SAQA

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SOUTH AFRICAN QUALIFICATIONS AUTHORITY

REGISTERED QUALIFICATION THAT HAS PASSED THE END DATE:

Certificate: Registered Accounting Clerk

SAQA QUAL ID	QUALIFICATION TITLE
20362	Certificate: Registered Accounting Clerk
ORIGINATOR
Institute for certified bookkepeers
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY			NQF SUB-FRAMEWORK
Was FASSET until Last Date for Achievement			OQSF - Occupational Qualifications Sub-framework
QUALIFICATION TYPE	FIELD		SUBFIELD
National Certificate	Field 03 - Business, Commerce and Management Studies		Finance, Economics and Accounting
ABET BAND	MINIMUM CREDITS	PRE-2009 NQF LEVEL	NQF LEVEL	QUAL CLASS
Undefined	120	Level 3	Level TBA: Pre-2009 was L3	Regular-Provider-ELOAC
REGISTRATION STATUS		SAQA DECISION NUMBER	REGISTRATION START DATE	REGISTRATION END DATE
Passed the End Date - Status was "Reregistered"		SAQA 2663/05	2003-07-01	2006-06-30
LAST DATE FOR ENROLMENT		LAST DATE FOR ACHIEVEMENT
2007-06-30		2010-06-30

In all of the tables in this document, both the pre-2009 NQF Level and the NQF Level is shown. In the text (purpose statements, qualification rules, etc), any references to NQF Levels are to the pre-2009 levels unless specifically stated otherwise.

This qualification is replaced by:

Qual ID	Qualification Title	Pre-2009 NQF Level	NQF Level	Min Credits	Replacement Status
58375	National Certificate: Bookkeeping	Level 3	NQF Level 03	120	Complete

PURPOSE AND RATIONALE OF THE QUALIFICATION

Purpose:

This qualification is designed to equip learners with the knowledge, skills, attitudes and values to be appointed as Accounting Clerks who have an important role to play, as support staff to the Bookkeeper and Accountant, where they provide Accounting support in the field of Accounting in organisations or by recording the day-to-day financial transactions of the business. The National Certificate: Accounting Clerk: NQF 3 is for individuals who, for what ever reason, are unable to continue or do not wish to continue with their studies to become Bookkeepers, Accounting Technicians or Registered Chartered Accountants. Qualified Accounting Clerks are in very short supply, as all organisations need to be provided with the type of work they do. In most cases, the Accounting Clerk will prepare books of account to Trial Balance on a monthly basis for all organisations.

Whilst it is clearly important that the learner should be competent in using modern information technology, this Qualification avoids reference to specific methods of processing data. The knowledge, skills and attitudes required by the learner are defined in terms of outcomes rather than processes. In the case of basic Bookkeeping, for instance, it is important that a learner understands and is able to apply the double-entry system even though a standard computer package might be used in practice for most routine tasks. A competent learner must understand the manual procedures in order to deal with any errors, even if he/she does not perform the manual procedures him/herself. The National Certificate: Accounting Clerk: Level 3 is designed to provide learners with those competencies rather that proficiency in using software packages, which are used commercially to perform routine Accounting functions.

This Qualification is designed with the objective of encouraging the widest possible access to the Accounting Profession and Accounting Qualifications. Accounting Qualifications have traditionally been pursued by a variety of individuals including those who are not at the time employed in an Accounting function, e.g. the unemployed, those temporarily out of the employment market and those seeking to change their occupation. This Qualification and the Assessment Criteria and guidelines which accompany them have been designed to ensure that access to NQF registered Qualifications in Accounting is not limited to those who are employed in an Accounting function.

The National Certificate: Accounting Clerk: Level 3 can be seen as a first Qualification in a long line of Accounting Qualifications offered by a range of professional Accounting Bodies and Further Education and Training Institutions at various levels on the NQF. Successful completion of this qualification will give the learner the knowledge and skills required not only to perform his/her Accounting job efficiently, but also to proceed on a path of life-long learning with one of the Qualifications at NQF Level 4.

Rationale:

This Qualification has been developed as a coherent set of "generic" competences in Accounting so that it applies to a wide range of different types of accounting jobs in a variety of organizations. Transferable core competences for broadly defined areas of accounting activity have been identified and included in this Qualification as they apply to all employees involved in an Accounting role in any organisation. Some of the individual competencies, particularly those in large organizations relating to a specific job in the field have also been included in the Qualification, where these might have a broader applicability for learners.

One of the primary reasons why businesses fail is because inadequate control is maintained over the financial affairs of the company with costs being allowed to exceed budget and income, as well as inadequate record keeping of creditors and debtors, for example. This Qualification aims at equipping learners to perform the Accounting function in small organizations and to provide support to Accountants and Financial Managers in medium and large organizations so that the Accounting and Financial Management functions can be more effectively performed to avoid those and other problems.

Learners completing this Qualification will be able to be employed as Accounting Clerks who do the work that requires fundamental knowledge of, and the application of, basic Bookkeeping and Accounting procedures in a variety of situations. They require a range of skills and the ability to apply essential methods and procedures within the limits of their authority. Their work roles are in general accounting where they lend support to the Accountant and/or the Financial Manager of medium to large organizations. They also perform a wide range of accounting tasks independently in small companies but under the indirect supervision of an external Accountant in terms of legal requirements, in different industries and in commercial and industrial organisations.

The National Certificate: Accounting Clerk: Level 3 is a first step for learners who:

Have attained an NQF level 2 qualification and who wish to proceed on a path of life-long learning specializing in Accountancy.

Have performed an Accounting and/or Bookkeeping function in their organisation for some time without a formal Qualification in Accounting.

Were previously disadvantaged and who were unable to continue their learning in the Further Education Band.

Wish to extend their range of skills and knowledge of the Accounting profession so that they can become knowledge workers in the sector.

Are contracted in a learnership agreement in the Accounting sector.

Have recently taken up a position as a support staff member in an Accounting section of a medium to large organization.

Have not yet acquired the skills and competencies required for learning as Bookkeepers.

The National Certificate: Accounting Clerk: Level 3 is a Qualification that rewards the learner for the knowledge, skills, attitudes and values that have been mastered through awarding him/her with a nationally recognized Qualification that formally recognises those competencies. It is flexible enough to accommodate both learners in formal education and learners already employed in the Accounting support field. It aims to develop informed and skilled learners in Accounting, which is a vital sector in business, commerce and industry.

The qualification at this level is the start of a career path in Accountancy and is generic enough to allow maximum mobility within the Accounting sectors. Skills, knowledge, values and attitudes reflected in the Qualification are building blocks that can be developed further in Accounting Qualifications at Level 3.

The intention is to:

Promote the development of knowledge and skills that are required in the Accounting fields.

Release the potential of people.

Provide opportunities for people to move up the value chain.

Provide opportunities for life-long learning for people who work at the lower levels in the Accounting sectors.

LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING

It is presumed that learners entering this qualification have achieved an NQF level 2 qualification.

Recognition of Previous Learning (RPL):

Learners may receive the qualification in whole or in parts through a process of RPL. Learners and assessors together will determine how the RPL will be done.

RECOGNISE PREVIOUS LEARNING?

QUALIFICATION RULES

N/A

EXIT LEVEL OUTCOMES

1. Understand fundamental accounting concepts.
2. Understand the principles underlying the bookkeeping process.
3. Record cash transactions.
4. Compile bank reconciliations.
5. Maintain and operate a general journal.
6. Account for sales and sales returns in the appropriate journals.
7. Account for purchases and purchases returns in the appropriate journals.
8. Prepare a periodic trial balance.
9. Understand the various forms of business ownership.
10. Understand the production, marketing, buying functions of a business.
11. Describe the various documents used by the storage and stock control functions.
12. Understand the need for insurance and its various forms.
13. Understand the different forms of business capital and how it is raised.
14. Understand the important contributions of various modes of transport to the distribution process.
15. Interpret given information, results and present findings and carry out various calculations.
16. Understand the function of the office as an information centre.
17. Understand the range of financial, administrative and personnel activities performed by the office.
18. Understand the importance of good communication and possess the necessary communication skills for the office.
19. Understand the uses of various items of office equipment.
20. Be aware of various wage systems and fundamental employment rights.
21. Understand the services provided by banks to businesses.

ASSOCIATED ASSESSMENT CRITERIA

Reasons for recording financial transactions on a double entry basis are given and correctly explained.

The need to establish whether a business is profitable or loss making is identified and correctly explained.

The Balance Sheet is correctly identified as an instrument used to review the activities and assess the viability of a business.

2.

Trading, through the relevant processes, is correctly identified as both a generator of income and expenditure.

Assets and liabilities are correctly explained.

Depreciation and the implications for a business are correctly stated and explained.

The nature and types of source documents are correctly stated and explained.

The purpose of the various books of account in the double entry system is correctly stated and explained.

The accounting process for all transactions, from source documents through to financial statements at the end of a trading period is correctly stated and explained.

3.

Cash paid out and cash received is correctly recorded in the cash book, including columnar cash books that incorporate provision for banking.

Petty cash transactions are correctly recorded in a multi-column petty cash book.

The imprest system is correctly stated and explained.

The imprest system is correctly used in the recording of petty cash transactions.

Payments and receipts are accurately analysed and correctly recorded in the cash book.

The cash book is ruled off and balances are correctly carried forward.

Discounts received and allowed are correctly processed when required.

Transactions involving VAT where it is added to an invoice are correctly recorded in the books of account.

The cash control account in the Ledger is correctly set up and operated (including posting items to the Ledger).

A multi-column analysed cash book is correctly set up and operated, reflecting expected main sources of income and items of expenditure experienced by a small business.

4.

Cheques issued but not yet presented and/or processed by the bank are appropriately reconciled.

Cash/cheques received by the business but not yet banked are appropriately reconciled.

Bank charges (e.g. bank interest, fees etc.) are appropriately reconciled.

Debit orders and telegraphic transfers are appropriately reconciled.

Data entry errors contained in either or both the cash book and the bank statement are appropriately reconciled.

5.

Transactions are correctly recorded in the Journal.

The importance of the notation or coding to the entries recorded is correctly stated and explained.

Journal entries are correctly posted to the Ledger.

6.

Cash and credit sales are correctly recorded in the Sales Journal (including accounting for VAT).

Sales returns are correctly recorded in the Sales Return Journal.

A columnar Sales Analysis book is correctly set up and operated by the candidate.

A Sales Control Account is correctly set up in the Ledger and operated by the candidate.

Entries from the Sales Journal and Sales Returns Journal are correctly posted to the Ledger.

7.

Cash and credit purchases are correctly recorded in the Purchases Journal (including accounting for VAT).

Purchases returns are correctly recorded in the Purchases Return Journal.

A columnar Purchases Analysis Book is correctly set up and operated by the candidate.

A Purchases Control Account is correctly set up in the Ledger and operated by the candidate.

Entries from the Purchases Journal and Purchases Returns Journal are correctly posted to the Ledger.

8.

The need to check for accuracy in the double entry system and the role played by the Trial Balance is correctly stated and explained.

Periodic closing off and balancing of all accounts in the subsidiary books of account and the Ledger are correctly stated and explained.

A monthly Trial Balance is correctly prepared from ledger accounts.

Errors identified by the Trial Balance are located to their source.

The journals are correctly used to journalise the identified errors and corrections made to rectify the Trial Balance.

9.

The key features and differences between different forms of business ownership are stated and correctly explained.
> Range: including but not limited to: sole trader, partnership, close corporation, proprietary (private) company, public company.

The formation structure and process, legal requirements and subsequent operations is correctly explained for the different forms of business ownership.

10.

Understand the production function:

> An overview of the production process is accurately provided from product design through processing raw materials.
> The important role played by secondary industry is correctly stated and explained.
> The three elementary production systems - long runs, batch production and jobbing are correctly stated and the relationship between them understood.
> The factors to be considered when deciding where to locate a factory, the layout of its equipment and machinery and the workflow are correctly stated and explained.
> The importance of balancing the achievement of output quantity targets and the maintenance of quality standards is correctly outlined and explained.

Understand the marketing function:

> The term 'marketing' is correctly defined.
> The various marketing activities that ensure manufacturers' products, via wholesaler and retailer, reach the consumer are correctly identified and explained.
> The term 'marketing strategy' is fully explained.
> The term 'marketing mix' in the context of marketing policy and planning is fully explained.
> The purpose of advertising and the relative values and costs of various media are explained in detail.
> Suitable criteria for making business advertising decisions and the selection of the appropriate media are correctly identified and explained.
> The planning of an advertising campaign is correctly explained.

Understand the buying function:

> The scope of the buying function encompassing the purchase of stock, consumables and assets is correctly stated and fully explained.
> The buying process is correctly stated and explained.
> Range: Enquiry through to quotation, discount received, placing an order, receiving the delivery note, invoice and periodic supplier statements (typically monthly).
> The process of paying trade creditors (suppliers) is correctly stated and explained.
> Range: Including the raising of cheques and the recording of payments made.

11.

The documents required by the storekeeper when receiving goods (inwards) are correctly identified and described.
> Range: This includes but is not limited to buyer's order to suppliers, delivery note, invoice and any suppliers' statements, etc.

The documents required by a storekeeper when issuing goods (outwards) are correctly identified and explained.
> Range: This includes but is not limited to requisition from the department or section needing the goods, store issue note, bin cards and relevant information relating to re-ordering levels and any stocktaking activities affecting issue.

12.

Risks that a business may be exposed to are correctly identified and explained.

Underlying insurance principles are correctly stated and explained.
> Range: This includes but is not limited to indemnity, utmost good faith, insurable interest, and proximate cause etc.

The various types of insurance cover are correctly stated and explained.
> Range: This includes but is not limited to fire, accident, marine, life, negligence.

The forms of compulsory insurance are correctly stated and explained.
> Range: This includes but is not limited to Third Party, Workmen's Compensation and Unemployment Insurance.

13.

The difference between fixed capital and working capital is correctly stated and explained.

The function of fixed capital and working capital in financing a business is correctly stated and fully explained.

The various sources of capital in the financial markets are correctly identified.

Ways in which a business can access capital in the financial markets are correctly stated and explained.

The role and structure of the Stock Exchange is correctly stated and fully explained.

The process of obtaining a listing and how shares are bought and sold including the role played by the different types of investors known as 'Bulls', 'Bears' and 'Stags' are correctly stated and fully explained.

14.

The characteristics of a sound transportation system are correctly identified and explained.

The modes of transport available to businesses are correctly stated.
> Range: This includes but is not limited to rail, road, air and ocean (for export and import purposes).

The advantages and disadvantages of each mode of transport are correctly stated and explained.
> Range: This includes but is not limited to rail, road, air and ocean (for export and import purposes).

15.

Tables, charts, graphs and diagrams related to business activities are correctly read and understood.

Findings are presented in an effective and informative manner.

Tables, charts and graphs are appropriately selected and correctly constructed.
> Range: This includes but it not limited to titles, scales, axes and keys.

Results are correctly interpreted and explained in relation to the business.

Calculations are correctly completed.
> Range: This includes but is not limited to:

> At least two steps, with numbers of any size with and without a calculator.
> Conversion between fractions, decimals (including multiplication and division) and percentages.
> Factors (finding highest common factor and lowest common multiple).
> Conversion between systems (e.g. between currencies).
> Calculate area and volume of rectangles and squares and variants (e.g. an L-shaped room).
> Calculate dimensions from scale drawings (e.g. using a 1:25 scale).
> Use of proportion and calculate using ratios where appropriate.
> Percentages (e.g. discounts, commission, interest rates and comparison of sets of data).
> Averages (mean, median and mode).
> Costing and pricing of goods including allowance for profit margins.
> Use of given formulae (e.g. for calculating areas and volumes).

16.

The information recording and disseminating functions of the office are correctly stated and explained.

The communication relationship between the office and all other functions of the business and external agencies is correctly stated and explained.
> Range: This includes but is not limited to suppliers and customers.

Information is identified and explained as a necessary business resource.

The information flow into the office is correctly identified and explained.
> Range: This includes but is not limited to email, telephone, letter, fax, invoice, cheques, and orders.

The processing of information received is correctly described and explained.
> Range: This includes but is not limited to capturing, filing, analysing, retrieving and disseminating.

The information flow out of the office is correctly explained and understood.
> Range: This includes but is not limited to the issuing of reports, correspondence, internal memoranda, minutes of meetings, forms, and various financial documents.

The recording and management of information is correctly stated and explained.
> Range: This includes but is not limited to establishing what needs to be recorded, access requirements, the value to the business of what is recorded, the various means of recording and storage of information including the operation of appropriately classified and indexed hard copy filing systems and electronic, arranging timely access to records whilst ensuring appropriate levels of security, the use of information audits and the retention and records disposal policies.

17.

Financial office activities are correctly stated, explained and understood.
> Range: This includes but is not limited to all financial transactions (including cash received and paid) in a financial recording system, the establishment, maintenance and interpretation of a costing and budgetary system to highlight all cost centre operations).

Clerical and administrative office support activities are correctly stated, explained and understood.
> Range: This includes but is not limited to the communication, operational recording and information needs of the different functions of the business (e.g. production, purchasing, marketing, finance, distribution, research and development, personnel).

The office support activities in relation to personnel are correctly stated, explained and understood.
> Range: This includes but is not limited to recruitment, selection, appointment, termination and performance appraisal of staff.

18.

The principles of effective interpersonal communication are correctly stated and explained.

Effective methods of interpersonal communication are correctly identified and explained.

Potential barriers to good communication are correctly identified and explained.

Formal and informal organisational communication processes are correctly distinguished and explained.

The appropriate medium for communication is selected in relation to priority, cost and confidentiality.
> Range: including but not limited to, letters, electronic communication, memo's verbal, reports.

Appropriate telephone techniques are correctly identified and demonstrated.

Ways of maximising telephone usage are correctly stated and explained.

Different ways of organising working groups are correctly stated and explained.

The importance of the design and allocation of office space is correctly explained in relation to the achievement of effective workflow.

The differences between formal and informal reports are correctly stated and explained.

The important issues for drafting a report are correctly identified and explained.
> Range: This includes but is not limited to profile of the intended recipients, appropriate format, style, tone.

19.

The function and usefulness of office machines are correctly explained.
> Range This includes but is not limited to computers, typewriters, calculators, cash registers, dictation machines, intercoms, telephone exchanges, time clocks, addressing and postal franking machines, fax and telex, CCTV for monitoring activity and security, video conferencing.

The function of office machines is correctly demonstrated.

Range This includes but is not limited to computers, typewriters, calculators, cash registers, dictation machines, intercoms, telephone exchanges, time clocks, addressing and postal franking machines, fax and telex, CCTV for monitoring activity and security, video conferencing.

The differences and similarities between the tasks performed by the selection of reprographic equipment are correctly stated and explained in relation to cost effectiveness.
> Range: This includes but is not limited to duplicating machines, small offset-litho, and photocopiers.

20.

An overview of various wage systems is correctly described and explained.
> Range: This includes but is not limited to recording time worked and payment - the meaning of 'gross pay', 'deductions' and 'net pay'.

The key provisions of employment laws are correctly stated and explained.
> Range: This includes but is not limited to the Basic Conditions of Employment Act, the Occupational, Health and Safety Act, Skills Development Act, the Labour Relations Act, the Workmen's Compensation Act and the Unemployment Insurance Fund Act.

The terms 'conditions of employment', 'contract of employment' and the 'rights and obligations of employers and employees' are correctly defined and understood in relation to specific work contexts.
> Range: This includes but is not limited to disciplinary and grievance procedures, dismissal and retrenchment, periods of notice, payment of wages, pension funds and medical aid and general duty of care.

21.

The key features of a range of services provided by banks to businesses are correctly stated and explained.
> Range: This includes but is not limited to Current and Savings Accounts, investment facilities and credit facilities - overdrafts, loans, credit cards.

The functions of cheques are correctly stated and explained.

The parties involved in the issuing and processing of cheques are correctly identified and explained.

The meaning of a 'dishonoured cheque' is correctly explained as it relates to the various laws regarding the issuing of cheques.

The role of the office in relation to banking is correctly explained and understood.
> Range: This includes but is not limited to deposits and withdrawals, setting up accounts and changing signatories.

The operation of the Clearing House system for 'clearing' cheques is correctly described and explained.

The role of the Central Bank and its purpose in the economy is correctly explained and understood.

INTERNATIONAL COMPARABILITY

This qualification, especially the Accounting outcomes compares favourably with all international qualifications in accounting at this level as accounting and basic bookkeeping to trial balance follows international accounting standards.

ARTICULATION OPTIONS

This Qualification articulates horizontally with the following Qualifications:

National Certificate: Business Administration Services NQF 3, 23655

The Qualification articulates vertically with the following Qualifications:

Certificate for Registered Bookkeeping NQF 4, 20363

National Certificate: Small Business Financial Management NQF 4, 48736

Learners will be able to apply for Certificate membership of the Institute of Certified Bookkeepers Ltd, the largest professional body in the world offering Qualifications at NQF Levels 3, 4 and 5.

MODERATION OPTIONS

Anyone assessing a learner of moderating the assessment of a learner against this Qualification must be registered as an assessor with a relevant ETQA or an ETQA that has a Memorandum of Understanding with the relevant ETQA.

Any institution offering learning that will enable the achievement of this Qualification must be accredited as a provider with the relevant ETQA or with an ETQA that has a Memorandum of Association with the relevant ETQA.

Assessment and moderation of assessment will be overseen by the relevant ETQA or by an ETQA that has a Memorandum of Understanding with the relevant ETQA, according to the ETQA's policies and guidelines for assessment and moderation; in terms of agreements reached around assessment and moderation between ETQAs (including professional bodies); and in terms of the moderation guideline detailed immediately below.

Moderation must include both internal and external moderation of assessments at exit points of the Qualification, unless ETQA policies specify otherwise.

Anyone wishing to be assessed against this Qualification may apply to be assessed by an assessment agency, assessor or provider institution that s accredited by the relevant ETQA or an ETQA that has a Memorandum of Understanding with the relevant ETQA.

Formative assessment will be conducted internally by the provider with moderation being done by the relevant ETQA.

CRITERIA FOR THE REGISTRATION OF ASSESSORS

Anyone performing assessment to determine competence for this Qualification should:

Hold a qualification in Accounting or Management Accounting that is registered at NQF 5 or above.

Be registered as an assessor with the relevant ETQA or with an ETQA that has a Memorandum of Understanding with the relevant ETQA.

Be currently employed in the Accounting or a related Financial Management field.

Be a current member of a professional body in the Accounting Field.

REREGISTRATION HISTORY

As per the SAQA Board decision/s at that time, this qualification was Reregistered in 2006.

NOTES

This qualification has been replaced by qualification 58375, which is National Certificate: Bookkeeping Level 3, 120 credits.

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LEARNING PROGRAMMES RECORDED AGAINST THIS QUALIFICATION:

When qualifications are replaced, some of their learning programmes are moved to being recorded against the replacement qualifications. If a learning programme appears to be missing from here, please check the replacement.

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PROVIDERS CURRENTLY ACCREDITED TO OFFER THIS QUALIFICATION:

This information shows the current accreditations (i.e. those not past their accreditation end dates), and is the most complete record available to SAQA as of today. Some Primary or Delegated Quality Assurance Functionaries have a lag in their recording systems for provider accreditation, in turn leading to a lag in notifying SAQA of all the providers that they have accredited to offer qualifications and unit standards, as well as any extensions to accreditation end dates. The relevant Primary or Delegated Quality Assurance Functionary should be notified if a record appears to be missing from here.

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