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AAT Level 1 Unit 2

AAT Level 1 Unit 2. Creating Business Documents. Ground Rules. Don’t mess with your mobile during lesson, if you need to take a call politely ask to step outside Don’t eat or drink. Water’s OK

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AAT Level 1 Unit 2

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  1. AAT Level 1Unit 2 Creating Business Documents

  2. Ground Rules • Don’t mess with your mobile during lesson, if you need to take a call politely ask to step outside • Don’t eat or drink. Water’s OK • If you have something to say speak up, put your hand up, don’t have private chats they’re distracting

  3. Really Important Stuff Breaks and The End Fixed or Flexible? What do YOU think?

  4. Objectives • To identify different types of business document • To identify appropriate style and language within business documents • To be able to produce routine business documents

  5. Business Documentation • What does it have to do with accounting? • Communication • Who with? • Creating a positive, professional impression • Why?

  6. What do you know? • I know the different types of document I will be expected to use in a business setting • I understand when to use each type of business document • I understand the difference between formal and informal communications • I know how to produce standard business documents • I understand why it’s important to check documents for errors

  7. Most Common Documents • Letters • Memos • Reports • Emails Which are used internally and which externally? Examples of when each might be used by an accounts department?

  8. Standard Structure Samuel Motors Back Henry Street Thornbury FY7 1XY Ref: 236 13 October 2013 S Robinson Ashdown Tyres Flyde Road Mythop FY6 2DP Dear Sandra Re Cheque for £35.00 for invoice 236 Many thanks for your cheque which we received this morning. Yours sincerely Mr Smith Accounts Manager Samuel Motors Behind the Chippy On the High Street Cheers Sandra we got your money. Love Tom x

  9. Memo Memo John, tell your staff there’s some training going on in the morning, get them there for 10 To: John Smith From: Abdul Mehmet Date: 10 August 2013 Subject: Excel Training Please remind your staff that the above is taking place at 10.30 in the ground floor training room. Wrong Right

  10. What it is Include Date Report Accounts 2012-13 Prepared for: Samuel Motors Prepared by: JCS Accountancy Who it is for Who prepared it Can include date

  11. Email – How Not To From: abc@net.com To: samuel@grimsby.co Cc: harry@grimsby.co Bcc: patrick@cleethorpes.co; john@rentathug.co Subject: Invoice You still owe us money. Pay it or we’ll take action. Cheers xoxoxox

  12. Email – much better From: abc@net.com To: samuel@grimsby.co Cc: Bcc: Subject: Invoice number 134 Invoice number 134 is now overdue, please pay within 7 days to avoid late payment charges. Kind regards

  13. Activity You are the accounts manager for a party venue Fun Guys Ltd Fun Guys Ltd is based at: 110, Smooth Street Easytown Laydback FG1 2HP Your email address is: acctsmngr@funguys.co Your phone number is: 0987654321

  14. Task You are the accounts manager for a party venue Fun Guys Ltd Fun Guys Ltd is based at: 110, Smooth Street, Easytown, Laydback, FG1 2HP Your email address is: acctsmngr@funguys.co Your phone number is: 0987654321 • Prepare a cover for the Accounts Report for year 2013-14 • Write a letter to customer Mr A Smith, 12 High Street, Easytown, Laydback, FG2 3JU regarding account 3456 telling him that he has been given an additional 7 days to clear his account. • Send a memo to Clive Jones in the stores department asking him to remind all staff that they should have booked a training session on Cost Centres by the end of the week • Send an email to Chloe@netmail.co thanking her for her email informing you that she had paid her invoice number FG0012 by bank transfer today

  15. Templates • What are the benefits of templates?

  16. Templates • Save time • Reduce errors – don’t have to change or type the whole thing • Make sure all company documentation is consistent – branding, image • Require less training

  17. Formal and Informal Communication Discussion

  18. Formal and Informal Communication Informal Slang Terms of endearment How you talk to friends Formal Structured Professional No slang No abbreviations Spelling and Grammar

  19. House Styles • Particular way a business likes its documents to be laid out • Formal • How do they affect you? Activity: Think about or look at documents you receive at home, from banks, college etc and how they may display a house style.

  20. ChekingDocumens for acuracy • Especially with financial information – Why?

  21. Activity • Email to letter checking activity • Work alone or in small groups

  22. Homework • Look at your own documents for house styles, letters and statements from banks or utility companies • Look at 3 different ways a company might communicate financial information and who its communicated to • Think of how you feel when your name is spelled incorrectly or letters are not addressed properly. What might the consequences be?

  23. Objectives • To identify different types of business document • To identify appropriate style and language within business documents • To be able to produce routine business documents

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