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Resources used in the Accounts Office
- 1. RESOURCES USED IN THE ACCOUNTS OFFICE Section 9 Objective 4 Ayanna Charles-Ford
- 2. Introduction • Equipment has made it possible for business operations to become more effective and efficient.
- 3. • Some equipment can perform several functions, and as such the equipment that is acquired by a firm depends on factors such as – the size of the business – the available capital – the types of activities carried out by the firm – the need for specialization and modernization.
- 4. Hardware and Software Resources Hardware •Calculator •Adding machines •Computers •Printers •Photocopiers •Scanners Software •Computer software – Quickbooks – Peachtree – Payroll software – Spreadsheet, e.g. Microsoft Excel
- 5. Calculators • Simple calculators process numbers, work out percentages and have a small memory and a display panel. • Many used in an accounts office will also carry out more complicated calculations such as cash flow and compound interest.
- 6. Functions of adding machines • To print out any amounts without adding them. • To add any amounts without printing them. • To print and add recurring amounts. • To print progressive totals and retain the adding mechanism. • To do calculations related to accounting
- 7. Functions of computers • To retrieve stored information and print selected matter on paper, e.g. payroll records, invoices and book-keeping records.
- 8. Functions of printers and photocopiers • Printers: to print copies of accounting documents from a network. • Photocopiers: to produce exact copies (replicas) of documents at original, reduced or enlarged sizes.
- 9. Software resources • In most accounts offices, the computers undertake accounting tasks by using a special accounts software package. This may be customised to suit the needs of the business.
- 10. REFERENCES • Carysforth, C. et al (2012). Office Administration for CSEC – A Caribbean Examinations Council Study Guide, Nelson Thornes UK. • Ramtahal, F. (2013). Office Administration, (2nd ed.) Caribbean Educational Publishers Trinidad.