KEY RESULT AREAS FOR BOOKKEEPER (Updated March 2011)

Objectives
• To ensure that the Bookkeeper adequately carries out his duties proficiently, diligently and timely.
• To ensure that the Bookkeeper carries out his duties in a manner consistent with PM Manufacturing Financial Systems, Policies
and Procedures.
• To ensure that the Bookkeeper carries out his duties in a manner consistent with PM Manufacturing corporate objectives.
Item Key Result Deliverable Activity Don Frequency Weig
# Area e ht
(Y/N
)
1. Financial • To produce 1. Extract trial balance ex Pastel & review all Weekly 30%
Management monthly balances for consistency and reasonableness.
management 2. Compute overall GP% to ensure consistent with Weekly
accounts timely company standard & investigate any variances.
and accurately by 3. Quantify variances e.g. monetary impact and Weekly
the 4th day of the effect on GP% of stock clearance sales or special
following month. deals at discounted prices. Monthly
All nominal 4. Accrue all unpaid expenses for the month,
accounts to be ensuring to reverse accrual upon actual payment. Monthly
closed in Pastel by 5. Prepare & post the payroll journals. Monthly
th
the 10 of every 6. Reconcile all payroll control accounts, ensuring
month. that only the unpaid amounts for the month such as
• To reconcile all PAYE & NSSA remain in the accounts. The amounts Monthly
control accounts. should clear to “nil” upon payment. Monthly
• To reconcile all 7. Ensure debtors and creditors ledger balances
creditor balances agree to listings. Weekly
to supplier 8. Prepare creditors reconciliations between
statements. statement balance and creditors ledger for all
• To reconcile all creditors.
9. Review debtors age analysis for accuracy Monthly
debtors.
• To compare ensuring that there are no mis-posts & that all
payments have been allocated to correct periods. Weekly
actual
performance Ensure that there are no unallocated payments as
these would distort the ageing. Monthly
against budget.
10. Prepare & post depreciation journals & ensure Weekly
accuracy of the fixed asset movement schedule. Weekly

PM MANUFACTURING |Key Result Areas – Bookkeeper 1

 11. Prepare monthly bank reconciliations & ensure
they are signed by the Commercial Director.
12. Prepare management accounts in the prescribed
format.
13. Prepare a budget variance report.
14. Review all key ratios & ensure they are in line
with standard key ratios.

Item Key Result Deliverable Activity Don Frequency Weig

# Area e ht
(Y/N
)
2. Debtors Reduce debtors days Statements are sent to debtors every Friday. Update Daily 10%
to 30 days in order to and action for follow is provided every Monday, follow
improve cashflow. up daily to the respective people
3. Creditors Timely payments Creditor payments are processed every first week of Weekly 10%
ensure that all the month for the bulk orders. Small local order
purchases are linked purchased mid month.
to the forecasts and
budget.
4 Cashflow Timely preparation of It is critical that the administration gives analysis of Daily 15%
cashflow and cashflow priority on a daily basis. Advise availability of
management of funds funds and when orders are placed the administrator
coming in and going needs to plan for the funds
out for payments.
5. Statutory Deadline for VAT, Statutory payments are mandatory and deadlines must Monthly: 10%
Payments QPD, NSSA, PAYE AND be met without any exceptions as failure to adhere can VAT 15TH
NEC lead to serious penalities. Failure to compile to this QPD
requirement will not be acceptable for any reason quarterly on
whatsoever it is imperative that the deadlines are the 25th .
adhered to. PAYE 8th
NSSA 8TH
NEC 8th
Above
deadlines are
our internal
deadlines.

PM MANUFACTURING |Key Result Areas – Bookkeeper 2

6. Budget Monitoring that all Continuous monitoring of expenses and G.P. Timely Monitoring 15%
payments are within updates are essential especially on the progression of daily on G.P.
budget and devise the targeted G.P.
possible cost cutting
measures. Always
reduce costs to match
G.P. in need be to
avoid a loss making
position. Pro
activeness is essential
in order to achieve
tight budget controls.
Aim should be to
spend within the G.P.
Item Key Result Deliverable Activity Don Frequency Weig
# Area e ht
(Y/N
)
7. Other Duties • Ensure The finance department is responsible for all finance Daily, weekly, 10%
adherence of and administration work. Costing and check that all monthly,
finance goods received are updated into the system and that quarterly and
procedures. all costings are done according to the set G.P. Internal yearly
• Spot checks on audit are especially to ensure that performance is
cash adhered to.
• Spot checks on
stores and
warehouse
• Frequent
checks on all
costings
• In charge of all
stock take
procedures.

Daily checks are essential to ensure that all processes are achieved timeously.

PM MANUFACTURING |Key Result Areas – Bookkeeper 3

Declaration: I agree that all key result areas & tasks have been duly completed

Signed ………………………………………………. Reviewed

…………………………………………………..

BOOKKEEPER COMMERCIAL DIRECTOR

Month ………………………………………………. Month

…………………………………………………..

Date ……………………………………………… Date

…………………………………………………

PM MANUFACTURING |Key Result Areas – Bookkeeper 4