys goods from different manufacturers for the month of January 2010 as follows:
January 1 Bought 20 Books of Accounts from Book World at K150 000 each on credit less 2% trade discount
January 10 bought 2 computers at K4 000 000 from JKK Computers on credit
January 12 purchased 20 Books of Commerce from Book World at K80 000 each on credit less 2% trade discount
January 19 Bought 10 Flash Discs on credit from JKK Computers at K150 000
Three day later of each transaction the following goods were returned because they were of wrong type.
10 books of accounts
5 Flash Discs
1 computer worth K1 800 000

You are required to prepare the purchases returns day book and post them to appropriate accounts showing
clearly how they will appear in the purchases ledger after the returns of goods.

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Solution

Purchases Returns Day Book Purchases Ledger

Credit Book World
Date Details Note Total
Received Amount
Date Details F Dr Cr
2010 Book World 30-Jan Purchases 4,508,000
10 Accounts Returns
Jan 3 Books 1,500,000 3-Jan Out 1,470,000
Less Discount
2% 30,000 31-Jan Balance C/D 3,038,000
1,470,000 4,508,000 4,508,000
1-Feb Balance B/D 3,038,000
JKK
Computers
Jan13 1 Computers 1,800,000 JKK Computers
Jan22 5 Flash Discs 750,000 Date Details F Dr Cr
Sundry
Creditors 4,020,000 30-Jan Purchases 5,500,000
Returns
13-Jan Out 2,550,000
31-Jan Balance c/d 2,950,000
5,500,000 5,500,000
1-Feb Balance b/d 2,950,000

Purchases Returns Account

Date Details F Dr Cr
30-Jan Creditors 10,008,000
Returns
31-Jan Out 4,020,000
31-Jan Balance C/D 5,988,000
10,008,000 10,008,000
1-Feb Balance B/D 5,988,000

Exercise1
JKK enterprises &sons own supermarkets in Kasama. They made the following purchases during the month of September
2010
September 3 bought Mealie meal from National Milling by Cheque k10 000 000 less 3% trade discount
Bought 90 Pairs of Shows on Credit from Bata Shoes company K90 000 each
Bought 70 Pairs of Gum Boots on credit from Bata Shoe Company K150 000 each Less 5% discount
Bought 100 Blankets from SKM Textiles on credit K200 000 each less 6% trade discount
September 27 bought 22 cases of soap from Trade Kings on credit K88 000 each
Bought 50 cases of tooth paste from Trade Kings on credit K94 000 each
Bought tooth paste from Colgate Palmolive by cheque K110 000 each
On 6th September 2010 20 pairs of shoes and 30 Blankets were returned because they were of wrong type
You are required to prepare the purchases returns day book and post them to appropriate accounts showing clearly how they
will appear in the purchases ledger after the returns of goods.

Page 51 of 85
Exercise 2

Silvia purchased the following goods for her business during the month of June 2010
June 3 bought 500 blankets from SKM textiles Limited at K250 000 each on credit, less 5% trade discount
Bought 500 blankets from Kafue Textiles at K320 000 on credit, given a discount of 8%
June 9 Bought 700 Pairs of Trousers from JKK Fashions Ltd at K80 000 each
June 11 Bought 50 Pairs of Bed Sheets from Excellent Wholesalers at K100 000 per pair on credit
June 23 Bought 100 pairs of shoes from Bata shoe Company at K350 000 per pair on credit, less 5% trade discount.
The following goods were returned
1. 100 Blankets to Kafue Textiles on 5th June
2. 150 pairs of trousers to JKK Fashions on 11 June 2010
3. 50 Pairs of shoes to Bata company on 25th June 2010

You are required to prepare the purchases returns day book and post them to appropriate accounts showing clearly how they
will appear in the Purchases ledger after the returns of goods.

THE GENERAL JOURNAL

A journal is a book of original entry which records all the items or transactions that cannot be recorded in the other books of
original entry.
The Journal contains the following
 The date
 Name of account to be debited and amount
 Name of account to be credited
 Description /explanation of a transaction called NARRATION
Uses of the Journal
 The purchase and sale of fixed assets
 The correction of errors
A machine was bought on credit from SKM for K2 000 000 on January 1 2010
 Bad debts written off The Journal
 Opening and closing balances Date Details Dr. Cr.
2010 K’000 K’000
 Adjustment to any of the entries in the ledger Jan. 1 Machine 2 000
SKM 2 000
Examples Being the purchase of machine
on credit
A motor van was sold for K6 000 000 to Steve on January 2 A debt of K4 000 000 owing to us from Mulenga was written off as bad debts on
2010 January 2010
The Journal The Journal
Date Details Dr. Cr. Date Details Dr. Cr.
2010 K’000 K’000
2010 K’000 K’000 Jan. 1 Bad Debts 4 000
Jan. 1 Steve 6 000 Mulenga 4 000
Motor van 6 000 Being bad debts written off
Being the sale of
On January 1 2010 Musonda bought furniture on credit from carnival Furnishers
motor van on credit worth K8 000 000. On 30th January 2010 his house got burnt and
managed to pay K6 200 000 in full settlement of debts
Mwansa a debtor owed K2 000 000 on January 1 2010. He The journal
Date Details Dr. Cr.
was unable to pay his accounted in cash bust offers a car in 2010 K’000 K’000
full settlement of debts Jan. 1 Cash/bank 6 200
The Journal Bad debts 1 800
Date Details Dr. Cr. Musonda 8 000
Being bad debts written off
2010 K’000 K’000 after the payment of K6 200
Jan. 1 car 2 000 000
Mwansa 2 000
Being accepting a car
in full settlement of
debts
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TRIAL BALANCE
A trial balance is a list of balances extracted from the ledger accounts. It proves arithmetical accuracy of the double
entry system.
It should have two sides being credit and debit sides. If the double entry is accurate, the sum on the debit side will
equal to one on the credit side. In this case we say the trial balance has balanced.
The accounting entries:
1. Debit: all the assets, Expenses, Loses, Purchases, Drawings , Sales Returns
2. Credit: All the Liabilities, Gains (Income), Sales, Capital, Purchases Returns
The Title of the trial balance should be “Trial Balance as at …………”

FORMAT OF A TRIAL BALANCE

Trial balance as at 31 December 20...
Details DR CR
purchases xxx
sales xxx
Returns out ward xxx
Returns in wards xxx
Debtors xxx
Creditors xxx
Cash at hand xxx
Bank xxx
Capital xxx
Land/ Building xxx
Fixtures / Fittings xxx
xxx xxx

Example
From the following details of Kabwe , you are required to prepare the trial balance for the year ended 31 December 2014
Sales 12 000
Creditors 4 000 Details Dr. Cr.
Bank Overdraft 2 000 Sales 12, 000
Capital 10 000 Creditors 4, 000
Debtors 3 000 Bank overdraft 2, 000
Cash at Bank 2 000 Capital 10, 000
Cash in Hand 5 000 Debtors 3, 000
Stock (01.01.2014) 1 000 Cash at Bank 2, 000
Land and Buildings 9 000 Cash in hand 5, 000
Machinery 1 500 Opening Stock 1, 000
Purchases 2 500 Land and Buildings 9, 000
Wages 2 200 Machinery 1 500
Sales Returns 800 Purchases 2, 500
Wages 2 200
Drawings 1 000 Sales Returns 800
Drawings 1000
28 000 28 000

Kabwe’s Trial balance as at 31 December 2014

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TRADING PROFIT AND LOSS ACCOUNT
The trading profit and loss account measures performance of a business over sometime. At the end of the period it shows what
profit has been achieved when the income statement is prepared. When the income statement is shown in details, it will
contain the TRADING ACCOUNT and below this account there will be the PROFIT AND LOSS ACCOUNT.
The trading account is prepared in order to calculate the GROSS PROFIT while the profit and loss account is prepared to
arrive at the NET PROFIT.

GROSS PROFIT
This is the excess of sales revenue over the cost of goods sold. When the cost of goods sold is greater than the sales revenues,
we have the GROSS LOSS.
Gross profit = Sales – Cost of goods sold

Preparation of Trading Account

K K K
Sales xxxx
Less sales Returns (xxxx)
Xxxx
Opening stock xxxx
Add: Purchases xxxx
Less: Purchases Returns (xxxx)
xxxx
Add: Trading Expenses
Carriage inwards xxxx
Wages xxxx
Freight charges xxxx
Custom duty xxxx
xxxx
Stock available xxxx
Less: Closing stock (xxxx)
Cost of sales (xxxx)
GROSS PROFIT/(LOSS) XXXX

1. Sales Returns (Returns Inwards) these are the sales /goods which are returned by our customers. This is debited in
the Trading Account because they reduce the sales figure.
2. Purchases Returns (Returns outwards) these are the goods purchased by us now returned to a supplier. This will
reduce the figure of purchases in the trading account.
3. Trading Expenses
These are expense which brings goods into saleable condition. Therefore they are debited in the Trading Account as
they increase the cost of goods

Example1.
From the details you are required to prepare the trading account
Sales 900 000
Purchases 100 000
Stock 01.01.2012 50 000
Sales Returns 20 000
Purchases Returns 60 000
Stock 31.12.2012 120 000
Carriage inwards 200 000

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PROFIT AND LOSS ACCOUNT
NET PROFIT
This consists of the gross profit plus any revenue other than sales, such as rent received, commissions received, less the total
costs used during the period other than those already included in the cost of goods sold. In short the net profit calculated in
the profit and loss account is what is left of the gross profit after all other expenses have been deducted

PROFIT AND LOSS ACCOUNT

K K K
Gross Profit Xxxx
Add: Income
Rent Received Xxx
Commission Received Xxx
Xxx
Total income Xxx
Less: Expenses
Wages and salaries Xxx
Rent Xxx
Insurance Xxx
Bad debts Xxx
Electricity Bills Xxx
Total Expenses Xxx
Net Profit/Loss xxxx

Net profit, found in the Profit and Loss Account, consists of the gross profit plus any revenue other than that from sales, such
as rents received or commissions earned, less the total costs used up during the period other than those already included in the
‘cost of goods sold’. Where the costs used up exceed the gross profit plus other revenue, the result is said to be a net loss.
BALANCE SHEET

Fixed assets Cost DEP NBV

Land and Buildings xxx xxx xxx
Premises xxx xxx xxx
Furniture xxx xxx xxx
Fixtures and Fittings xxx xxx xxx
Total Fixed asset xxx xxx xxx
Current Assets
Closing Stock xxx
Debtors xxx
Bank xxx
Cash xxx
Total Current assets xxx
Less: Current Liabilities
Creditors xxx
Bank overdraft xxx
Total Current Liabilities xxx
Working capital xxx
Net Assets xxxx

Financed By:
Capital xxx
Add: net Profit xxx
xxx
Less Drawings xxx
xxx
Add: Long term liabilities
Bank Loan xxx
xxx
Capital employed xxx

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For any business to operate, it needs resources such as premises, equipment, plant, machinery, raw materials,
stocks, cash and other resources. All these are called assets and for the business to acquire all these, it will have to
obtain some money especially form the owners. The money obtained from the owner(s) is called capital which is
a liability of the business. In addition to the owner(s) other people such as banks may also lend money to the
business. Therefore, the balance sheet is a list of balances arranged according to whether they are assets,
capital or liabilities and depicts the financial position of the business on a specific date. It is an accounting
question prepared in a columnar or statement format.
All the assets of the business must be equal to the amount of capital supplied by the owner(s) plus all those other
outstanding liabilities.
Assets = Capital
Assets = Capital + Liabilities

Example

Balance sheet as 31st December 2012

Working capital is the money available for day to day running of the business.
Working capital = Current Assets – Current liabilities
Net assets = Total Fixed assets + Working Capital
The Net Assets must be equal to the Capital owned or capital Employed.
The net profit will increase the Capital hence it is added to the capital invested

Example
From the following trial balance for SKM , Draw up an income statement for the year ending 30 March 2012 and the balance
sheet as at that date.
Dr Cr
Stock: 1 April 2011 83,200
Carriage outwards 4,200
Carriage inwards 7,400
Returns inwards 3,080
Returns outwards 6,820
Purchases 376,860
Sales 760,800
Salaries and wages 122,800
Rent 7,400
Insurance 2712
Motor Expenses 3,820
Office Expenses 824
Lighting and heating 1,788
General Expenses 490
Premises 184,000
Motor Vehicle 26,800
Fixtures and Fittings 3,800
Debtors 85,120
Creditors 63,200
Cash at Bank 10,212
Drawings 44,000
Capital 137,686
968,506 968,506
Stock at 30 March 2012 was K 89,560.

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Solution
SKM’sTrading and Profit and Loss A/C year ending 30 March 2012
K K K
Sales 760,800
Less Returns in (3,080)
757,720
Less: Cost of Goods Sold
Opening stock 83,200
Add Purchases 376,860
Less Returns out (6,820)
370,040
Add Carriage inwards 7400
460,640
Less Closing Stock (89,560)
(371,080)
GROSS PROFIT 386,640
Less Expenses:
Salaries and wages 122,800
Rent 7,400
Carriage out 4,200
Insurance 2,712
Motor Expenses 3,820
Office Expenses 824
Lighting and Heating 1,788
General Expenses 490
Total Expenses (144,034)
NET PROFIT 242,606

Balance sheet as at 30 March 2012

K K K
Fixed Assets
Premises 184,000
Fixtures and fittings 3,800
Motor Vehicles 26,800
214,600
Current Assets
Closing Stock 89,560
Debtors 85,120
Bank 10,212
Total current Assets 184,892

Current Liabilities
Creditors (63,200)
Working Capital 121692
Net Assets 336,292

Financed By:
Capital 137,686
Add Net profit 242,606
380,292
Less Drawings (44,000)
TOTAL CAPITAL 336,292

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Exercise
From the following trial balance of JKK after his first year’s trading, you are required to draw up a trading and profit and loss
account for the year ended 30 June 2012. And balance sheet as at that date
Trial Balance as at 30 June 2012

Dr Cr

Stock at 30th June 2012 was K16280

Exercise 2
From the following details you are required to prepare the trading and profit and loss account for the year ended 31 st December
2012 and balance sheet as at that date
Trial Balance as at 31 December 2012
K K

Closing stock K 12 400

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POSTAL AND TELECOMMUNICATION SERVICES AND DEVICES
A. POSTAL SERVICES
These are services offered by the post office to the general. Some of these services include;
1) MAIL
This term/word refers to letters and parcels
a) Types of mail delivery services
There are different types of mail delivery services, these are:
I. Ordinary Mail
This is also known as to as surface mail. This is mail that is not urgent in nature and is delivered by
road, rail or sea.
II. Air Mail
This is mail that is delivered by air which taxes much quicker than surface mail. Thus, it is usually
for mail that is more urgent.
III. Express mail service
This is a service used to deliver mail urgently or the same day by means of rail or by road. It is more
expensive than surface mail.
IV. Railex
This mail is delivered only by means of a train.
V. Registered Mail
This is special mail that contains money or important documents. This mail has to be registered/
recorded at the post office before it can be sent. This is done to ensure that the sender can trace the
mail and hence, a certificate of posting is issued to the sender as a proof that the goods/letters have
been sent. The certificate will be necessary to compensate the sender should the money get lost.

2. POST RESTANTE
Post Restante means ” to be called for” or “post waiting”. This service is given to those people or travelers who do
not have a proper postal address or with no fixed address where correspondence and parcels can reach them.
Normally, their parcels and mail are collected from a nearby post office.

3. DATA POST
This is a service for urgent parcel delivery that guarantees express deliveries to be made within a stipulated time
frame, with money-back guarantees in the event of late delivery.

N.B- A parcel can be of documents or goods to be delivered.

The stipulated time frame for parcel delivery under Data post service varies, i.e. within 24 hours, 48 hours, 72
hours, etc
Money-back guarantee is made due to a consequential loss to the sender arising out of some failure in the Data post
service , and is over and above the actual value of the articles lost, damaged or delayed. For example, manufactured
goods such as a Dining Glass table delayed or damaged in the post, this could result in the consequential loss of
sales and profits.

4. PARCELS
All parcels that need to be posted have to be weighed before weighed. The weight will determine the cost of posting
it.
N.B - Parcels that are sent through the post office are those that weigh up to a certain stipulated weight.

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5. BUSINESS REPLY
This is a postal service that enables a firm/company to receive cards or letters from their customers without
prepayment of postage. This means that, under this service a company that wishes to obtain a reply from a client
without putting them to the expense of paying postage may enclosed an unstamped/ unused reply
Card/lettercard/ envelope of a special design.

6. MONEY ORDERS AND POSTAL ORDERS

These are both methods of payments; provided as service by a post office. These are services used when through
the post office.
N.B
- Postal orders are best used in mail order businesses and are a convenient method of remitting small sums.
-Money orders are more secured than postal orders.
-postal orders are sent like ordinary mail but the name of the payee/person receiving the money is written on them.
-Also, money orders can be sent when the money need to reach the receiver urgently.
-All telegraphic money order: this is more urgent than a normal money and postal order.
Therefore, telegraphic money orders are more expensive than the money and postal orders.

7. CASH ON DELIVERY (COD)

This is a service rendered by the post office to enable a business/ person to make transactions through the post
office. the buyers can collect their goods from the post office and sellers of these goods will collect their money from
there too. This is known as a “mail order business”.

When the goods have arrived at the post office, they will let the receiver know that their order has arrived and they
will be asked to pay cash for it. Then this cash will be paid over to the company providing the goods.

8. POST BOXES AND PRIVATE BAGS

These are services provided by the post office which enable a person/organization to rent a private box or private
bag at a post office for the reception of postal packets/mail.
-the box/bag must be taken for a definite address in the post district in which the service is required, hence letters
and parcels addresses to the renter must include the private box or private bag number.

9. FREE POST
This is a service also that allows organizations to receive mail from clients without them paying for postage.
However, a silence is obtained from the post office and a free post address is located after paying a fee amounting
to the likely number of letters or parcels to be received by the organization. A new payment is paid or made after
this amount is exhausted. For example, free post may be used by an advertising company, which may send out
invitation letters to customers with a reply envelope included. Hence when customers reply, they will use this free
post envelope provided by the advertising company and no postage is needed when they post number, because
postage has already been paid by the advertising company

10. FRANKING
 This is the printing or marking of postal impressions on envelopes/ letter cards or parcels etc. by
using a machine called franking machine.
 All types of mail can be franked including ordinary mail, registered mail, parcels etc.
 Franking machines are leased, rented or purchased from the manufacturers but before they ca be
used the license must be obtained from the post office.

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 N.B Every time the machine prints the amount of postage used is recorded on the machines’ meter
and an imprint made shows the date, postal district and value.

11. COURIER SERVICE

 This is another service that is offered or provided by the post office, here in Zambia this service is
provided by Zampost.
 However, other companies, organizations that provide courier services internationally are ZedEx,
Dash Courier, DHL, Mercury Couriers Express logistics, skynet, postnet etc.
 This service is provided to deliver mail and parcels door to door country wide and worldwide.
 The courier company will make use of motor vehicles, motor cycles and aeroplanes to deliver
parcels to its customers; this depends on the size and urgency of the parcels delivered.
 Due to door to door delivery of mail or parcels, customers need to give the courier the full physical
address of where the parcel must be delivered to ensure correct delivey.

B. TELECOMMUNICATION SERVICES AND DEVICES

Zamtel is a company that provides Telecommunication services in Zambia. These services provide means of
communication between two distant parties. It includes the use of telephone, telegrams, radio facsimile/
computers, etc.

The prefix “tele” means long distance. The following are some of telecommunication services and devices used in
communication.

1. TELEPHONE
A telephone is a device used to send oral messages between two places. The telephone services are the quickest
method of sending oral messages and provide an immediate reply. It is therefore the best method used by business
people.

Types of telephones:
There are two types of telephones, namely:

a) Land phone
b) Cellular phone

(A) LAND PHONE

These phones are rented from Zamtel and found fixed in homes and offices. The units used is measured by Zamtel
and is done monthly. At the end of the each calendar month, the bills are distributed to each telephone subscriber.
A telephone subscriber is anyone who rents a telephone.

(B) CELLULAR PHONES

These phones are now commonly used worldwide. It is also referred to as “cell phones” or “mobile phone”. They
are completely portable and are carried in the pockets and hand bags. These phones are not billed monthly but
work as a prepaid system. They use SIM Card which is allocated to a cell phone number.

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TYPES OF TELEPHONE CALLS

1. LOCAL CALL
This is a call sent or received outside the radius of 16km or within a town. Or it is a call to another r number with
the same area or within the same telephone exchange.

2. TRUNK CALL/LONG DISTANCE CALL

This is a call sent or received outside the radius of 16km or from one town to another, e.g. a call from Kasama to
Mansa. A trunk call passes through the telephone operator.

3. TIME CALL
This call is sent in order to know the correct time upon dialling a given number in the telephone directory
4. WEATHER CALL
This call is specifically made to know the prevailing weather conditions at a given time by simply dialling a given
number shown in the telephone directory.

5. FIXED CALL
This is sent after arranging with the post office telephone operator for a fixed time when a call will be sent.

6. INTERNATIONAL CALL
This is a call sent from one country to another country or a call sent between countries.

7. ADVICE AND DURATION CHARGE CALL (ADC)

This call is sent to find out the specific duration and cost of telephone call. Calls of this kind are arranged through
the telephone operator.

8. ALARM CALL
A call sent to alert someone about an important event and when it starts. This call is for example made by travellers
who may wish to be alerted at a specific time when they have to start their journey or go to the airport time.

9. REVERSE CALL
This is a call where the fees are paid by the receiver of the call and not the sender. Usually an arrangement is made
between the receiver and the post office telephone operator to acknowledge payment.

10. PRIVATE CALL

This is a call meant for personal issues and not for business.

11. BUSINESS CALL

This call is a purely a business call. It is issued for the purpose of making business transactions.

TELEPHONE TONES
a) Ringing tone: This is a double beat tone telling you that the number is ready for dialling
b) Engaged tone: This is a repeated high pitched sound telling you that the line being called is engaged or is
in use.
c) Number Unobtainable Tone: This is a single high tone sound reminding you that the number being called
is out of use. This is a pre-recorded sound which tells you that you should try the other numbers.

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HOW TO USE A TELEPHONE
When using telephone at work, there are rules which should be followed and the emphasis is on both courtesy and
brevity.

The rules are as follows:

a) Great the other person on the line warmly
b) Always announce the number of your phone or simply or simply announce your company name when
answering the phone.
c) Always be polite to the caller when you answer the phone
d) Remember to take down a message on a message pad, if the person who the call was intended for, is not
available.

MESSAGE PAD
The message paid is used by the receptionist or the switch board operator. It will help her/him not to forget
important messages, as she/he can write the relevant detail down and will not have to remember it all. She/he will
give the relevant message to the intended person when that person returns back to the office. The message pad
should indicate the following:

 Name of and address of a caller

 Date of call
 Time of call
 Name and signature of the receiver

Example of a message pad layout

TELEPHONE MESSAGE PAD

NAME: _________________________ DATE: ____________________________
TIME: ____________________________

CALLER’S NAME: ________________________________

ADDRESS: _____________________________________
TEL NO: _______________________________________
MESSAGE: _____________________________________

_____________________________________________________________________________________
Message taken by: ________________________________

THE SWITCH BOARD

The switchboard is an electronic telephone exchange device that contains switches for connecting, transferring and
disconnecting telephone calls. It is operated by a person called the switchboard operator. The switchboard operator
will deal with local calls and trunk calls. The following are the types of telephone exchanges

A. PRIVATE AUTOMATIC EXCHANGE (PAX)

This device is used for internal communication only. The instrument looks like post office telephones and
connection is made by dialing short number codes. Its aim is to lighten the load which would otherwise fall on the
switchboard.

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B. PRIVATE AUTOMATIC BRANCH EXCHANGE (PABX)
These have the extensions from the switchboard and are used for internal communication. This does not go
through the switchboard operator at Zamtel.

C. PRIVATE MANUAL BRANCH EXCHANGE (PMBX)

This is also an internal communication device.

THE OFFICIAL TELEPHONE ALPHABETICAL CODE

When using the telephone, some difficult names may be spelt by using the telephone alphabet. Telephone alphabet
has letters from A to Z, each letter stands for a name and these are as follows:

A for Alfred O for Oliver

B for Benjamin P for Peter

C for Charles Q for Queen

D for David R for Robert

E for Edward S for Sam

F for Fredrick T for Tom

G for George U for Uncle

H for Harry V for Victor

I for Isaac W for William

J for Jack X for x-ray

K for king Y for Yellow

L for Lucy Z for Zebra

M for Mary

N for Nelly

2. TELEGRAM
A telephone provides a means of transmitting printed or written messages from one point to another. It is used
where telephone contact is impossible.

When using a telegram, keep the following in mind:

 Use capital letters or block letters
 Be brief as possible
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  The addresses are treated as a name and are charged for
 Names of streets are charged as one name

ADVANTAGES OF TELEGRAM
I. It is a speedy method of sending urgent messages
II. It is reliable method of sending messages to people who cannot be talked to by telephone

DISADVANTAGES OF A TELEGRAM
I. Amount for the telegram depends on the number of words used
II. It uses few words as possible
III. Messages may not be understood, incomplete messages because of the telegraphic language used

3. TELEX
This is a system used to send original copies of printed materials to other parts. It uses tele printers which are
similar and are connected at both ends. The subscriber is allocated a number to use in his/her tele printer. The
advantage of telex is that even if the receiver is not available when the message will be stored, since it is printed.
Tele printers are rented just like post office boxes

4. FACSMILE TRANSMISSION (FAX)

This is called a photo telegram because it even transmits pictures. It is suitable way of sending documents very
quickly. Documents sent may include certificates, cheques, etc. it also uses a tele printers at both the receiving and
sending ends

5 INTERNET
Internet stand for “International networks”. Internet is a computer-based global information system which is
composed of many interconnected computer networks. Internet can also be defined as a worldwide system of linked
computers or is the interconnection of networked computers

A NETWORK
This is a number of computers people cabled together so that the people who use these computers can share
information.

FORMS OF NETWORKS
There are three (3) forms of network, there are:
I. Local area Network (LAN)
II. Wide Area Network (WAN)
III. International Networks (INTERNET)

Local Area Networking (LAN)

This is a system where computers usually in the same locality/organization/premises are interconnected, e.g.
At a school level, computers in various school departments can be interconnected for the purpose of sharing of
information between departments.
Wide Area Network (WAN)
This is a system where computers are interconnected to one another regardless of the locality or distance
between them. It may cover many centres in the country. For example, all Barclays bank’s centres in the whole

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 country have their computers interconnected and linked to the central data base. Thus, any Barclays bank
customer can access his/her account details at any Barclays Bank branch throughout Zambia.

FILING AND INDEXING

FILING
Filing is the process of arranging and storing records or documents so that they can be retrieved when required.
Reasons for filing:
 To keep the office tidy and clean.
 To have a written record.
 To keep documents safe.
 To have the information contained in the papers available for quick and easy reference.
 To keep the correspondence and other documents clean and tidy.

FEATURES OF A GOOD FILING SYSTEM

1. ACCESSIBILITY: The filing cabinet should be positioned in such a way that it is easy to insert or extract
a document easily.
2. SIMPLICITY: A clear cross reference and simple classification system enables both the filing and other
workers to know at once where to look for particular files.
3. COMPACTNESS: Neatly, filed closely and packed together.
NOTE: Too much space should not be taken by the filing cabinet.
4. SAFETY: The importance of the document depends on its nature. Proper protection of documents and
files should be taken in case of loss, dust dump or theft.
5. CONFIDENTIALITY: Certain documents should not be exposed to unauthorised people.
6. ECONOMY: Expensive equipment may use too much of the working capital of a firm. Therefore, the most
suitable method should be used.
7. EXPANDABLE: Should be able to meet future needs.

FILING SYSTEMS
There are two filing systems namely Departmental and Central filing.
DEPARTMENTAL FILING
This is where records and documents are kept in separate departments. In other words each department does its
own filing, e.g. sales, Personnel, Production departments e.t.c. each department has its own filing system.

Advantages of departmental filing are:

 The filing system is not too large and therefore, it is easier to handle.
 The departmental files are kept in the department and are therefore readily available
 It is most suitable for confidential files.
 Departmental staff will have a better knowledge of work of the department and should be more competent
in filing department records.

Disadvantages of departmental filing are:

 Effective supervision may not be there as this person has a job to do as well to do filing.

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  It is difficult to control access to files. The person handling the documents may not be a specialist; therefore,
documents may not be filed correctly. This may bring confusion when one is looking for a file. There is no
efficiency of filing since the person does not concentrate on filing alone.
 Wastage of space as each department has its own filing space.

CENTRAL FILING
This is where all files and documents of business are kept in one room instead of separate departments, e.g. Registry
rooms.

Advantages of Central filing are:

 It saves space since all the records are kept in one place.
 The staffs are usually specialist workers with experience to control.
 It is easy to trace the required information.
 It also reduces the rate of fraud, e.g. thefts.
 More effective supervision is possible.
 Accommodation and equipment are economically used in the central arrangements of filing cabinets.

Disadvantages of Central filing are:

 Departmental staff lacks filing knowledge.
 Files are not easily accessible.
 Documents may be lost since they are kept in one place.
 It is a work overload for the workers responsible.
 Only one man may have access to the files.

METHODS OF FILING
SUBJECT FILING: This is a method of filing documents according to topics. Each topic or subject is filed
alphabetically. In the company it may preferred to file documents according to subject matter; example, petty cash,
expenditure, revenue e.t.c.

Advantages of subject filing are:

 Relevant documents are grouped together even though they are from different sources.
 Expansion is easy because more subdivided files can be inserted.
 It can be adapted to alphabetical, numerical and geographical filing systems

Disadvantages of subject filing are:

 It is not suitable for an organization with a large amount of correspondence and where there is a centralized
system of filing.
 Cross referencing is usually necessary.
 Difficult in deciding which subject title a particular piece of correspondence or document should be filed.

GEOGRAPHICAL FILING
This is the filing of documents according to places of origin. Correspondence may be grouped according to
territories in countries, towns or streets, e.g. Kasama - Agriculture, General, Population, and Trade.

Advantages:
 Capable of expansion
 It is particularly suitable for sales departments where countries, cities and towns need to be separated into
files.

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Disadvantages:
 Filing clerks must have a good knowledge of geographical filing for them to operate a large system.
 An index is essential.
 Geographical may be combined with alphabetical classification.

CHRONOLOGICAL FILING
This is filing in the order of dates of occurrence. Documents or papers are placed in files in date order, with the
latest on top and the oldest at the back of the file. This system is usually combined with alphabetical or numerical
systems. It is suitable for documents such as order forms, payment vouchers and receipts.

Advantages of chronological filing are:

 Files can be found easily because all one needs to do to locate a file is to know the date when the document
was issued.
 It avoids confusion of common names.

Disadvantages are:
 Difficulty to find documents if there is no date on it.
 It may be time consuming to consult a card index to find the date.

NUMERICAL FILING
This is the kind of filing where documents and letters are filed according to their numerical sequence. This method
is used by:
a) Government department or institutions e.g. schools, hospitals e.t.c.
b) Financial institutions e.g. banks, insurance companies e.t.c.
c) Businesses with many customers.

In this system every folder is identified by a reference number. For example, for filing purposes; the documents are
numbered. E.g. 5, 3 , 1 ,4 ,6, 2, to file them in order it will be

1 2 3 4 5 6

Advantages of numerical filing:

 The file number may use aid documents for reference purposes.
 It is suitable for records containing confidential or secret information.
 It avoids confusion of common names.
 Files can be easily and quickly identified.

Disadvantages are:
 A separate alphabetical index must be maintained.
 It is time consuming to find a card index to find the numbers.
 Errors in the writing of figures on files can cause misplacement of contents.

ALPHA - NUMERICAL FILING

This is the type of filing that combines Alphabetical and Numerical filing methods. Each file has a number; and,
the documents in that particular file are filed alphabetically. The two methods are combined to overcome the
disadvantages of each method when used separately.

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An efficient filing clerk will not let her/his file or papers be taken away without first making note of:
I. Name of the borrower and his/ her department.
II. Date on which the file is borrowed.
III. Title of the file document or paper.
IV. The date on which to return it.

Alpha- numerical sequences are extensively used in Geographical filing.

ALPHABETICAL FILLING

Papers are filed alphabetically, like the words in the dictionary, according to letters of the alphabet (A-Z)
Advantages are:
 It is simple to understand since every one knows the alphabet.
 It is a direct method because it does not require a separate index.
 It is capable of expanding by means of adequate sub-division of index.
 It is convenient to have all papers belonging to a particular company in the same file.
 Less costly material.

Disadvantages are:
 The larger the quantity of files, the longer it takes to locate a particular file.
 It is difficult to estimate how much space will be required for each section.
 Letters are often misplaced into wrong files, e.g. A. J. Smith’s into J.A. Smith’s.

Example; For filing purposes arrange the following names in alphabetical order.
Kabwe J. Banda L. Chanda M. Akapelwa B. Malele R. Kapolyo C. and Phiri M.

ANSWER:
Akapelwa B. Banda L., Kabwe J., Kapolyo C., Malele R. and Phiri M.

ALPHABETICAL FILING RULES

1. Reverse the names of an individual. Andrew C. Chisanga should be written as Chisanga C. Andrew, and
be filed under C.
2. Hyphenated surnames are treated as one name. E.g. Golden Del-mar should be written as Del mar Golden,
and filed under D.
3. The title should be ignored when filing. They should be placed after names. Rev. John Humuyi should be
written as John Rev, Humuyi and filed under J.
4. Names prefixed with saint (St,) are arranged as if the prefix in each case were spelt in full. E.g. St, Therese
filed under T, St, Andrew filed under A.
5. Names should be arranged according to the first letter of the surnames.
6. Arrange the names if they have the same first letters of the surname according to subsequent
7. Letters (letters that follow)
8. Arrange names if they have the same surnames according to initials of their first names (initials of Christian
names).

FILING EQUIPMENT
A. Spikes and clips

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In small organizations, such as one man shops papers may be pierced on spikes standing on the table or affixed to
walls. This method ensures little more than safe keeping but is useful for small numbers of receipts, cheques and
bills e.t.c

B. Box files: These are used either to housing small filing systems or to isolate very bulky correspondence from
the main system. The papers or documents are held in position in the box by a spring clip, and printed
index are often required.
C. Vertical filing: This uses drawer cabinets where folders are placed one behind the other. The equipment
consists of pockets which are suspended from the sides of the cabinet into which folders are dropped.
Advantages are that:
 They are self-supporting and the files can be separated at any point.
 There is less tear and wear on the folders as they hang clear of the bottom of
the drawer.

D Lateral filing: This uses specially designed cupboards which are supported against the wall.

The filing folders are arranged side by side and are suspended individually or in

Concertina form.
Advantages of lateral filing.
 There is no extension space needed.
 There are also mechanical drawer cabinets housing rows of suspended lateral files which the
operator may call for by pressing an appropriate button.

E Folders: There are two main types of folders. In one, papers are held securely by a binding or
Punched hole device, while in the other the papers are loose.

INDEXING
This is a method used for marking references to files. Index may be self contained and may be stalled as
an index separate from the relevant records in which case it is used to facilitate the location of the records
as in a numerical filing classification or, indexes are kept alphabetically if they form a guide to the location
of other records.

GENERAL PRINCIPLES OF FILING AND INDEXING

A. Labeling papers, putting them away and getting them out again when wanted sound rather a dull
activity.
B. Pre- sort papers prior to filing so that it is only necessary to go to each folder only once.
C. Keep in files essential documents only.
D. File documents tidily, suitably and safely.
E. File documents accessibly

INDEXING EQUIPMENT
1. ROTARY CARD INDEX: The cards are kept in a place by a clipping device at the bottom edge.
Cards can quickly be found by turning the wheel.

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 2. STRIP INDEX: This is used when there is only a limited amount of information needed. The
strips of cards are attached to a backing sheet so that they can be fed into a type writer.
3. CARD INDEX: A separate card is used for each topic or name and the cards are stored vertically
in drawers or boxes in alphabetical order. – they consist of small cards maintained vertically in
drawers.- the card may be listed separately in boxes or may be combined records with the indexing
feature.

Advantages are;
 Records can be seen at a glance.
 Arrangement and rearrangement of the cards is simple and easy. This facilitates being maintained
in proper order.
 The cards are quickly removed for typing and entries can easily be made by hand without removal

Disadvantages are:

 It is an expensive form of indexing.

 Where signaling is used it must be kept up to date.

SYSTEMS OF PLACING FOLDERS

1. FILING CABINET: These are made out of steel and each contains one, two, three or four
containers.
2. VERTICAL FILING SYSTEM: Folders are arranged side by side in an upright position behind
guide cards.
3. SUSPENDED FILE SYSTEM: Documents are placed in ‘pocket folders’ which hang suspended
from the metal frames in the drawer.
4. LATERAL FILING: Folders are placed side by side so that they are arranged in very much the
same manner as books on the shelf.
5. SHELF FILING: Files stand side by side supported by dividers in the shelf or on open boxes.
This is suitable for filing magazines e.t.c.
6. SHALLOW DRAWER CABINETS or HORIZONTAL FILING:
 Papers are placed one on top of the other.
 It is used when papers need to lay flat.
 They come in different sizes. Some are big and wide, and are meant for maps, charts and
plans while others are for storing of forms, letters, and carbon paper e.t.c.

TERMS USED IN FILING

 ABSENT MARKER or PAPER: This is a paper which is put where the file which has been
taken/ borrowed was.
 It is used when a file is taken out of the office and shows where it as been taken to. The marker
remains in the containing drawer until the file is brought back.

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 DATE
DATE ISSUED FILE TITLE BORROWER RETURNED SIGNATURE
21/03/10 Chinsali district Admin. 25/08/ 10
(A/HRO)

Absent marker.

 DEAD FILES: These are documents, files, papers e.t.c. which have been kept for long period’s
time, and hence they have “died “from age. They are then transferred to archive.
 SHREDDING MACHINE: This is a machine which is used to destroy confidential papers or
documents. The shredded paper may be used as packing material. The machine could either be
electrical or manual.
 MICRO FILMING: This is the photographing of documents on to microfilm to save on space.
For instance; eight thousand A4 sized documents can go on to a micro film roll which is only 30
meters long, also a single storage cabinet 1.3 meters high will hold microfilms with one and a half
million documents.

Advantages
1. Space is saved as documents are condensed to the size of a postage stamp.
2. Postage is cheaper than postage for originals especially airmail.
3. Duplicate copies of documents can be filed so that they are available in case of damage to originals
by fire

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SALARIES AND WAGES
INTRODUCTION
A wage is a monetary reward for unskilled labour.
Unskilled Workers are workers who have not undertaken any course or training in a particular.
A wage is calculated on a wage sheet where information is obtained from the time card maintained for each
worker.
A salary is monetary reward for skilled labour. it is given to persons who have undergone formal training in their
area of performance at work. it is displayed on a pay slip.
Wages and salaries are affected by the following factors:
a) General trade conditions in the country
b) conditions in the trade or profession
c) ability, knowledge and job requirements

TIME CARD
The time card is used for recording man hours worked. The time when workers report for work as well as when
they go for lunch are recorded the time card and transferred to the wages sheet at the end of the month to come
up with the total pay for each worker.

EXAMPLE OF TIME CARD

KASAMA SUGAR COMPANY

TIME CARD
NAME : MICHELO CHANDA WEEK: 18
NO: 30 DATE: 6 August 2012
DEPT: ……….. STORES
MORNING AFTERNOON
IN OUT IN OUT TOTAL
MON 07 28 12 59 14 00 17 30 9
TUE 07 29 12 58 13 35 17 33 9
WED 07 30 13 00 13 58 17 31 9
THU 07 30 12 59 14 00 19 00 101/2
FRI 07 28 13 03 14 00 18 30 10
SAT 07 28 13 01 13 56 15 30 7
GRAND 541/2
TOTAL

RATES OF PAY

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There are many rates of pay and a company only chooses the one that will give high incentives to the employees.
There are however, four common ones that will be discussed below:

TIME OR HOURLY RATES

According to this method, workers are paid according to the number of hours spent working. This is commonly
practiced in factories in building, catering, bakery and other trade environments. There requirements for this
system are:

a) an agreed rate per hour

b) an agreed number of hours per week at the same rate.
c) an agreement on payment for work done overtime

EXAMPLE
Mr Ntambo worked for Savenda constructors for a week with a greed number of hours which was 52 hours.
These hours had been calculated at the normal hourly rate of K160 per hour for the first 40 hours. Time and a
quarter for the first six hours overtime and time and a half for other overtime. Calculate his total earning for the
whole week.

The time and a quarter,

( T 1/4) means normal K160 plus a 1/
4 of K160

= 160 + 40 = 200

( T1/2 ) means K160 plus 1/2 of K160 = K160 + 80 = 240

40 hours @ 160 = 6400

6 hours @ 240 = 1440

6 hours @ 200 = 1200

K9 040

Mr Ntambo got K9 040 for the whole week.

PIECE RATE
This is paying a worker according to the job he/she has done on site. The worker gets paid soon after the job has
been performed.

FLAT RATE
This is paying an employee a fixed salary over a fixed period of time despite how many hours one might spend or
work on the premises.

COMMISSION
Commission may be paid to some workers. It is common practice to pay commission to agents of an
organisation. it may be calculated as a percentage on the sales made or on the profit generated.

WAGE SHEET
It is a final sheet for calculating wages after the time card. All the hours worked is transferred on the wage sheet
for the final calculation of the wage.
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A wage where no deductions have been made is called a Gross Wage and the one where deductions have been
made is called Net Wage.

PAYSLIP

A payslip is a document used for calculating a salary. Every graded employee working on a permanent basis
receives a payslip at the end of the month. It shows the amount of money that one is getting that month, taking
into account some allowances and deductions.

EXAMPLE OF A PAYSLIP

DATE: 4 MAY NAME: HAMFWITI JOHN

DESCRIPTION BASIC PAY DEDUCTIONS NET
ALLOWANCE SALARY
Salary 420 000
Travel allowance 25 000
Housing allowance 50 000
P.A.Y.E 4 300
Personal Levy 700
Union fees 1 000
Car loan 15 000
House rent 10 000
Cub fees 6 000

TOTAL 458 000

A salary before allowable deductions is called a Gross Salary.

A salary after deductions is called Net salary.

DEDUCTIONS
There are two basic types of deductions. These are:
1. Statutory
2. Voluntary deductions
1. STATUTORY DEDUCTIONS
This is a deduction imposed by the state. The most important ones are national insurance, graduated
pension and income tax.
2. VOLUNTARY DEDUCTIONS
These are deductions other than the ones imposed by the state. This is made with the consent of the
employees themselves.
Examples of this is deductions are for hospital savings, holiday funds, sports funds, car loans, etc.

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 BANKING
Def: A Bank is a financial institution set up to promote and facilitate financial transactions. It’s any financial
institution that lends and borrows moneys from the members of the public and the business community

BANKING is the safe keeping of money and other valuable items in the bank.

FINANCIAL INSTITUTIONS

1. COMMERCIAL BANKS
 ZANACO
 INDO Zambia bank
 Finance bank
 Barclays bank
 Standard chartered bank
 Stanbic bank etc

2. Central bank
All countries, by means of international agreement have what is referred to as Central Bank. In the case of
Zambia the Bank of Zambia is our Central bank established by an act of parliament.
The main roles/ functions of the Bank of Zambia are –:
 To make sure that there is monitory stability in Zambia
 To make sure that the domestic financial system works well
 To make sure that there is enough money available to pay for goods and services
 It’s the only institution that is allowed in Zambia to print notes and mint coins to be used as
money for legal tender.
 The BOZ is the financial institutional advisor to government on monitory issues.
 Regulates the operations of financial institutions in the country.
 Is the governments Bank
 Acts as the bankers bank
3. BUILDING SOCIETY
This financial institution helps to solve a problem of mortgages for people who wish to build houses.
Contributions are made to the national building society whilst one is still working for a company.

4. NATIONAL SAVING AND CREDIT BANK

They contribute to the national and credit scheme where they r issued with card from the post office.

5. CREDIT UNIONS AND CREDIT ASSOCIATIONS

These are financial institutions meant to assist groups of people and associations by giving loans and by
keeping their money.

FUNCTIONS OF THE FINANCIAL INSTITUTIONS

1. To safeguard the customers money.
2. To lend money to business houses and private individuals via loan and overdraft
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 3. To issue coins and notes

SERVICES OFFERED BY FINANCIAL INSTITUTIONS

1. They give loans and overdrafts to customer.
2. They offer Automatic Teller Machines (They offer cash dispensers)
3. They offer credit cards which are used world wide
4. They provide payments through Standing orders, banks pay creditor on behalf of its customer a
particular fixed sum of money regularly.
5. They provide payments through Credit transfer, banks can pay on behalf of their customers an amount
which is not fixed. The bank customer will make arrangements with the bank to pay someone a
prescribed amount of money.

ELECTRONIC VISA
This is the service which is developed by the banks and is offered everywhere around the globe. It is used for
withdrawing money from banks at anytime. It can be used in much the same way as the credit cards are used
when buying goods or services. It may be different from an ATM card which can only be used by the bank that
issues it and not any other bank.

FBZ
FINANCE BANK ZAMBIA

DEBIT CARD

8967 6789 0987 8765

VALID FROM EXPIRES END VISA

12/12 22/17

TYPES OF BANK ACCOUNTS

CHITUNDU MWAMBA ELECTRON

An account is the record of information relating to a particular item.

1. Current account
This is the only account that uses cheques for withdrawing cash from the account and also for making
E
payments. For this reason, a current account is referred to as a cheque account. No interest is offered to
account holders.

2. Saving account
This account is used by people who wish to save fairly small amounts of money. A minimal balance is
required to maintain the account. Most banks no longer issue passbooks to customers in which amount of
deposits and withdraw are recorded. Interest is paid on savings account.

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 3. Fixed /Deposit Account
This account is opened for those who wish to save for a long period of time for example six months or a
year and interest is given. Withdrawals are not allowed before the actual day

4. Joint Account
This is an account which is opened by more than one person or it is an account opened by a group of
people.

5. Save As You Earn

This account is opened by working class people or those who earn some income to save part of their
monthly earnings. The more the income the greater the capacity to save becomes.

DOCUMENTS USED IN BANKING

1. BANK STATEMENT
A bank statement is a record of transactions between the bank and the account holder. It is
maintained by the bank. All the transactions which are recorded in the cash book should also be
recorded on the bank statement. When a bank receives money from the customer, the bank will debit
its account and credit the customer’s account and when the customers withdraws money, the bank
will credit its account and debit the customer’s account.

Example of Bank Statement

Details Dr Cr Balance

Balance b/f 580

l.kancepa 300 280
Cheque No. 2110 925 1205
M.Muvula 150 1355
L. Funga 50 1305
Cheque no 785081 130 1175
S.Sekwila 200 975
V. Sibalwa 400 1375
B. Mulenga 350 1725
Cheque No. 785082 280 1445
Credit Transfer 600 2045
Bank charges 230 1815
Interest 700 2515

2. PAYING - IN SLIP
This is the document used when paying money into the bank or when depositing the money. The
amounts must be sorted out in a specific way, for example, the notes are added in separately and
ordered from the highest to the lowest value. Coins are also added in an orderly manner from highest
to lowest value. Once this has been done the information is transferred onto the paying – in slip.
3. DEPOSIT SLIP
When making deposits, the word ‘self’ should be written in the account number box on the deposit
slip. Cheques deposited are normally credited to the customer account upon receipt by the bank, but
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 the bank reserves the right to subsequently debit the account for the amount if any cheque fails to
clear.

4. CHEQUES
A cheque is an order in writing requesting a bank to pay on demand the named person the stated
sum of money. There are three parties to a cheque
a. Drawer: a person who draws or writes up a cheque ordering his banker to pay a sum of money.
He is also a person who is paying another person using a cheque
b. Drawee: the bank where the cheque is being cashed.
c. Payee: the person who is paid or a person receiving money.

Drawee
Payee Date on which the cheque is drawn

BARCLAYS BANK (Z) LTD

(Registered Commercial Bank)
Mazabuka Branch Date 31st May 2016

Pay: Celtel Mweemba or order

The sum of Five Million Kwacha only

K5 000 000

Crankshaft Banda

Amount in words Amount in figures Signature of the Drawer

Types of cheques.
There are basically two types of cheques. These are
(a). Open cheques
(b). Crossed cheques

A. OPEN CHEQUE
This is a cheque which is not crossed with two parallel lines. These cheques can easily be cashed at the
bank’s counter

I. Bearer cheque: this is a cheque which can easily be cashed by anyone. Normally, these cheques have no
security.
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 II .Order cheque: can only be cashed by the named person. The cheque may read:

PAY …………………………………… Or order.

When filled in, it reads
PAY P. Chifwenge or order.
This means that the bank only pays P. chifwege or anyone ordered to be paid.
The payee of this cheque has three choices to make:
 He can take it to the bank or branch named on the cheque (the drawee) and claims the money.
 He can ask his own bank to collect the money for him
 He can transfer the cheque to somebody else to whom he owes money and that person still has the
same three choices.

Endorsing a cheque means that it is signed at the back of the cheque. This means that the cheque can be
negotiated to the other person. The signature at the back of the cheque must be the same as that on the
front of the same cheque.

B. CROSSED CHEQUE
These are cheques crossed with two parallel lines. When a cheque is crossed it means it cannot immediately
be cashed at the counter. It will be deposited into the account. This kind of crossing is called simple or
general crossing. A special cross has extra or additional security or instructions.
TYPES OF CLOSINGS
1. & CO – This abbreviation represents a general crossing as it has no significance and no effect to the
crossing.
2. Barclays bank ltd – this gives an extra instruction to the paying banker that the banker should not
only be encashed at the Barclays bank and nowhere else
3. A/C Payee only – there is an instruction that the bank should pay only the named person and no one
else. It is a special crossing
4. Under fifty kwacha – this is a general crossing as it has additional instructions
5. Not negotiable - this does not necessary mean that the cheque can no longer be transferrable. It
means though bit can be transferrable, the title remains the one who initiated it. It is more secured s
it cannot be stolen by anyone because the title. This is called a general crossing. if there were additional
words to it, it would be a special crossings.

Dishonoured cheque
A cheque is dishonoured when it is not encashed at the bank’s counter or if it is rejected. When this happens, the
words ‘Referred to drawer’ (RD) will appear on the cheque. A cheque may be dishonoured due to the following
reasons.

 If there is no signature of the drawer

 If it has no date
 If the amount to be drawn is more than what is in the drawer‘s account.
 If the amount in figures differs from the amount in words
 If the cheque is presented to the bank six months after (Stale) it has been written out
 If there are many alterations or rubbings. The signature of the drawer should be appended to show the
correction.

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Revision exercise.
A. Fill in the blank spaces below with suitable words or phrases
(i) …………………….. is keeping money and valuable goods in the bank safe
(ii) The financial institution intermediaries empowered by the central bank of Zambia to issue notes
and coins are collectively called …………………………………
(iii) The ……………. Account is an account which does not allow withdrawals without a notice
(iv) A ………………………. Is opened by many people
(v) A situation where in the bank pays on behalf o its customers affixed amount of money or a period
of time called ………………………………..
(vi) To …………………………. A cheque means to sign at the back of it.
(vii) A person signing on a cheque is called a ………………………………….
(viii) When paying money in the bank, the ………………………….. is used.
(ix) A …………………… is used when taking money out of the bank.
(x) A …………………….cheque is the cheque presented at the bank after six months.

B. (i) Name four services of financial institutions you know?

(II) Mention the three parties to a bearer cheque
(iii) What does ‘order cheque’ mean?
(iv) Give five reasons why a cheque may be dishonoured.
(v) Name three functions of financial institutions

C. write true or false in each of the following statements

(i) A bearer cheque is an open cheque
(ii) Customers to the bank receive interest for maintaining a current account
(iii) A coin is not a legal tender.
(iv) Crossed cheque can not be encashed immediately when they are collected.
(v) When opening a bank account, one simply takes the money to the bank.

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a.m before noon
a/o account of
Admin administration, administrator
ADSL asymmetric Digital Subscriber line
AGM annual general Meeting
Aka also known as
amt amount
AOB any other business
App appendix
Appro approximate
ATM Automatic teller machines
Cc carbon copy
CWS cash and Carry Wholesalers
EFTPOS Electronic funds Transfer at the Point of Sale
E-Mail Electronic mail
ICT information and Communication Technology
LUSE Lusaka Stock Exchange
P/b private bag
P0 Post office
PABX private automatic branch exchange

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PAYE pay as you earn
PMBX private manual branch exchange
POS POINT OF SALE
PRO public relation officer
PS post script: private secretary
Pty proprietary
R/D refer to drawer
VAT value added tax
Via by way of
VIP very important person
VIZ namely (latin, videlicet)
VS against ( latin, verse)
WAP wireless application protocol
WWW WORLD WIDE WEB
ZRA Zambia Revenue Authority

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