Case Study

Part 1: Professional Relationships

Background

Smith and Jones Pty Ltd are a small catering business. The business is owned and operated by a husband and wife team. They operate a Cafe called Blues Cafe and they also operate a catering business.

Recently their business has expanded quite rapidly. Jenny Jones has been preparing the book work up until this point. Due to the recent rapid expansion her methods have been a little haphazard of late and some bills have gone unpaid and at one stage they became overdrawn on their business bank account.

Last week they advertised for a contract bookkeeper. You responded to the ad and have been asked to join Jenny Jones and Simon Smith at their Cafe for a meeting.

TASK 1

Communicating the Roles & Responsibilities of the Bookkeeper

Part A

In preparation for the meeting you decide to prepare a brief job description which includes the customary roles and responsibilities of a bookkeeper. In your answer,

identify at least 4 roles and responsibilities.

Part B

At the meeting you are presented with the following:

SMITH & JONES PTY LTD

Bookkeeper – Roles & Responsibilities

• Receive and record invoices from suppliers, arrange payment, cile

• Banking and receipting

• Process payroll

• Administer petty cash

• Prepare bank and credit card reconciliations

• Prepare Accounts to trial balance

• Prepare financial reports

• Data entry on computer accounting system

• Maintenance of computer systems

Compare this list with the one you have prepared and brought with you. Identify any responsibilities that you believe should not be part of the role.

Against each of these, list the reasons why you believe the tasks should not be undertaken by the bookkeeper.

Part C

List possible alternative providers for the services you have identified as being outside your area of responsibility.

In addition, determine if there are any relevant networks that would also assist the business owner with areas that fall outside the role of bookkeeper.

Part D

For Part A to Part C (above) explain what techniques you would use to clearly communicate your concerns and ideas to the business manager. Make sure to include at least 4 techniques.

Part E

Document the outcomes of the meeting in the form of a ‘Letter of Engagement’. You may need to research the internet for some appropriate examples. The letter

should include the details of any decisions made and actions required as a result of the meeting.

In this letter be sure to include the following:

• Details of the bookkeeping services to be provided

• Period of time

• Information required to provide service

• Fees

• Disputes

• Termination