Financial Records Maintaining Stock Registers School Registers

1. Presentation on:
Financial Records
Maintaining Stock Registers
School Registers
School Management

2. List of Contents
 Introduction to Records
 Concept of School Records:
 Financial Records
 Nature of Financial Records
 Objectives of Financial Statements
 Types of Financial Records that Every Schools Must
Maintain
 Characteristics of Financial Record
 Maintaining Stock Registers
 School Registers
 Types of School Registers

3. Introduction to Records
A record is a written account of facts Record keeping is the art of storing
information for reference purpose.
 For providing evidence
 For reports writing
 For decision making
 For planning purposes
 For guidance and counseling

4. Concept of School Records:
 School records include books, documents, diskettes and files that contain
information on what goes on in school as well as other relevant information
pertaining to the growth and development of the school
Types of School records:
 General Records --Educational Records **Correspondence Records
 Financial Records --Equipment Records

5. Financial Records
Financial Records
 Means any original written or electronic document in the custody of a financial
institution.
 Are records of school income and expenditure, and school assets
Different types of records kept by a school as record of school financial activities
are:
 Bank statement
 Receipt book for all income
 Receipts, invoices,
 Monthly financial reports
 Annual Budget

6. Nature of Financial Records
According to John N. Myer,
“The financial statements are composed of data which are the result of
combinations of:
 Recorded Facts
 Accounting Conventions
 Postulates:
 Personal Judgments

7. Recorded Facts
 The term ‘recorded facts’ refers to the data taken out from the accounting
records
 The records are maintained on the basis of actual cost
 The figures of various accounts such as cash in hand, cash in bank, bills
receivables, etc. are taken as per the figures recorded in the accounting books.
 As recorded facts are not based on replacement costs.
 The financial statements do not show current financial condition of the
concern.

8. Accounting Conventions:
 Certain accounting conventions are followed while preparing financial
statements.
 The convention of materiality is followed in dealing with small items like
pencils, pens, postage stamps, etc.
 These items are treated as expenditure in the year in which they are purchased
even though they are assets in nature.
 The use of accounting conventions makes financial statements comparable,
simple and realistic.

9. Postulates
 The accountant makes certain assumptions while making accounting records.
 Accounting assumptions are made that the enterprise is treated as a going
concern.
 The other alternative to this postulate is that the concern is to be liquidated,
this, is untenable if management shows an intention to liquidate the concern..

10. Personal judgement
 Personal judgment plays a vital role in the preparation of financial records and
financial statements.
 Application of various accounting concepts and conventions depends upon the
personal judgement of the management accountant.
 Different meaning and results can be obtained from the financial statements of
the same company.

11. Objectives of Financial Statements
 These statements show an accurate state of a company's economic assets and
liabilities.
 External stakeholders like investors and authorities do not possess this
information otherwise.
 Shareholders and investors can use this data to make their financial decisions..

12. Types of Financial Records that Every Schools Must Maintain
Financial records usually maintained by a school include the following:
 Acquaintance Roll
 The cash book
 Contingencies register
 Fee collection Register

13. The Cash Book
 This register records every financial transactions of any sort that takes place in
the school.
 These receipts are entered on the credit side and corresponding expenditures
are entered on the debit side.
 The cash book should be balanced at the end of each month and should be
posted daily.
 Fees and other amounts collected from students should not be kept with
teachers or with the principal.

14. Contingencies Register:
 This register maintains records of all expenditure on equipment, repairs to
buildings, rents for buildings, stationary books purchased for the library.
 Fee Collection Register:
 This register maintains a record of all details concerning fees paid by each
student.
 Teachers or clerks collecting fees should always be very careful to give receipts
to pupils.

15. Acquaintance Roll
 These show salaries paid to teaching and non-teaching staff, number of
working days for which a teacher has been employed ets.
 It is necessary to mention here that no staff member should sign the
acquaintance roll

16. Characteristics of Financial Record
Relevance
Relevance refers to how helpful the information is for financial decision-making
processes.
For accounting information to be relevant, it must possess:
 Confirmatory value – Provides information about past events
 Predictive value – Provides predictive power regarding possible future events
 Accounting information is relevant if it can provide helpful information about
past events.
 It can help in predicting future events or in taking action to

17. Attractive:
 The financial statements should be prepared in such a way that important
information is underlined so that it attracts the eye of the reader.
Easiness:
 Financial statements should be easily prepared.
 The size of the statements should not be very large.
 This will enable the saving of time in preparing the statements.

18. Comparability
 Financial statements should be presented in such a way that they can be
studied comparatively with their previous years.
 By comparing the current figures and figures of the past years, the current
status of any institution can be ascertain.
 It is the qualitative characteristics of financial statements comparability.

19. Accuracy
 In the financial statements, the information given should be the current state of
the institution.
 Legal liability may also arise when giving false information.
Reliability
 Qualities of financial statements that make them reliable.
 Trusted financial statements should be used for decision making.

20. Maintaining Stock Registers
The register is a book that contains important information. It has a list of dates,
events, or any other information. The register is some official list or record of
names or items.
Definition of Stock Register
 Stock Register may be define as live document/file/software record which is
used for maintaining company’s stock.
 It is based upon live updated of addition of incoming stock (Purchase) and
subtraction of issuing stock (Sale).

21. Maintaining Stock Registers
Stock Register in School
 Stock Register keeps information of all the movable property of the school.
Head of institution should check this register physically at least once in a year.
The register should contain the following information
 Name of the article
 Quantity of the articles
 Date of purchase
 Name of the firm which supplied the articles.
 The authority ordering purchase,
 Signature of the authority.

22. School Registers
School registers are mostly books, documents and files in which information
of school regarding academic and non-academic activities, important events are
kept.
 It provides accurate statistical reports.
 It also helps to have a proper control and coordination between HRD elements,
infrastructure, facilities and budgets.
 It is historical record and can be used for checking any information
 They serve as data book on which both school head and staff .

23. School Registers
Purpose
 The purpose of school registers and records is to better organize record
keeping and ensure there is an efficient system for keeping and passing on
information.
Responsibility
 The Head Teacher has the overall responsibility to keep, check and sign all the
registers required.
 Teachers are responsible for maintaining the Attendance Registers for their
classes

24. Types of School Registers
 Admission Register **) Registers regarding parents
 Attendance register **) Progress report
 The School Calendar **) Purchase records
 Log Book **) Visitors’ book
 Teacher's Attendance Register **) Reports to the Parents
 Cash Book: **) Service Book
 Cumulative Record Cards **) Examination registers
 Fee register **) Correspondence registers
 Timetable record

25. Admission Register
 Admission register is a record of all pupils who are admitted to a school.
 According to departmental rules, the register is to be preserved permanently
in the school.
 It is essential that it should be got specially bound and kept in safe custody.
 The admission register should contain the following items.
 The serial number and name of the pupil.
 His father's name, caste, occupation and address.
 His date of birth & Date of admission to the school
 The class to which he is admitted.

26. Attendance Register
 Attendance Register is an important register which is maintained in each class
and section,
 The names of the pupils on the roll of the class or section, during a month.
 The attendance is marked in the beginning of the school hour.
 Besides this it also provides us with many other details like Students' address,
admission number details for quick reference.

27. Attendance Register
Rules and procedures:.
 The presence of a student is marked with ‘p’, absent with ‘a’ and leave with ‘L’.
 In case a child was given present though is not physically present because of
administrative reasons e.g. for result preparation days the presence is marked
as dot.
 If a child is absent for more than 15 days his name will be struck off.
 Leave up to two days duration is granted by Class Teacher and leave beyond
that limit has to be authorized by the principal.

28. Attendance Register
Rules and procedures:.
 An attendance register is to be kept in the place provided for it in the office
after the use.
 Any absence of a student beyond 10 days has to be brought to the notice of
the principal.
 Everyday attendance is to be taken before the assembly and after the break
without fail.

29. The School Calendar
 The school calendar is a mirror where the probable dates of various events and
activities to be done during the coming session are reflected.
It should contain the following Stems of information.
 Dates of the meetings of the school and faculty committees,
 Teachers' Associations, different societies, school excursions and educational
tours, school tournaments.
 Dates of important school functions like the annual prize day.

30. Log Book:
 The Log Book should contain a complete record of the important events that
occur during the session.
 It should also contain the history of the school of a particular year.
 The headmaster is the only authority to make entries in this book.

31. Teacher's Attendance Register:
 To record the daily attendance of the teachers, schools maintain the teacher's
attendance register.
 Time of arrival of the late comers should be indicated. Leave taken by the
teachers during the month holidays should be written on it..
 When the first period starts, it should go to the headmaster for verification.
Fee register
 When pupils pay fee, the details of the payment are entered in a register and
receipt issued.

32. Cumulative Record Cards:
 A document in which the relevant information about particular students at one
educational institution is recorded cumulatively.
 This gives a complete and growing picture of the individual student.
 It follows the pupil from class to class and from school.
 It provides a comprehensive picture of the all round development of the
personality of the child
 It is a very important record which should be maintain in every school.

33. Timetable record
 The teachers should learn the process of constructing a class timetable.
Examination registers
 The marks and progress of the pupil entered in a register.
Correspondence registers
 All relevant letters received from parents as well as replies sent to these should be
recorded.
 Orders, circulars and notices are also be safely kept in files.

34. Purchase records
 When articles are bought receipts, vouchers, cash memo etc. should be obtained
and keep in the office for future reference.
Registers regarding parents
 The authorities may invite the parents of the pupil on all important occasions and
this register is very helpful to the teachers at this time
Progress report
 After every examination a detailed report is sent to the parents. This is done either
by a progress report card or in school dairy.
Visitors’ book
 Visitors, inspectors and guests pay visit to the school and their opinions and
suggestions are recorded in this book

35. Service Book
 The service book contains the service history of the employees.
 Information like the employee's date of appointment, his date of birth,
educational qualifications and educational qualifications
 The original service book is kept in the custody of the headmaster in the
secondary school.
 The authorities should duly verify the service book and make necessary entries.

36. Thank You