BARABDOS PORT INC. ACCOUNTS DEPARTMENT BY NICOLE GOODING CLERICAL OFFICER

1. BARABDOS PORT INC. ACCOUNTS DEPARTMENT BY NICOLE GOODING CLERICAL OFFICER

2. This section within the port deals the procurement of goods and payment of invoices both local and overseas, billing for services rendered, receipt of payments, payroll and output of financial statements upon request.

3. The Accounts Receivable Section • This section deals with billing for services rendered by the port for all its customers and receipt of payment for said services. • This section uses more than one information: clerical officer/cashier :- ACCPAC billing:- billing console and shift report manager (in house) data entry clerk:- Asgard and ACCPAC

4. The procurement section • The section deals with the purchasing of inventory and supplies from both local and overseas vendors. • This section issues local purchase order or overseas orders from the receipt of requisition which has been approved by the Financial Controller or tender information which would have been approved by the Board of Directors from the required party requesting the goods. • They also are responsible for the issuing of receiving reports for the receipt of goods. • The stockroom clerk issues the receiving reports upon receipt of goods. • This section also manages the stationery which would be requisition when necessary by each department.

5. THE PAYROLL SECTION This section uses their own information system called MICROPAY which is stored on the ACCPAC server because there is the capability to interface with ACCPAC by being able send information straight to the ledger accounts from there.

6. The accounts payables section • This section deals with the payment of both local and overseas invoices for the receipt of goods and services, loans to employees or to lending institutions and other payments. • These payments can be done from within ACCPAC or through the bank with the use of bank letters.

7. There are different modules in ACCPAC and authorisation to these modules are inputted by the administrator from the MIS Department upon the authorisation from the Financial Controller. • Passwords are necessary to access the system and these passwords are given by the administrator to be changed upon signing in the system if so desired.

8. Following are a sample of some screen that you would see.

14. Working in fixed assets • Once the payables section for any given month is completed. The fixed assets section for the current month needs to be updated with new assets should there be new entries from the printing of the asset account numbers, if there are no new assets the depreciation for the month is processed. • If there are new assets they need to be entered into the system before deprecation for that month can be calculated and a separate module to do the task was installed on the ACCPAC server since ACCPAC International does not supply this module with their software.

15. Before entering any new information for an assets one must take into consideration the asset category to which it belongs because different categories carry different rates and depreciation needs to be calculated on the asset correctly for completeness. • After the rate for the specific category is know you now can calculate the depreciation for the asset and then proceed to enter the new information. • The information can then be keyed into the fixed asset module. • This module can also be integrated into ACCPAC as well but it is not used at this time.

16. PRINTING OF FINANCIAL STATEMENTS These statement are printed from ACCPAC but Excel reports used to achieve this. These report are used by both middle management and executive management to make decisions. This information system namely ACCPAC can be said to encompass the diagram from Patterson(2005) on interrelation of informations on page 34.