Introduction to Business Organisations Departments

Departments – Why? Organisations exist to provide a product or service A variety of skills are required to produce these products/services A variety of jobs are created to produce these products/services Departments (functions) are created to allow specialist work to be carried out

Functional Department There are 4 key functional departments: Sales and Marketing Finance Purchases Human Resources (Personnel) Additional Departments include: Computer Services Administration

Sales Department Deals with Selling company products/services MAKES MONEY FOR THE ORGANISATION Deals with Selling company products/services Market research – what do customers want Advertising – promoting the product/service

Selling Process RECEIVES: ISSUES: letters of enquiry (asking for price, availability, delivery times) order forms (customers requesting to buy goods) ISSUES: quotations (provides details of price, delivery time, discounts) advice note (information about the order – dispatch date, delays)

Sales Staff Sales Manager Sales Representative As the job titles appear state the tasks you think they would carry out. Sales Manager Sales Representative Customer Service Assistant Market Researcher Advertising Supervisor Administrative Assistant

Sales Department and ICT Which package? Database Word processing Spreadsheet Task Store customer records Key in quotations/ price lists Prepare advertising leaflets/posters Record sales figures

Finance Department Tasks: Pay suppliers RESPONSIBLE FOR ALL MONEY COMING IN AND GOING OUT OF THE BUSINESS Tasks: Pay suppliers Request payments from customers Pay employee wages Banking – deposits and withdrawals Petty cash Prepare Accounts (profit/loss)

Financial Documents Invoice (bill) – will be issued to customers stating how much is being charged for goods Credit Note – issued if goods have been returned Statement – gives details of spending, returns, payments and how much is owing Cheque - used to make payments Research Point

Finance Staff Finance Manager Accountant Invoice Clerk Wages Clerk As the job titles appear state the tasks you think they would carry out. Finance Manager Accountant Invoice Clerk Wages Clerk Administrative Assistant

Finance Department and ICT Which package? Spreadsheet Word Processing Task Employee wages Budgets/Accounts Letters to customers for non-payment of bills Smart Task

Purchasing Department Deals with: Buying all stock for use within the business and recording stock details Stock includes Raw materials – needed to make company products Stationery – used in the day-to-day running of the business Office equipment

Stock Record Card Stock Record Card Item: A4 PAPER (WHITE) Min Stock: 50 PACKS OF 100 SHEETS Max Stock: 100 Reorder Quantity 40 Date Details Stock In Stock Out Balance 10 MAY OPENING BALANCE 10 11 MAY INVOICE NO 2334 40 50 15 MAY ADMIN DEPT 5 45 18 MAY REPROGRAPHICS DEPT 12 33 20 MAY HUMAN RESOURCES 28

Purchasing Process and Documents involved Send out Letter of Enquiry – asking for prices, availability and delivery dates Receive Quotation – gives price, offers and delivery time Choose the “Best Buy” – based on price, discount and delivery time Complete and send Purchase Order Form to supplier of “Best Buy”

Continued: Receive items and GOODS RECEIVED NOTE – this is used to check that correct goods and quantities have delivered Pass the INVOICE to finance for payment of goods CREDIT NOTE – this will be received if any goods have been returned to the supplier

Purchasing Staff Purchasing Manager Buyer Stock Controller As the job titles appear state the tasks you think they would carry out. Purchasing Manager Buyer Stock Controller Warehouse Supervisor Administrative Assistant

Purchasing Department and ICT Which package? Database Spreadsheet Word Processing Internet E-mail Task Supplier details Record issuing and receipt of stock Complete letter of enquiry and order forms Search for a new supplier or purchase items on-line Send order form electronically

Human Resources Department DEALS WITH ALL ISSUES RELATING TO THE EMPLOYEES OF AN ORGANISATION Duties include: Carry out job interviews and hire new staff Keep staff records up-to-date Staff training Deal with staff complaints or queries Enforce policies eg Health and Safety, Contracts of Employment

Training This allows employees to upgrade/develop skills they already have or retrain in a different area of work. On-the job – training is carried out in your place of work Off-the-job – training is carried out at a training centre or college

Formal introduction for NEW employees INDUCTION Training Formal introduction for NEW employees Includes: What the organisation does Facilities available – canteen, health plan Tour of the building Procedures – fire drills Job specifics – pay, duties, responsibilities

Human Resources Staff Human Resources Manager Training Officer As the job titles appear state the tasks you think they would carry out. Human Resources Manager Training Officer Health and Safety Officer Administrative Assistant

Human Resources Department and ICT Which package? Database Word processing Spreadsheet Scanner Task Maintain employee records Key in letters to job applicants Record employees’ absences/holidays Transfer application forms on to computer

Computer Services Department Duties include: Install and maintain software and hardware Secure information by setting up user IDs and passwords Create and maintain a network Back-up data regularly to prevent loss of information

Administration Department Duties include: Filing (storing data) Mail/fax/e-mail Reception duties Reprographics (photocopying) Petty cash (small costs) Ordering/issuing stationery Which Department Smart Tasks