A bookkeeper is a very important employee in a given business. Also known as accounts clerks, they performs all the financial duties of a business in the accounting and finance departments. For a business to run smoothly and effectively, a competent bookkeeper is needed.
Preparing financial documents
A bookkeeper has the duty and responsibility of preparing financial documents in a given organization. The financial documents vary depending on the type of business. The major ones are:
- End of year balance sheet.
- Profit and loss accounts.
- Cash flow statements.
These statements together with other as the business may require are used by the management in decision making as well as showing the financial position of the business. Lenders also use the statements. The government also relies on the documents to ascertain the tax returns. This role is therefore very important in a business.
Recording day to day transactions
Bookkeepers record the business transactions be it cash or credit. They are also in charge of petty cashbook and maintain the imprest to make minor payments. The ledger entries made by a bookkeeper are used to make bank reconciliations and can in turn detect fraud all any financial error that may have occurred during the recording.
All the assets of a business are managed by a bookkeeper such as inventory in the warehouse, purchases and sales made among others. The bank deposits are done by a bookkeeper on behalf of the business. The liability records are also managed by the bookkeeper.
Monitoring office supplies and reordering
The duties of ensuring that all offices in all departments have enough stationery and other office necessities is on a bookkeeper. This is the reason why a bookkeeper maintains a petty cashbook and makes the minor purchases of the office supplies. He also issues the supplies accordingly and monitors for any misuse and reports accordingly.
The bookkeeper issues invoices to customers and pays supplier invoices in a timely manner and records the transactions accordingly. He also monitors the debts and makes payments when they are due.
Maintaining the annual budget
The bookkeeper is involved in preparation of the annual budget which he later maintains and checks on any misappropriated items in the budget. He also calculates variances in the budget and report to the management. More details here: http://work.chron.com/duties-responsibilities-bookkeepers-8706.html
Facilitate auditing materials
Bookkeepers provide documents as may be needed by external auditors for annual auditing of the business. They are therefore required to comply with local, state, and federal government reporting requirements as well as the accounting standards.
A bookkeeper should have accounting qualifications and a holder of accounting degree from a recognized university because, judging from the duties enlisted above, a bookkeeper should be a competent person who holds both moral and high integrity standards. All the enlisted functions can be performed using various accounting software such as QuickBooks and sage. The knowledge of the software is also vital in the successful day to day function of a bookkeeper.