Foundation Stage (AAT Level 2 NVQ/SVQ in Accounting) - Detailed Syllabus

 

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Unit 1 Recording Income and Receipts

Element 1.1 Process documents relating to goods and services supplied

Performance Criteria

In order to perform this element successfully you need to:
A. Accurately prepare invoices and credit notes in accordance with organisational
requirements and check against source documents
B. Ensure invoices and credit notes are correctly authorised before being sent to customers
C. Ensure invoices and credit notes are correctly coded
D. Enter invoices and credit notes into books of prime entry according to organisational
procedures
E. Enter invoices and credit notes in the appropriate ledgers
F. Produce statements of account for despatch to debtors
G. Communicate politely and effectively with customers regarding accounts, using the relevant information from the aged debtors analysis

Range Statement

Performance in this element relates to the following contexts:

Invoices and credit notes: •Pricing •Price extensions •Discounts •VAT	Ledgers: •Manual main ledger •Manual subsidiary ledger •Computerised ledgers
Source documents: •Quotations •Purchase orders •Delivery notes •Sales orders	Statements: •Manual •Computerised
Coded: •Manual systems •Computerised systems	Communicate: •Respond to queries •Chase payments
Books of prime entry: •Manual sales daybook •Manual sales returns daybook •Relevant computerised records

Element 1.2 Process receipts

Performance Criteria

In order to perform this element successfully you need to:
A Check receipts against relevant supporting information
B Enter receipts in appropriate accounting records
C Prepare paying-in documents and reconcile to relevant records
D Identify unusual features and either resolve or refer to the appropriate person

Range Statement

Performance in this element relates to the following contexts:

Receipts:
•Cash
•Cheques
•An automated payment

Accounting records:
•Manual cash book
•Manual main ledger and subsidiary ledger
•Computerised records

Unusual features:
•Wrongly completed cheques
•Out-of-date cheques
•Credit and debit card limits exceeded
•Disagreement with supporting documentation

Unit 2 Making and Recording Payments

Element 2.1 Process documents relating to goods and services received

Performance Criteria

In order to perform this element successfully you need to:
A. Check suppliers’ invoices and credit notes against relevant documents for validity
B. Check calculations on suppliers’ invoices and credit notes for accuracy
C. Identify and deduct available discounts
D. Correctly code invoices and credit notes
E. Correctly enter invoices and credit notes into books of prime entry according to organisational procedures
F. Enter invoices and credit notes in the appropriate ledgers
G. Identify discrepancies and either resolve or refer to the appropriate person if outside own authority
H. Communicate appropriately with suppliers regarding accounts

Range Statement

Performance in this element relates to the following contexts:

Documents: •Orders •Suppliers’ invoices •Delivery notes •Credit notes	Books of prime entry: •Manual purchases day book •Manual purchases returns day book •Relevant computerised records
Calculations: •Pricing •Price extensions and VAT •Bulk, trade and settlement discounts	Ledgers: •Manual main ledger •Manual subsidiary ledger •Computerised ledgers
Code: •Manual systems •Computerised systems	Discrepancies: •Incorrect calculations •Non-delivery of goods charged •Duplicated invoices •Incorrect discounts
Discounts: •Settlement	Communicate: •Orally •In writing

Element 2.2 Process payments

Performance Criteria

In order to perform this element successfully you need to:
A. Calculate payments from relevant documentation
B. Schedule payments and obtain authorisation
C. Use the appropriate payment method and timescale, in accordance with organisational
procedures
D. Enter payments into accounting records
E. Identify queries and resolve or refer to the appropriate person
F. Ensure security and confidentiality is maintained according to organisational requirements

Range Statement

Performance in this element relates to the following contexts:

Payments:
•Payroll
•Creditors
•Petty cash

Documentation:
•Petty cash claims
•Suppliers’ statements
•Payslips
•Cheque requisitions

Payment method:
•Cash
•Cheques
•An automated payment

Accounting records:
•Manual cash book
•Manual petty cash book
•Manual main ledger
•Manual subsidiary ledger
•Computerised records

Queries relating to:
•Unauthorised claims for payment
•Insufficient supporting evidence
•Claims exceeding authorised limit

Unit 3 Preparing Ledger Balances and an Initial Trial Balance

Element 3.1 Balance bank transactions

Performance Criteria

In order to perform this element successfully you need to:
A. Record details from the relevant primary documentation in the cashbook and ledgers
B. Correctly calculate totals and balances of receipts and payments
C. Compare individual items on the bank statement and in the cashbook for accuracy
D. Identify discrepancies and prepare a bank reconciliation statement

Range Statement

Performance in this element relates to the following contexts:

Primary documentation:
•Credit transfer
•Standing order and direct debit schedules
•Bank statement

Cash book and ledgers:
•Manual
•Computerised

Discrepancies:
•Differences identified by the matching process
Bank reconciliation statement:
•Manual
•Computerised

Element 3.2 Prepare ledger balances and control accounts

Performance Criteria

In order to perform this element successfully you need to:
A. Make and record authorised adjustments
B. Total relevant accounts in the main ledger
C. Reconcile control accounts with the totals of the balance in the subsidiary ledger
D. Reconcile petty cash control account with cash in hand and subsidiary records
E. Identify discrepancies arising from the reconciliation of control accounts and either
resolve or refer to the appropriate person
F. Ensure documentation is stored securely and in line with the organisation’s confidentiality requirements

Range Statement

Performance in this element relates to the following contexts:

Record:
•Manual journal
•Computerised journal

Adjustments:
•To correct errors
•To write off bad debts

Control accounts:
•Sales ledger
•Purchase ledger
•Non-trade debtors
•Manual
•Computerised

Discrepancies:
•Manual sales ledger and manual purchases ledger control account not agreeing with subsidiary ledger
•Cash in hand not agreeing with subsidiary record and control account

Element 3.3 Draft an initial trial balance

Performance Criteria
In order to perform this element successfully you need to:
A. Prepare the draft initial trial balance in line with the organisation’s policies and procedures
B. Identify discrepancies in the balancing process
C. Identify reasons for imbalance and rectify them
D. Balance the trial balance

Range Statement

Performance in this element relates to the following contexts:

Trial balance:
•Manual
•Computerised

Discrepancies in a manual accounting system:
•Incorrect double entries
•Missing entries and wrong calculations

Rectify imbalances in a manual accounting system by:
•Adjusting errors
•Creating a suspense account

Unit 4 Supplying Information for Management Control

Element 4.1 Code and extract information

Performance Criteria

In order to perform this element successfully you need to:
A Recognise appropriate cost centres and elements of costs
B Extract income and expenditure details from the relevant sources
C Code income and expenditure correctly
D Refer any problems in obtaining the necessary information to the appropriate person
E Identify and report errors to the appropriate person

Range Statement

Performance in this element relates to the following contexts:

Elements of costs:
•Materials
•Labour
•Expenses

Sources:
•Purchase orders
•Purchase invoices
•Sales orders
•Sales invoices
•Policy manual
•Payroll

Information:
•Cost
•Income
•Expenditure

Errors:
•Wrong codes
•Excessive volumes

Element 4.2 Provide comparisons on costs and income

Performance Criteria

In order to perform this element successfully you need to:
A Clarify information requirements with the appropriate person
B Compare information extracted from a particular source with actual results
C Identify discrepancies
D Provide comparisons to the appropriate person in the required format
E Follow organisational requirements for confidentiality strictly

Range Statement

Performance in this element relates to the following contexts:

Information:
•Costs
•Income

Sources:
•Previous period’s data
•Corresponding period’s data
•Forecast data
•Ledgers

Format:
•Letter
•Memo
•E-mail
•Note
•Word-processed report

Confidentiality requirements:
•Sharing of information
•Storage of documents

Unit 21 Working With Computers

Element 21.1 Use computer systems and software

Performance Criteria

In order to perform this element successfully you need to:
A. Perform initial visual safety checks and power up the computer system
B. Use passwords to gain access to the computer system where limitations on access to data is required
C. Access, save and print data files and exit from relevant software
D. Use appropriate file names and save work
E. Back up work carried out on a computer system to suitable storage media at regular intervals
F. Close down the computer without damaging the computer system
G. Seek immediate assistance when difficulties occur

Range Statement

Performance in this element relates to the following contexts:
•Visual safety checks:
•Hardware components
•Plugs
•Cables
•Interfaces

Computer system:
•Stand alone PC
•Networked system

Passwords:
•System
•Software

Difficulties:
•Hardware failure
•Software failure
•Corruption of data

Element 21.2 Maintain the security of data

Performance Criteria

In order to perform this element successfully you need to:
A. Ensure passwords are kept secret and changed at appropriate times
B. Ensure computer hardware and program disks are kept securely located
C. Identify potential risks to data from different sources and take steps to resolve or minimise them
D. Maintain security and confidentiality of data at all times
E. Understand and implement relevant legal regulations Range Statement

Performance in this element relates to the following contexts:

Appropriate times:
•On a regular basis
•If disclosure is suspected

Potential risks:
•Corruption
•Loss
•Illegal copying

Sources:
•Internal
•External
•Viruses
•Poor storage facilities
•Theft

Security:
•Back up copies
•Secure storage
Confidentiality:
•Passwords

Legal regulations:
•Data protection legislation
•VDU regulations
•Health and safety
•Document retention

Unit 22 Contribute to the Maintenance of a Healthy, Safe and Productive Working Environment

Element 22.1 Monitor and maintain a safe, healthy and secure working environment

Performance Criteria

In order to perform this element successfully you need to:
A. Make sure you read, comply with and have up-to-date information on the health, safety and security requirements and procedures for your workplace
B. Make sure that the procedures are being followed and report any that are not to the relevant person
C. Identify and correct any hazards that you can deal with I safely, competently and within the limits of your authority
D. Promptly and accurately report any hazards that you are not allowed to deal with II to the relevant person and warn other people who may be affected
E. Follow your organisation’s emergency procedures promptly, calmly and efficiently
F. Identify and recommend opportunities for improving health, safety and security to the responsible person
G. Complete any health and safety records legibly and accurately III

Range Statement

Performance in this unit relates to the following contexts:

Emergency procedures:
•Illness
•Accidents
•Fires
•Other reasons to evacuate the premises IV
•Breaches of security

Explanations or examples of terms used:
I For example, trailing cables, filing cabinet drawers left open or windows being left unsecured
when the premises are left unattended
II For example, frayed cables, broken windows or a suspicious stranger on the premises
III For example, accident reports
IV For example, bomb threats
(For guidance only, not part of the standards.)

Element 22.2 Monitor and maintain an effective and efficient working environment

Performance Criteria

In order to perform this element successfully you need to:

A Organise the work area you are responsible for, so that you and others can work efficiently V
B Organise the work area you are responsible for, so that it meets your organisation’s
requirements VI and presents a positive image of yourself and your team
C Identify conditions around you that interfere with effective working VII
D Put right any conditions that you can deal with 8 safely, competently, within the limits of your authority and with the agreement of other relevant people
E Promptly and accurately report any other conditions 9 to the relevant person
F Use and maintain equipment in accordance with manufacturer’s instructions and your organisation’s procedures

Range Statement

There are no additional contextual requirements for this element.

Explanations or examples of terms used:
V For example, having your most used filing cabinet within easy reach of your desk
VI For example, respecting your organisation’s guidelines on displaying posters, pictures or
photographs
VII For example, bright sunlight, office temperatures too hot or too cold, or the layout of the
office that may not support efficient working
VIII For example, adjusting the heating
IX For example, reporting that the heating or air conditioning is not working
(For guidance only, not part of the standards.)

Unit 23 Achieving Personal Effectiveness

Element 23.1 Plan and organise your own work

Performance Criteria

In order to perform this element successfully you need to:
A Identify and prioritise tasks according to organisational procedures and regulatory requirements
B Recognise changes in priorities and adapt resources allocations and work plans accordingly
C Use appropriate planning aids to plan and monitor work progress
D Identify, negotiate and co-ordinate relevant assistance to meet specific demands and deadlines
E Report anticipated difficulties in meeting deadlines to the appropriate person
F Check that work methods and activities conform to legal and regulatory requirements and organisational procedures

Range Statement

Performance in this unit relates to the following contexts:

Tasks:
•Routine
•Unexpected

Planning aids:
•Diaries
•Schedules
•Action plans

Appropriate person:
•Line manager
•Project manager
•Colleague(s) relying on the completion of your work

Element 23.2 Maintain good working relationships

Performance Criteria

In order to perform this element successfully you need to:
A Communicate with other people clearly and effectively, using your organisation’s procedures
B Discuss and agree realistic objectives, resources, working methods and schedules and in a way that promotes good working relationships
C Meet commitments to colleagues within agreed timescales
D Offer assistance and support where colleagues cannot meet deadlines, within your own work constraints and other commitments
E Find workable solutions for any conflicts and dissatisfaction which reduce personal and team effectiveness
F Follow organisational procedures if there are difficulties in working relationships that are beyond your authority or ability to resolve, and promptly refer them to the appropriate person
G Treat others courteously and work in a way that shows respect for other people
H Ensure data protection requirements are followed strictly and also maintain confidentiality of information relating to colleagues.

Range Statement

Performance in this unit relates to the following contexts:

Communicate:
•Face-to-face
•By telephone
•By fax
•By e-mail
•By creating word-processed documents

Other people:
•Those familiar with the subject matter
•Those not familiar with the subject matter

Assistance and support:
•Personal
•Practical

Difficulties in working relationships:
•Personality
•Working style
•Status
•Work demands

Element 23.3 Improve your own performance

Performance Criteria

In order to perform this element successfully you need to:
A Identify your own development needs by taking into consideration your current work activities and also your own career goals
B Define your own development objectives and, where necessary, agree them with the appropriate person
C Research appropriate ways of acquiring new skills and knowledge
D Ensure that development opportunities are realistic and achievable in terms of resources and support from relevant persons
E Review and evaluate your performance and progress and also to agreed timescales
F Monitor your own understanding of developments relating to your job role
G Maintain and develop your own specialist knowledge relevant to your own working environment
H Undertake learning that will help you improve your performance

Range Statement

Performance in this unit relates to the following contexts:

Identify your own development needs:
•Through training
•Through discussions
•Self-study of relevant materials

Performance and progress are reviewed and evaluated:
•By self
•In conjunction with others

Ways of acquiring skills and knowledge:
•Courses
•Internet
•Journals/ trade publications
•Books
•Through colleagues
•Observation