Professional Documents
Culture Documents
Topic 2
Organizational Structure
What
is
Organizational
Structure?
- The typically hierarchical
arrangement
of
lines
of
authority, communication, rights
and duties of an organization.
Organizational
structure
determines how the roles, power
and
responsibilities
are
ORGANIZATIONAL STRUCTURE
General Assembly
Education
Committee
Credit
Committee
Board of Directors
Election
Committee
Secretary
Manager
Cashier
Bookkeeper
Election
Committee
GENERAL
ASSEMBLY
Executive :
Secreta
ry
President
V-Pres.
Treasurer
Committee
Chair
Committe
e
ARCCESS
Project
Staff
Credit
Committe
e
Audit &
Inventor
y
Committ
ee
Education
Committe
e
Sgt. At Arms
: Mgt. Staff :
Manager
Cashier
Bookkeeper
Election
Committ
ee
Topic 3
Work Flow
Definition of Work Flow:
Work flow is the sequence of
connected steps that make up
a work process. Work flow is
considered as an abstraction of
real work involving the effort
of
a
group
of
people.
Determining an efficient work
flow can add significant value
Receiving Payment
Member
1
Cashier
Bookkeeper
Disbursing of Funds/Money
Manager
2B
BOD
1
2A
Bookkeeper
Cashier
Receiver
1.
Prepare Voucher
2.A. Check/Approved/Recommend amount
2.B. Approved Voucher
3. Check Voucher/Release funds/record transaction
4. Sign Voucher/Received money
5. Check released voucher/record voucher to
Disbursement book
Manager
2
Crecom
5 President
8B
7 8A
Bookkeeper
1.
2.
3.
4.
Cashier/
Treasurer
MANAGEMENT REPORT
Organizational Plan
Accomplishment Report
General Assembly
Financial Report
Administrative Report
Special Projects Report
BOD REPORTS
Annual Report to CDA/DOLE
COMMITTEE REPORTS
Education Committee
Audit & Inventory Committee
Credit Committee
Election Committee
Other Committees
Topic 4
Pagbadyet
Pagbadyet- Usa ka plano kon unsaon pagangkon ug paggamit sa mga kapaninguhaan
sulod sa usa ka tinong panahon aron makabot ang mga katuyoan sa organisasyon. Usa
kini ka buluhaton diin gahin-gahinon ang
pundo sa programa ngadto sa mga kalihokan
ug buluhaton nga mahinungdanon aron
makab-ot ang tumong. Maingon usab nga
kini usa ka pagtan-aw sa panginahanglan sa
organisasyon nga gipadayag sa porma nga
maihap. Usa kini ka mahinungdanon himan
sa pagplanoug pagkontolar sa organisasyon.
d. Aron sa pagpanalipod sa
organisasyon
isip
usa
ka
instrumentong mopanalipod batok
sa walay pugong nga paggasto
tungod sa kakulang sa mga
basehanan sa paggasto.
e. Aron mabaliktan-aw ug matuki
ang mga lihok ug buhat sa matag
lumilihok o trabahante.
g. Aron adunay sukaranan sa
paghimog imbento sa mga butang
o kagamitan sa organisasyon.
Hugna sa Pagbadyet
A.Sa dili pa ang aktwal nga
pabadyet
1. Pagtino sa direksiyon sa
organisasyon
Tumong
Duso
Prayoridad
2. Pagplano sa pagabuhaton
Kalihukan
Topic 5
Definition of Terms
Bookkeepingis
a
systematic
recording of companys/members
transaction
Book of Accounts- The financial
records, ledgers and journals to
make up the accounts of a
organization. A organizations book
of accounts or book represent the
financial
meaning
of
the
organization and are crucial for
continuity,
decision
making,
Equity
1. A stock or any security
representing
an
ownership
interest.
2. On a organizations balance
sheet, the amount of the funds
contributed by the owners (the
stockholders) plus the retained
earning
(or
losses)
also,
referred to as shareholders
equity
Topic 6
Cash Receipts
What is Cash Receipts?
Cash receipts is a printed
documents that is logged by a
business each time cash is
received for a food and
services.
reconcile
the
cash
balance
available with the organization
with the amount of total cash
sales made by the company.
2. Support and Profit Estimations
Cash receipts can be used to
support the value of total sales
made by the organization. Cash
receipts help in estimating the
profitability of the business.
Cash receipts when compared
with business expenses can help
3.Avoidance
of
Fraudulent
Transactions
In the absence of cash
receipts,
it
may
become
impossible to calculate the
value of cash sales. It is quite
possible that employees may
resort to fraudulent tactics in
order to make some quick
money.
A organization can reduce
Name of Organization
O.R. NO.
Address
Received From:______________
Address: _____________
The sum of pesos: ______________________ ( ________ ) in the
_____________________ .
Particulars
TOTAL
Cashier/Treasurer
Received by:
_________________
Date: ________
payment of
Amount
Topic 7
Cash Voucher
What is Cash voucher?
A
printed
document
supporting payments of cash
of goods and services.
CASH VOUCHER
No. _________
Date __________
Paid to _______________________________________
Address _______________________________________
PARTICULARS
Amount
TOTAL
Received from _________________________________ the sum of Pesos
___________
___________________ ( ______ ) in full payment of the amount described
above.
Prepared by ___________
Received by __________
Approved by ___________ Released by __________
Topic 8
Purchases Book
What is Purchase Book?
Purchases made on credit will be
recorded in the Purchases book.
Purcha
ses
From
D.R./
CR
Sales
Inv.
P.O.
NO.
Accou
Farm
nts
Pala Input
Payabl
y
s
e
CR
DR
DR
Gen.
Merchan
dise
Othe
rs
DR
DR
Topic 9
Sales
Dat
e
Sold
to
Sales
Accounts
Invoice Receivables
No.
DR
Pala
y
Veg.
Farm
Inputs
CR
CR
CR
Gen.
Merch Remar
andise ks
CR
Topic 10
Individual Loan Ledger
What is loan ledger?
Loan ledger record individual
transactions (loan released
and payment) of member.
Parti
Date cula Ref
rs
.
Amou
nt
Loan
Int
Rec.
Payments
Prin.
Int. Penalt
y
Balances
Prin
.
Int.
Penalt
y
Remar
ks
Topic 11
CBU/Monthly Dues Ledger
What is CBU/Monthly Dues Ledger?
An individual form of ledger
records all payments of CBU or
Monthly dues of its member.
Sample of
CBU/Monthly Dues Individual Ledger
Individual Ledger
CBU/Monthly Dues
Name: _________________
Address: _______________
Payments
Dat
e
OR
No.
Particulars
CBU
Monthly
Dues
Total
Remark
s
Topic 12
Individual Savings Deposit Ledger
What is Savings Deposit Ledger?
Is a Ledger where all deposits
and withdrawals of individual
member recorded.
Date
O.R./C.V.
Particula
rs
Debit
Credit
Number
Balance
Topic 13
Inventory Ledger
What is inventory Ledger?
Ledger that records the
remaining and dispose stocks
in the given period.
Sample of Inventory
Ledger
INVENTORY LEDGER
Name of item/mdse.: _________________
Date
of
Refe
Purc renc QTY.
hase
e
IN
COS
T
TOT
AL
OUT
QTY.
COS
T
TOT
AL
BALANCE
QTY.
COS
T
TOT
AL
Topic 14
Equipment Ledger
Name of Equipment: _____________________
Date of Purchase/Acquired:________________
Reference
Cost
Depreciatio
n
Book Value
Topic 15
Cash Book
What is a Cash Book?
Is a book that records every
transaction
made
by
the
treasurer.
2 kinds of Cash Books:
1. Cash Book-Cash on Hand
2. Bank Cash Book
DATE
PARTICULARS
DEBIT
CREDI
T
BALANC
E
DATE
PARTICULARS
DEBIT
CREDI
T
BALANC
E
Topic 16
Cash Receipts Book
What is Cash Receipts Book?
Cash Receipts Book is used
for recording all cash received
as reflected in the Official
Receipts (O.R.)
Sha
re
Cap
.
Loa
ns
Rec
eiva
ble
Int.
on
Loa
ns
Ser Pen
vice alty
fee
Me
mb
ers
hip
fee
savi CBU
ngs
CR
CR
CR
CR
CR
CR
CR
CR
Topic 17
Cash Disbursement Book
What is Disbursement Book?
Cash Disbursement Book is used
for recording of all payments.
The basis should be approved
Cash
Voucher
and
the
corresponding checks issued for
the purpose. These are recorded
in daily in numerical order.
Sample of Cash
Disbursement Book
Cash Disbursement Book
Dat Pai
e
d
to
Loa
ns
Rec
eiv
abl
e
Int.
on
Loa
ns
Ser
vic
e
fee
Cas
h
Pur
cha
ses
Cas
h
Adv
anc
es
offi
cer
Ho
nor
ari
um
Re
pre
sen
tati
on
Sal.
,
Wa
ges
CR
CR
DR
DR
DR
DR
DR
DR
CR
PRO-FORMA
BALANCE
SHEET &
INCOME
STATEMENT
ASSETS
Current Assets:
Cash on Hand
Cash in Bank
Cash Advances to officers & Employees
Short term Investment
Loans Receivables
Current
Restructured
Other Receivables:
Past Due
Computerization
Cost
Current
Year
Prior
Year
LIABILITIES
Current Liabilities:
Savings Deposits
Loans Payable Short Term
Withholding Tax Payable
Interest on Share Capital Payable
Patronage Refund Payable
Due to CETF (Apex)
Other Payable
Long Term Liabilities:
Loans Payables- Long Term
Revolving Capital Payable
Other Liabilities:
Mutual Benefits
TOTAL LIABILITIES
Current
Year
Prior
Year
EQUITY
Members Equity:
Share Capital
Donations/Grants:
Donations
Grants
Statutory Funds:
Reserve Fund
Educational & Training fund
Optional Fund
REVENUE:
Interest Income from Loans
Service Fee
Filing Fee
Fines, Penalties, Surcharges
Membership Fees
Income/Interest from Investment
Total Revenue
EXPENSES:
Financing Cost
Interest Expense on Deposits
Current
Year
Prior
Year
Administrative Cost:
Salaries and Wages
Training & Seminars
Office Supplies
Power Light and Water
Travel &Transportation
Insurance
Repair and Maintenance
Rental
Taxes and Licenses
Professional Fees
Bank Charges
Collection Expenses
Litigation Expenses
TOTAL EXPENSES
ASSETS
Current
Year
Current Assets:
Cash
Accounts Receivable
Finished Goods Inventory
Work-In-Process Inventory
Raw Materials Inventory
Pre-paid Expenses
Prior
Year
Fixed Assets
Land
Building (Net)
Machinery and Equipment
Delivery Equipment
Furniture & Fixtures
Equity:
______, Capital
Add: Net Income
Total Equity
Name of Company
Income Statement
For the Period Ending ___19___
Current
Year
Sales
Less:
Net Sales
Less:
Prior
Year
Gross Profit
Less:
Operating Expenses
Salaries
Rent
Total
ACCOUNT TITLE
BRIEF
DEFINITION/DESCRIPTION
Standard Chart of Accounts for Credit
and Other Types of Cooperatives with Credit Services
ASSETS ACCOUNTS
Economic resources of a cooperative that are recognized and measured in conformity with
generally accepted accounting principles.
CURRENT ASSETS
Include cash and other assets that are reasonably expected to be realized in cash or sold or
consumed during the normal operating cycle of the business, which is usually one year.
101Cash on Hand
money order
cooperatives
Money (bills and coins), checks except post dated checks, postal
(PMO), and demand drafts still in the possession of the
custodian. This includes cash items awaiting deposits.
102
Cash in Bank
savings,
account is used
Money deposited in the bank under the name of the cooperative, i.e.
current, time deposits, and combo-account. A separate ledger
to keep track of deposits made in the bank.
103
104
Revolving Fund
proceeds and
expert
Fund is
of
amount of
The total loans granted to members, which are not yet due.
Total collectibles from past due loans under legal action. The
advance shall remain in this account during the pendency
proceedings and until fully paid/restructured/foreclosed.
154 Allowance for Probable Allowance set aside in the books of the cooperative to provide
for possible
Losses on Loans
losses due to uncollectible accounts. This account may also be
referred to as
Allowance for Doubtful Accounts. This is a contra to Loans
Receivable.
161
Receivable from
184
191Land
The cost of the land used for its main operation plus all incidental cost
such as
title, sales commission, delinquent taxes, surveying fees, legal fees,
etc. All
these are reflected in a single cost (fair market value or
appraised value if
donated). Taxes paid by the cooperative as a
contribution to the cost of public
environments (special assessment) are
treated as past of the cost of the land.
192 Land Improvement
pavement,
pavements, etc. that
of clearing
193
196 Building
prolong
Cost of the building constructed on the land owned by the cooperative and
used for its main operation. Major repairs or improvements that will
the life of the building are considered additional cost.
197
205
Furniture, Fixtures and The cost or appraised value or other appropriate value of movable
(furniture),
Transportation Equipment
such as motorcycles,
goods, services or
if donated.
OTHER ASSETS
Are assets which do not fit into any of the preceding asset classifications.
250
Organizational Costs
Expenses incurred prior to the actual operations of the
cooperative such as
promoting and organizing. This can be amortized
over a period not exceeding
five (5 years).
Among others, these costs are:
a. Legal fees in connection with the organization;
b. Registration fees;
c. Cost of printing share capital certificates and transfer books, seal of the
c
cooperative, etc.; and
d. Other cost of services rendered in the information of the cooperative.
251
Computerization Costs
and other
exceeding three (3 years).
252
257 Assets Acquired in Settlement Real or personal properties acquired by the cooperative
through judicial or
of Loans
extra-judicial settlements of loans. Should the cooperative use such
assets in
its main operation, the same assets be re-classified accordingly.
Cost of the land owned by the cooperative, which is not used for its
operation.
260 Accumulated Depreciation- Sum of depreciation on other building that are set-up
periodically againsts
-Other Building
current operation.
261 Miscellaneous Assets
LIABILITY ACCOUNTS
Economic obligations of a cooperative that are recognized and measured in conformity with
generally accepted accounting principles.
CURRENT LIABILITIES
Obligations that are reasonably expected to be settled through the use of existing current
assets or the creation of other current liabilities in the same statement of condition within the
normal operating cycle of the cooperative which is usually one year.
300
Saving Deposits
at the option
303
Time Deposits
specified period of
304
308
SSS/ECC/PhilHealth
Amounts withheld by the cooperative to financial institutions
income of its
Premium and Pag-ibig
employees representing their contribution to SSS,
PhilHealth and Pag-ibig
Contributions Payable
agencies. As an employer, the cooperative has its
corresponding share of
contributions and this should be set-up every
payroll period.
309
310
Accrued Expenses
statement of
period. This
for services
not yet paid.
311
Interest on Share
share capital, which
Capital Payable
Expenses that have been incurred but not yet paid as of date of
financial condition but payable within the next accounting
account represents the amount due to creditors/employees
rendered/received and other expenses already incurred but
Liability of the cooperative to its members for interest on
can be determined only at the end of every accounting period.
Due to CETF (Apex) An amount set aside for the education and training fund of an
apex
organization, which 50% of the amount allocated, by the
cooperative in
accordance with the provision of the cooperatives by-laws
OTHER LIABILITIES
The totality of all other liabilities that cannot be classified under any of the preceding liability
refunds.
331 Deposits for Share Capital
Amount paid by the members for future subscription of
additional share
Subscription
capital when the authorized capital has been fully subscribed and
paid
pending amendment of the Cooperatives Articles of Cooperation and
Buy-Laws.
332Project Subsidy Fund Payable Unused portion of the donation/grant for training, salaries
and wages, etc.
EQUITY ACCOUNTS
Excess of a cooperatives assets over its liabilities.
MEMBERS EQUITY
Interest of members in the cooperative.
361 Subscribed Share CapitalThe amount of share capital subscribed by regular
members payable over a
Common
certain period of time.
362 Subscription Receivable- The total unpaid subscribed share capital of regular members.
Common
363 Paid-up Share Capital Commonto the cooperative that is
membership in the cooperative.
364 Treasury Share Capital- Common shares bought back by the cooperative. This account
should only by Common
used in the event that there are no members who are
willing to buy the shares
of outgoing members.
365 Subscribed Share CapitalThe amount if share capital subscribed by members
(regular and associate),
Preferred
payable over a certain period of time.
366 Subscription ReceivableThe total unpaid subscribed share capital of regular
members. (regular and Preferred
associate).
367 Paid-up Share Capital- Preferred share capital subscribed and paid by the members.
Preferred
(regular and associate)
368Undivided Net Surplus (LOSS) The accumulated net surplus of the cooperative that will be
allocated and
distributed at the end of each accounting period in
accordance with Articles
86 and 87 of RA 6938
DONATION/GRANTS
381Donations and Grants
grants, aids,
interest on share
STATUTORY FUNDS
Mandatory funds established/set up in accordance with Articles 86 and 87 of the cooperative
code.
391 Reserve Fund
Amount set aside annually for the stability of the cooperative
(equivalent to at
least 10% of net surplus). A corresponding fund should be
set up either in the
form of time deposit with local banks or government
securities. Only the
amount in excess of the share capital may be used for
the expansion and
authorized investment of the cooperative as provided
for in its by-laws.
392 Education and Training Fund The amount retained by the cooperative out of the
mandatory allocation as (local)
stipulated in the cooperatives by-laws.
393
Optional Fund
for future use
Fund set aside from the net surplus (should not exceed 10% )
such as land and building, community development, etc.
STATEMENT OF OPERATION
REVENUES
Gross increase in assets or gross decreased in liabilities recognized and measured in
conformity with generally accepted accounting principles that result from those types earning
activities of a cooperative that can change owners equity.
401 Interest Income from Loss
interest charged on
409Income/Interest from
Income earned by the cooperative form bank deposits and
investments made Investment
in financial institutions/government/business
organization. This shall include
interest income derived from the deposits
of statutory funds in the bank until
utilized. Interest on these funds shall not be
used to increase the fund.
410Miscellaneous Income
account has
EXPENSES
Gross decrease in assets or gross increases in liabilities recognized and measured in
conformity with generally accepted accounting principles that result from those types
earning-directed activities of a cooperative that can change members equity.
FINANCING COSTS
501Interest Expense on Deposits Interest incurred on savings and time deposits of both
regular and associate
members.
502Interest Expense on Borrowings
503Other Charges on Borrowings Services charges, filing fees and other fees for borrowings
incurred by the
cooperative.
ADMINISTRATIVE COSTS
516Salaries and Wages
overtime pay.
517Employees Benefits
518SSS/ECC/ PhilHealth
contribution to SSS,
Pag-Ibig Contribution
519Retirement Benefit Expense The cost of providing retirement benefits to employees for
their services rendered. The cost recognize as an expenses in the periods during which the
services are rendered.
538 Officers Honorarium and Amount incurred for services rendered by directors
Allowances
and staff
539 Trainings and Seminar
Amount incurred for officers, directors, members and
employees,
for attending trainings and seminars including all expenses
related thereto after exhausting the CETF (local). For purposes of
analysis, amount incurred may be classified as to the recipients of
the trainings and seminars.
540Office Supplies
operation.
552Travel and Transportation Amount incurred for fares, gasoline and fuel for service vehicles,
toll fees,
board and lodging, per diem and meal allowance of officers and
employees
and members while on official travel.
553Insurance
the
554Repairs and Maintenance Expenses incurred in the repair and maintenance of each facility
and
equipment except major repairs that prolong the life in the asset.
555Rental
the
557Professional Fees
rendered.
558Communication Expense Amount incurred for courier (letters), telephone, e-mail, fax,
internet,
messengerial, all other means of communication.
559Representation
official
563Collection Expense
effecting the
564Litigation Expense
565Affiliation Fees
annual dues
566Social Services Expenses Expenses incurred by the cooperative in its social community
involvement
including provision for KBGF/CGF.
567Promotional Expenses
586Periodicals, Magazines
publications.
Subscriptions
570Members Benefits Expenses All expenses incurred for the benefit of the members.
575Miscellaneous Expense
under any of
576Depreciation and AmortizationAmount provided for wear and tear of property and
equipment and
amortization of intangible assets.
577Amortization of Leasehold
and improvements.
Right and Improvements
578Provision for Probable
probable
Losses on Loans
EXTRAORDINARY ITEMS
590Project Subsidy
account to
592Gain or Loss on Sale of Gain or loss derived from the sale of acquired assets/properties
and
Acquired Assets/Properties equipment.
and equipment
593 Gain or Loss InvestmentIncome earned or loss incurred from the disposal or permanent
decline of
value of investments.