RIFT VALLEY TECHNICAL TRAINING INSTITUTE

DEPARTMENT OF BUSSINESS AND DEVELOPMENT

STUDIES

INDUSTRIAL ATTACHMENT REPORT

YEGO KIPKIRUI BETHWEL: 118R02447

KABIYET DAIRIES COMPANY LIMITED

FINANCE DEPARTMENT

FOR A PERIOD OF TWELVE WEEKS

 DECLARATION

I hereby declare that this is my original work made personally and with my brain during
attachment. And has never been submitted to any institution of higher learning for any award.

Signature……………………………… Date……………………………..

NAME: YEGO BETHWEL KIPKIRUI.

REG. NO: 118R02447

 APPROVAL

This certify that this field report was done under my supervision and now is ready for
submission as partial fulfillment of the requirement for the award of DIPLOMA IN
ACCOUNTANCY .

Signature……………………………… Date……………………………..

MRS. Beatrice Rono

(FIELD supervisor)

Signature……………………………… Date……………………………..

Mrs. Juliet Wafula

(COLLEGE)
 DEDICATION

I dedicate this report to my dad, mum, sisters and brothers, friends, family, relatives, to all those
people who have been there on my behalf for the financial and moral support they have given me
during my education.
 ACKNOWLEDGEMENT

I wish to register my heartfelt gratitude to the following for their constructive contributions and
assistance in having this report complete.

Sincere appreciation to the staff of the finance department (Accounts) Mrs. Beatrice Rono1 for
the guidance, encouragement and support given throughout my training and may the Almighty
God reward them abundantly.
 TABLE OF CONTENTS
DECLARATION........................................................................................................................................i
APPROVAL...............................................................................................................................................ii
DEDICATION..........................................................................................................................................iii
ACKNOWLEDGEMENT........................................................................................................................iv
LIST OF FIGURES.................................................................................................................................vii
LIST OF ABBREVIATIONS.................................................................................................................viii
EXECUTIVE SUMMARY.......................................................................................................................ix
CHAPTER ONE: INTRODUCTION......................................................................................................1
1.0 Introduction.....................................................................................................................................1
1.1 Objectives of the Internship.........................................................................................................1
1.2 Scope of Internship..........................................................................................................................1
1.3.0 Organization Profile.....................................................................................................................2
CHAPTER TWO: MANAGEMENT OF THE PRACTICUM EXERCISE.........................................7
2.0 Introduction.....................................................................................................................................7
2.1 The Role of the Finance Department.............................................................................................7
2.2 Reporting and Induction by the Organization..............................................................................7
2.3 The Department to Which I Assigned at the Work Place.............................................................8
2.3.0 Category of the department.....................................................................................................8
2.3.1 Duties of the Finance department:..........................................................................................8
2.3.2 The title of the head of the Finance department.....................................................................8
2.3.3 The responsibilities that I was assigned:.................................................................................9
2.3.4 Offices that I have worked with and what they do.................................................................9
2.3.5 Relationship with other officers in executing........................................................................12
2.4 The Role of the Site Supervisor....................................................................................................12
2.5 The Role of the University Supervisor.........................................................................................13
CHAPTER THREE: FINDINGS AND OBSERVATIONS.................................................................14
3.0 Introduction...................................................................................................................................14
3.1 Knowledge and Skills Acquired....................................................................................................14
3.2 Personal Contribution to the Organization.................................................................................15
3.3 Challenges Noticed During Internship That Are Affecting;.......................................................15
CHAPTER FOUR: CONCLUSIONS AND RECOMMENDATIONS...............................................17
 4.0 Introduction...................................................................................................................................17
4.1 Management of Internship at Work Place...................................................................................17
4.2 Comment on Findings...................................................................................................................17
4.3 Recommendations..........................................................................................................................17
4.4 Assessment of Internship Experience in Organization...............................................................18
4.5 Conclusion......................................................................................................................................19
REFERENCES........................................................................................................................................20
APPENDICES.............................................................................................Error! Bookmark not defined.
 LIST OF FIGURES

Diagram of the organization structure…………….……………………...…………...3

Showing employees by sex…………………………………………………………...5

Image showing sample of Payment Voucher…………………………………………10

Image showing sample of part of filled petty Cash Book……………………………11

 LIST OF ABBREVIATIONS

ADEL……………………….Argo Development Enterprise Limited

Admin ………………………Administrator

Agric………………………...Agriculture

C.R.O…………………..…...Central Registration Office

CWS………………..…….....Central Workshop

Dy. GM……………..….….. Deputy General Manager

Dy. Mgr. …………..…….…..Deputy Manager

E.R.P……………….….……Enterprise Resource Program

G.R.N………………….……Goods Received Note

GM………………….………General Manager

I.S.O………………...…..…..International standard organization

I.T…………………..……… Information Technology

M.I.S ………………….…….Management Information System

Mgr………………….………Manager

R and D……………….…..…Research and Development

KDCL……………….……..Kabiyet Dairies Company Limited

Sr. GM………………….……Senior General Manager

TA……………………….….. Transfer Adjustment

 EXECUTIVE SUMMARY

This internship report contains four chapters in the following order: information about the
organization, Management of the internship exercise, Findings/Observations during internship,
Conclusions, Recommendations and way forward of the internship attachment.

The organization was suitable for internship attachment because it has trained and qualified
personnel additionally, they are so interactive and willing to be consulted.

I learnt the following skills during field attachment: entering sales, entering PAYE computations,
entering incomes in computer system using ERP, preparation of party reconciliation statements,
and filing of various important documents systematically in their respective files

The government should maintain restriction on the importation of Dairies into the country in
order for the Dairies locally produced to be fully consumed hence facilitating the development of
the Dairies industries in KENYA.

It is advisable that students who will carry out future field attachment should be willing and
interested to learn more to enhance their preparation of their respective career
 CHAPTER ONE: INTRODUCTION

1.0 Introduction

The attachment report was made after having internship with Kabiyet Company Ltd particularly
in Finance Departments from November to January.

This chapter contains the following background of internship; background of the

organization; location; mission; gender in the organization; organization structure; and other
main activities carried out by the organization.

1.1 Objectives of the Internship

 Gain early understanding and appreciation of the practical life real-life situation
challenges associated with application of the theoretical knowledge acquired.
 Develop expected professional self-awareness, internalization of career job requirements
and experience.
 Develop and acquire critical skills needed to proactively observe and analyze
problems/challenges encountered while executing career duties and responsibilities at
work.
 Student gain knowledge about practical aspects of functioning of an organization on the
domestic and foreign markets with a special emphasis on finance/ accounting
management in public administration, private sector, non-governmental organizations,
self-employment and other.
 Student knowledge about performing specific tasks and develop problem identification
and problem-solving skills in finance management /accounting.
1.2 Scope of Internship

1.2.1 Content Scope

This internship aimed at providing the students with necessary knowledge and skill in line with
his field of accounting and finance, the intern intended to provide quick response to the public
and as well market the activities of the organization .This enable the student to generate practical
skills from the respondents in the various directorate and department of organization.
1.2.2 Duration Scope

The intern intended to utilize the time allocated to him in practice accounting concepts as well as
transferring theory into practical’s, Reconciling bank statements, client’s brief, writing monthly
financial reports. Therefore theses were executed in the period of 16 thNovember to 22st January
as it was allocated by the organization.

1.2.3 Geographical Scope

The organization is located at Kabiyet division, Nandi North district. P.O. Box 195-30302
Kapsabet with various Retail outlets within Nandi, Uasin Gishu and Kisii Counties of Kenya.

1.3.0 Organization Profile

1.3.1 Background of the Organization of Internship

Kabiyet Dairies Company Limited was established in 2005.It was the first Dairies to be
established in the in Kabiyet Division and at Nandi North District.

With vision and energy, it slowly expanded it to a point of it producing a feed mill and a factory
for manufacture of milk products as yoghurt among others.

KDCL had a task of developing the local skills and training the KENYANS managerial
staff as a majority of senior staff had left the country. The corporation has braved all
adversities and is now looking forward to a good and a bright future.

1.3.2 Location

It is located along Eldoret-Kapsabet road, 45 kilometers from Eldoret town.

1.3.3 Mission

To produce high quality milk in kabiyet centre to satisfy its customers and provide fair return on
capital employed through dedicated employees and team work.
1.3.4 Gender in the Organization

The company has over 250 employees; Figure 1.1 illustrates that 10% are females while 90% are
males. The female employees handle clerical and receive milk while male employees do menial
tasks

FIGURE 1.1 SHOWING EMPLOYEES BY SEX

1.3.5 Organizational Structure

The Managing Director heads the company. The Chief Executive oversees the day-to-day
activities through 7 General Managers of milk Factory, Administration, Material, Transport and
Finance. The company over 200 employees.

The functional areas of the organization are as follows;

Human Resource Department deals with recruitment, welfare, training, ethics, retirement and
dismissal of employees.

Finance Department is responsible for financial management of thecompany.

Sales and marketing Department is responsible for marketing the company products in the
local and international market.
Audit Department ensures that the company policies are implemented and all things are done
in the right manner through verifications, research and procedures.

There are other departments like out growers, administration and information technology.

The organizational chart is presented by figure 1.2

FIGURE 1.2: ORGANIZATION STRUCTURE

Board of Directors

Manager

Chief

Executive (CE)

accountant

Assistant accountant

G.M Security

Clerks
Sales
Marketing
1.3.7 Clients/Stakeholders of the Organization

A stakeholder could be an individual or a group of people who are interested in the business; the
people who are stakeholders can be affected by the business activities. There are internal and
external stakeholders;

Owners. Owners are the people who are interested in the business and focused or interested in
making the profit from the stakeholders. The company currently is owned by the shareholders
and Government.

Employees. Employees or workers are the people who are working for the business and are
interested in earning the high wages such as machine operators recording of milk and
transporters.

Customers. Customers are the people who are ready to buy the business products, customers
expect to buy the best quality from that business but at reasonable prices. Example of customers
include; Kabiyet Boys High School.
 CHAPTER TWO: MANAGEMENT OF THE PRACTICUM EXERCISE

2.0 Introduction

This chapter details the scope of operations of the Finance Department by bringing out role of
the Department and specifically will focus on the role of the Finance department, details the
organization of the internship exercise right from the induction exercise to the farewell meeting
after the practicum and specifies the roles of both the site supervisor and the session supervisor.

2.1 The Role of the Finance Department

The Finance department shall-

 Manage all Finance activities of the company except adjudication and award of contracts;
 Support the functioning of the Finance committee
 Implement the decisions of the Finance committee
 Check and payment Vouchers of company clients
 Prepare Payment documents
 Prepare purchase vouchers and any other contract document
2.2 Reporting and Induction by the Organization.

I reported on 16th-November- 2020 to the reception where the Internee Manager addressed me
and other interns. His address was directed towards enlightening all the interns on the selection
criteria that was employed for selecting successful interns, the acceptable dressing code, code of
conduct where at all times all members of the KDCL are expected to be presentable even when
not at work and at all times hold a high impeccable standard character-wise.

I was also enlightened about the possibility of being retained once I performed profoundly best
since Kabiyet Dairies Company limited seeks to achieve the best out of me.

The other issue of focus was the procedure followed in the stores to manage and control
transactions which is mainly done through the ERP10 software that enhances the coordination of
Accounts activities in all the companies under SCUOL both in the headquarters and the outside
bureaus.

2.3 The Department to Which I Assigned at the Work Place

2.3.0 Category of the department

The department I was a signed to the finance department specifically under finance unit called
Accounts.

2.3.1 Duties of the Finance department:

The Finance department at Kabiyet dairies company limited has mandate to carry out the
following duties;

 Receipt of all the stock items supplied Kabiyet dairies company limited following
acceptance of the stock items upon their conformity with the specifications as specified in
the purchase order and the purchase contract.
 To prepare periodic report on the stores operations to be presented to the Chief Executive
Officer.
 It is mandated to manage all requisitions for stock items by the user departments and
issues while utilizing the stock control policies in order to leverage value for money and
improve on productivity.
 They are also mandated to ensure that proper documentation regarding sale of scrap items
is generated for example Tax invoice.
 Carry out supplier reconciliation in order to sort out those particular supplier invoices for
which payment against them has not been affected and is long overdue.
 They are also responsible for maintaining a proper office layout, coding system and
allocation of space to every office item for efficient operations for example order picking.
2.3.2 The title of the head of the Finance department

The title of the head of finance is G.M Finance.

2.3.3 The responsibilities that I was assigned:

 Reconciling of bank statements to bring them in agreement with the bank books of
Dairies Corporation KENYA limited.
 Milk recording under reception department.
 Bank reconciliation of various banks.
 Payroll processing for farmers and staff.
 Stock taking under feed mill department.
 Posting of payment vouchers to general ledger book.
 Agro vet sales and stocktaking under agro vet department
 Preparation, generation and posting of Tax invoices relating to Payee, Withholding tax
and excise tax
 Carrying out supplier reconciliation in order to filter out those supplier invoices for which
payment has not been effected against.
 Data entry for both days worked in a week and overtime for employees of the company.
 Reviewing entered data for identification of any data entry errors for example wrong
treatment.
2.3.4 Offices that I have worked with and what they do

1. Accounts; this manages all Accounting activities in Kabiyet dairies company limited
2. Payroll department; this office is responsible for processing of employee salaries
including advance payments, gratuity and end of contract fee/payment
3. The human resource office; is responsible for human resource planning and ensuring
that all the human resource requirements of KDCL.
4. Procurement; this manages all purchasing activities in KDCL company
5. Sales and marketing department, this manages the sales and marketing activities of
KDCL.
 SAMPLE OF PAYMENT VOUCHER

SAMPLE OF FILLED PETTY CASH BOOK

2.3.5 Relationship with other officers in executing
They were supportive and encouraged me to ask as many questions as I could about the subject
of Finance management in order to enhance my learning experience and in addition, I was
assured that every member of the Account staff would be glad to give a response to my
questions.

I had to accord these officers with respect because each of them was my immediate supervisor
and was tasked to assess my performance mainly in terms of dressing and behavior and attitude
to words work for example the stores staff.

They were friendly and supportive to the extent that there was no significant line delineating me
as an intern and them as KDCL staff as they ensure that I felt at home at all-time specifically by
assuring me that by the fact that I was doing my practicum at Kabiyet dairies company limited, I
was a member of the KDCL family for the whole of my internship period.

2.4 The Role of the Site Supervisor

The site supervisor among other duties performs the following role;

 Orienting me at the beginning of the practicum by taking me through the policies and
procedures of the stores operations, goals and objective of KDCL
 To assign work tasks to interns and fore see the performance of this tasks by interns by
guiding in time s where a challenge is met.
 Verifying and posting entered data on receipts and issues of stock items.
 Assessing my performance from time to time during the internship period with
consultation with the university supervisor.
 To complete a final evaluation form at the end of the internship.
 Discuss and develop a schedule and work plans with the students.
2.5 The Role of the College Supervisor

 To prepare the intern mentally for the practical field experience and in addition clear the
high expectations and illusions that may be possessed by the student.
 To assess the performance of the intern during the entire internship exercise.
 The College supervisor acts as a coordinator between the College and the sight
organization for the practicum.
 Assessing the internship environment on the grounds whether it is availing the student
with and objective learning opportunity for easy bridging of the gap between theory and
practice.
 To receive and mark student reports.
 CHAPTER THREE: FINDINGS AND OBSERVATIONS

3.0 Introduction

This chapter contains lessons; experiences; new knowledge and skill gained; most interesting
experiences

3.1 Knowledge and Skills Acquired

3.1.1 Knowledge

I acquired knowledge of doing the following;

 I have mastered how to use ERP software for Accounts operations of maintaining
stock cards, supplier reconciliation among others.
 I have gained knowledge on how Accounts operations are carried out in a profit
making company. Additionally I have gained immense knowledge on the
acceptable code of conduct and dressing code in an office environment in order to
be presentable and not to offend any colleagues.
 I have gained knowledge on how bid evaluation is managed and executed in a
profit making company where the focus is on reducing bureaucracy while
leveraging benefit to the company.

3.1.2 Skills

I learnt the following skills during:

 Computer skills on Microsoft packages of excel, word, internet skills the

operations of the different applications within Microsoft ERP and in addition how
to operate other office equipment like photocopying machines among others.
 Relationship-wise, I have gained interpersonal skills that have enhanced the
completion of my practicum.
 In all the tasks I performed upon completion I had to report on the final output
hence availing me with the platform of developing my Reporting skills.
  During the course of the exercise, I was able to take accurately ethical decisions
 Arrangement and Filing of taxes like VAT; Withholding Tax and PAYE based
on Bill payment number (BPs) and at the end I learnt filing skills.

3.1.3 How I Intend To Utilize What I Have Learnt For My Professional Development.

I was better prepared since the following course units were related to the field of work
namely ; foundation of finance , principles of management , information technology, business
communication skills , business law and company law. These course Units helped me in easing
my work for example in carrying out Party reconciliation statements, Balance salary payable
accounts, and Passing purchase bills. This will help me to favorably compete on the labor market
in the country due to different skills and knowledge acquired from internship and this will help
me to develop my professional more.

3.2 Personal Contribution to the Organization

I was able to increase on the efficiency and effectiveness in the execution of company work
as well as meeting the required deadline in areas of making salary reports, making payroll and
tax process. This came when I serve to increase on the manpower available the Accounts Unit.

3.3 Challenges Noticed During Internship That Are Affecting;

3.3.1 The Company

 Lack of enough working space in most departments which hinders employees in

performing well certain activities. .
 Competition from other Dairies producing companies such as Tanykina Dairies, Tarakwo
Dairies.
 The passwords given to the accounts staff are given restrictively which restricts their
work.
 Fraud committed by untrustworthy employees like recording wrong figures intentionally.

3.3.2 The Workers:

  Low salaries to causal workers such as cleaner, cane cutter andsecurity providers
 Poor accommodation characterized of old building.
 Poor feeding of workers mainly workers of the organisation feed on Posho and Beans.
 Language barrier is also another problem facing the accounts due many tribes in the
company.
3.3.3 The Internee:

 The time period for which I was accepted to do the practicum at KDCL was quite short
(12 weeks) for me to be able to understand all the processes, procedures on operations of
the Accounts function
 I also encountered constant challenging circumstances mainly during data entry; there
was no standard format of Entering transaction vouchers.
 Some of the doors to some offices had security control installations that required swiping
a security access card for the doors to open and yet as an intern I was not issued with this
access card
 Language barrier since the company is multinational

 I also faced a problem of getting where to carry out this exercise.

 Sometimes there is network failure which results in pending of my assignments.
 CHAPTER FOUR: CONCLUSIONS AND RECOMMENDATIONS

4.0 Introduction

This chapter contains management of internship at work place, comment on the findings,
assessment, recommendations and conclusion.

4.1 Management of Internship at Work Place

KDCL receives and manages students of internship attachment as organization’s employees. I

was received at KDCL even though I had not yet given them my internship placement letter. In
the due course I was entitled to general welfare as staff member.

The staff members in the Finance department were equally my supervisors but the Accounts
head along with the human resource manager were my overall supervisors.

The official reporting time for the company staff is 8:00 am and the official reporting time for
the interns was also the same and the official time for signing out for the company staff is 5:30
pm while the interns officially were allowed to sign out any time from 5:00 pm.

4.2 Comment on Findings

I learnt the following skills during filing Tax of the company itself, preparation of company
reconciliation statements, and filing of taxes like VAT, Withholding Tax , and PAYE.
However, I faced some challenge while performing tasks at the station, Language barrier since
the company is multinational, Sometimes there is network failure which results in pending of
my assignments.

4.3 Recommendations

4.3.1 Recommendations Suggested for the Improvement of KDCL.

 Constant communication to suppliers for reconciliation of statements of accounts.

 Delay of invoices in the system should be overcome by regular updating of the
system.
 KDCL to acquire a stand by generator even for the company to produce enough
power in order to solve the problem of power cuts.
 4.3.2 Recommendations Suggested for the Improvement of the Future Internship by
Rift Valley Technical Training Institute.

 The college should provide adequate computerized accounting and audit packages in
its curriculum so that students are fully prepared for the work demands .
 As an intern, I would like to recommend that the school should lay out guidelines for our
field supervisors on the areas of interest it feels that a student can acquire enough
practical skills.
 I would advise the college to allows this activity (Attachment) to take place twice in the
learning years of the students because three months are not enough for a student to have
practical understanding each and everything conducted by the organization.

4.4 Assessment of Internship Experience in Organization

In my field attachment, I found out that practical skills cannot be acquired by just reading
textbooks and attending lectures only but one needs field attachment to skills, knowledge and
experience real life of work such as Bank statement reconciliation skill, filling, Recording,
Printing and photocopying and computer skills like running different computer software
application e.g. Payroll master, Ms. Excel.
4.5 Conclusion

All in all the attachment practicum I conducted at Kabiyet dairies company limited availed me
with the tools, people, processes with which I was able to practically understand the link between
what I learned in school within the scope of Accounting and finance specifically in the areas of
Accounting, procedural manuals, stock control policies relating to inspection, verification, Bank
reconciliation, Drawing accountability, Payroll processing, stock taking and record keeping
particularly maintenance of the Payment vouchers and above all maintenance of ethical code of
conduct while executing the different task and while with emphasis on how to relate with other
employees in an organization.
 REFERENCES

1. Beatrice Jepkoech Rono.

Kabiyet Dairies Co.Ltd.

(Chief Accountant)

Tell: 0721367654.

2. Felix Korir
Kabiyet Dairies Co.Ltd.
(Asst.Accountant)
Tell: 0101090587.
3. Cosmas Lagat
Kabiyet Dairies Co.Ltd.
(Manager).