1. Introduction to Business Organisations
Departments

2. 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

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

4. 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

5. 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)

6. 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

7. 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

8. 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)

9. 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

10. 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

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

12. 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

13. 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

14. 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”

15. 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

16. 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

17. Purchasing Department and ICT
Which package?
Database
Spreadsheet
Word Processing
Internet
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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

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