Business Studies - Junior Secondary 2 - Office documents

TERM: 1^ST TERM

WEEK THREE

Class: Junior Secondary School 2

Age: 13 years

Duration: 40 minutes of 5 periods each

Date:

Subject: BUSINESS STUDIES

Topic: OFFICE DOCUMENTS

SPECIFIC OBJECTIVES: At the end of the lesson, pupils should be able to

I.) Explain the term Office Document.

II.) Enumerate the Types of Office Document –Sales Department

III.) Describe how to Prepare office Documents

 IV.) List the uses of Sales Documents

 V.) Mention the uses of Purchase Documents – Preparation, Uses

INSTRUCTIONAL TECHNIQUES: Identification, explanation, questions and answers, demonstration, videos from source

INSTRUCTIONAL MATERIALS: Videos, loud speaker, textbook, pictures,

INSTRUCTIONAL PROCEDURES

PERIOD 1-2

NOTE

OFICE DOCUMENTS

An office document refers to any written, printed, or electronic material used within an organization to communicate, record, or facilitate business operations. These documents serve various purposes such as recording information, facilitating transactions, and maintaining organizational records.

Types of Office Document – Sales Department

In the sales department, typical types of office documents include:

I.) Sales Orders: Documents generated by customers to request products or services from the company.

II.) Sales Contracts: Formal agreements outlining the terms and conditions of a sale between the company and a customer.

 III.) Invoices: Documents sent to customers detailing the amount due for goods or services provided.

 IV.) Quotations/Proposals: Documents detailing the prices and terms offered to potential customers for products or services.

V.) Sales Reports: Documents summarizing sales performance, trends, and forecasts.

VI.) Customer Correspondence: Emails, letters, or memos exchanged with customers regarding sales inquiries, orders, or issues.

Preparation

I.) Sales Orders: Prepared by customers when they want to purchase goods or services.

II.) Sales Contracts: Drafted by the sales department or legal team to formalize agreements with customers.

III.) Invoices: Generated by the accounting or sales department after goods or services are delivered.

IV.) Quotations/Proposals: Prepared by the sales team in response to customer inquiries or as part of sales negotiations.

V.) Sales Reports: Prepared regularly by the sales team to track performance and provide insights.

VI.) Customer Correspondence: Prepared as needed in response to customer inquiries, requests, or issues.

Uses of Sales Documents

I.) They serve as legal records documenting agreements and transactions between the company and customers.

II.) They facilitate financial control by documenting sales transactions and revenue generated.

III.) They communicate pricing, terms, and conditions to customers.

IV.) Sales reports help evaluate the performance of sales teams and strategies.

V.) They provide data for sales forecasting and planning future sales activities.

Uses of Purchase Documents – Preparation, Uses

Preparation of Purchase Documents:

     - Purchase Orders: Prepared by the purchasing department to request goods or services from suppliers.

     - Purchase Contracts: Formal agreements outlining terms and conditions between the company and suppliers.

     - Requests for Quotations (RFQs): Requests sent to suppliers asking for pricing and terms for specific goods or services.

Uses of Purchase Documents:

I.) Ensures legal compliance by documenting agreements with suppliers.

II.) Tracks goods ordered and received, aiding in inventory management.

III.) Helps control spending by documenting authorized purchases.

IV.) Communicates requirements and expectations to suppliers.

V.) Provides records for accounting purposes, including payment processing and reconciliation.

EVALUATION: 1. Explain the term Office Document.

2. Enumerate t5 types of Office Document –Sales Department
3. Describe the Preparation of office Documents

CLASSWORK: As in evaluation

CONCLUSION: The teacher commends the students positively