• Accounting procedures and formats for micro and small enterprises

  • Manual Cashbook format

  • Electronic Cashbook on Excel basis

  • Electronic Cashbook with accounts (Excel)

  • Records for maintenance services

  • Receipt format

  • Sales on credit

  • Raw material inventory

  • Profit and Loss Statement (manual and electronic)

  • Cash Flow Statement

• Professional accounting for small and medium enterprises

  • Accounting software and software providers

  • Bookkeeping and accounting training courses

• Formats for Download

Introduction  [ top]

Advice in accounting and bookkeeping for medium and large enterprises should be done by professionals. Most micro and small enterprise operators do not need a complex accounting system but a rather simple introduction to a cash book and introduction to how to produce and keep records in the form of receipts. Micro and Small Enterprises (MSEs) often face problems with regard to recording their daily transactions. This is due to the fact that most of the operators do not know how to make such records in a simple and easy manner. As a result, many operators find it very difficult to give information on their income and expenses and eventually do not know whether they have lost or profited from their business activities. The absence of recording has also caused some problems in handling customer needs, particularly in maintenance services and also in cases of sales on credit services. The lack of recording also makes it very difficult for the tax offices to levy reasonable taxes that are commensurate with the business activities. As a result, business operators complain on the taxes that are levied on them on the basis of estimation, which they say are too heavy to bear.
 

 
Accounting procedures 
and formats for micro and small enterprises  [ top]

Micro and Small Enterprises (MSEs) often face problems with regard to recording their daily transactions. This is due to the fact that most of the operators do not know how to make such records in a simple and easy manner. As a result, many operators find it very difficult to tell their incomes and expenses and eventually don’t know whether they have lost or profited from their business activities.

The absence of recording has also caused some problems in handling customer needs, particularly in maintenance services and also to provide sales on credit services. 

The lack of recording also makes it very difficult for the tax offices to levy reasonable taxes that are commensurate with the business activities. As a result, operators are complaining on the taxes that are being levied on the basis of estimation, which they say are too heavy to bear.

Cashbook format  [ top]
The cashbook is very important to show the situation of the business at any moment in time, as it provides both the charges and credits for a any given period. The balance column is the difference between the charges and credits columns.

Electronic cashbook  [ top]

For small and medium enterprises with electronic facilities, an effective but simple system is that on an Excel sheet. The following cashbook for download has the same structure as the cash book above but adds up automatically.
cashbook-1.xls (take the right mouse button for download)

Electronic cashbook with accounts  [ top]

The electronic cashbook with accounts includes several columns for accounts as charges for equipment, personnel, sales etc. By recording the cashbook journal, the accounts are calculated automatically. cashbook-2.xls (take the right mouse button for download)

 

Electronic cashbook with accounts
No.	Date	Acc	Description	Cash in	Cash out	Balance
1	2.2.04	10	Initial cash in	2 345.00		2 345.00
2	3.2.	51	Electricity		126.50	2 218.50
3	3.2.	52	Shop rent		930.40	1 288.10
4	4.2.	10	Sales of products	455.70		1 743.80
5	5.2.	53	Taxes		780.90	962.90
6	5.2.	10	Sales of products	1 675.80		2 638.70
7	5.2.	61	Raw materials		1 675.80	962.90
8	7.2.	10	Sales of products	780.45		1 743.35
9	8.2.	61	Raw materials		345.70	1 397.65
10	9.2.	51	Water		125.60	1 272.05
Sum / Balance				5 256.95	3 984.90	1 272.05

E.g. all entries with the account number 61 may automatically be filtered and added (see cashbook-2.xls on the web page).

Records for maintenance services  [ top]

This format helps to record items that are brought to the operator for maintenance purposes.  As the format has columns for date the items are received, name of client, type of item and the date on which the maintained item is submitted to the customer, it helps to organize the operator and provide efficient service.  This format helps to avoid problems of messing the items and keeping appointment dates for delivery of the items.

Records on maintenance services
No.	Date item received	Name of client	Type of item received	Estimated fee to be paid	Date of submission	Signature

Receipt format  [ top]