Course Title: Administer subsidiary accounts and ledgers

Part B: Course Detail

Teaching Period: Term1 2012

Course Code: ACCT5306C

Course Title: Administer subsidiary accounts and ledgers

School: 650T TAFE Business

Campus: City Campus

Program: C4296 - Certificate IV in Accounting

Course Contact : Jenny Seiler

Course Contact Phone: +61 3 99251621

Course Contact

Name and Contact Details of All Other Relevant Staff

Linda Boyce

Nominal Hours: 40

Regardless of the mode of delivery, represent a guide to the relative teaching time and student effort required to successfully achieve a particular competency/module. This may include not only scheduled classes or workplace visits but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.

Pre-requisites and Co-requisites


Course Description

This unit describes the performance outcomes, skills and knowledge required to reconcile and monitor financial accounts receivable systems, identify bad and doubtful debts and plan a recovery action and remit payments to sundry creditors. This unit may apply to job roles subject to licensing, legislative, regulatory or certification requirements so Commonwealth, State or Territory requirements should be confirmed with the relevant body.

If you are undertaking this course in Melbourne from semester 2, 2012 onwards your teacher will advise you if you require access to a computer for the course. It is recommended that you have access to a mobile computing device to allow greater flexibility in terms of where you can work on campus outside class times.


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

FNSACC302A Administer subsidiary accounts and ledgers


1. Review accounts receivable process
2. Identify bad and doubtful debts
3. Review compliance with terms and conditions and plan recovery action
4. Prepare reports and file documentation
5. Distribute creditors invoices for authorisation
6. Remit payments to creditors
7. Prepare accounts paid report and reconcile balances outstanding

Performance Criteria:

1.1. Receipts entered into accounts receivable system are checked for accuracy, consistency and thoroughness
1.2. Incorrect entries are identified and accurately recorded according to type and source of receipt
1.3. Discrepancies between monies owed and monies paid are identified and investigated according to organisation policy, procedures and guidelines
1.4. Receipts entered into accounts receivable system are amended according to established procedures

2.1. Debtors ledger is regularly reviewed in accordance with organisation policy and guidelines to identify outstanding monies an further information, if required, sought from relevant sources
2.2. Bad or doubtful debt status is verified through liaison with debtors
2.3. Reporting procedures and appropriate documentation for bad and doubtful debts is completed in accordance with organisation policy and guidelines

3.1. Clients in default of trading terms are correctly identified according to organisation operating procedures and contacted promptly and courteously to make satisfactory arrangements to pay monies outstanding
3.2. Monies owing that constitute breaches of organisation credit policy are actioned in accordance with organisation policy and procedures
3.3. Previous activities and communication with clients are thoroughly reviewed to establish adequacy of follow-up procedures, and whether all usual organisation recovery avenues have been exhausted
3.4. Plans to pursue debt recovery or to initiate legal action are developed with measures to collect monies completed in accordance with organisation policy, guidelines and timelines
4.1. Reports are prepared which document accounts receivable, debt recovery type, cause and recovery plan and distributed to supervisors, managers and other relevant parties
4.2. Documentation is filed promptly in accordance with organisation policy and procedures
5.1. Invoice discrepancies are identified, investigated and rectified and invoices encoded and recorded correctly
5.2. Authorisation for payment is requested from appropriate personnel

6.1. Cheque requisition is correctly drawn up and authorised and the correct general ledger to be drawn against identified
6.2. Correct account is debited in a timely manner and in accordance with legislative and compliance requirements
6.3. Creditors payments are prepared in an accurate manner

7.1. Data is collected and entered onto spreadsheet giving details of creditors and amounts paid and a report prepared for ratification by appropriate management
7.2. Statements of outstanding balances are sought from suppliers where required and balances outstanding are reconciled to invoices received

Learning Outcomes

Details of Learning Activities

It is expected that students will attend classes. 

During class time students will prepare notes, participate in discussions and complete problem solving exercises.  Across the semester students will be introduced to manual bookkeeping procedures and then like processes will be completed on a computerized system.  Reports will also be completed in excel.  Students will be required to complete all the assessment tasks,

Teaching Schedule


Week Date Beginning Topics




ACCT 5306C







 1 6/2/2012

Source Documents,

Accounting Equation,

Transaction Analysis 

 213/2/2012Accounting Process to trial balance

Basic Reports
 3 20/2/2012Processing in MYOBTest - Manual Accounting Test - Manual AccountingTest - Manual Accounting 
 4 27/2/2012Processing in MYOBTest Review Test ReviewTest Review 
 5 5/3/2012

Processing in MYOB

Manual Subsidiary Processes 

 612/3/2012 (Mon public holiday)

Manual & Computerized Subsidiary Processes

 719/3/2012Set Up a Computerized SystemTest Debtors/CreditorsTest Debtors/Creditors   

Intergrated Computerized Exercise including set up, processing and production of a trial balance

Test Review

Intergrated Computerized Exercise including set up, processing and production of a trial balance

Test Review
  Intergrated Computerized Exercise including set up, processing and production of a trial balance

 9.12/4/2012 (Mon-Wed)

Introduction to end of period reporting

Asset Registers

Review Intergrated ExerciseReview Intergrated Exercise  Review Intergrated Exercise

9/4/2012 (Thurs-Fri)

Introduction to end of period reporting

Asset Registers
Review Intergrated ExerciseReview Intergrated Exercise  Review Intergrated Exercise
 1016/4/2012Balance Day Adjustments     
 1123/4/2012 (Wed public hol)Manual & Computerized Closing Entries     
 1230/4/2012Manual & Computerized Preparation of Final Reports     
 13 7/5/2012

Intergrated manual exercise

Cash Flow Statements & Cash Budgets

  Excel Class Exercise  
 1414/5/2012 Revision  Test Asset Register, BDA, Manual Closing entries & ReportsTest Asset Register, BDA, Manual Closing entries & Reports 
 15 21/5/2012   

Review Test

Holistic MYOB Inclass Assignment including BDA, end year procedures & reports

 Review Test

Holistic MYOB Inclass Assignment including BDA, end year procedures & reports

 1628/5/2012 Reassessment  Review inclass assignment Review inclass assignment
 174/6/2012 Reassessment     


**The teaching schedule maybe subject to change.  Students will be advised via the Blackboard and inclass should changes occur

Learning Resources

Prescribed Texts

A Step by Step Approach to Process Financial Transactions and Extract Interim Reports (Manual and MYOB AccountRight v19), Marian Brown, Software Publications Pty Ltd, 2011


A Step by Step Approach to Administer Subsidairy Accounts and Ledgers Using MYOB AccountRight v19), Marian Brown, Software Publications Pty Ltd, 2011


A Step by Step Approach to Prepare Financial Reports (Manual with MYOB AccountRight v19 Option), Marian Brown, Software Publications Pty Ltd, 2011



Other Resources

Other relevant learning material will be placed on the online learninghub ( progressively during the semester on the ACCT5303C Prepare Financial Trasactions and Extract Interim Reports blackboard site.  Students will need to access this site on a weekly basis and print of materials and bring them to class as necessary

Overview of Assessment

Assessment may incorporate a variety of methods including technical requirements documentation, homework, assignments, group and/or individual projects, in class exercises, written and practical tests, problem solving exercises, presentations, direct observation of actual and simulated work practice, presentation of a portfolio of evidence which may comprise documents, and/or photographs and/or video and audio files, review of products produced through work-based or course activities.

Students are advised that they are likely to be asked to personally demonstrate their assessment work to their teacher to ensure that the relevant competency standards are being met. Students will be provided with feedback throughout the course to check their progress.


Assessment Tasks

1.  Closed Book InclassTest  in a limited time 

Students will be tested on basic accounting principles including transaction analysis, the accounting equation and preparation of a balance sheet

2. Closed Book Inclass Test in a limited time

Students will be tested on subsidiary theory and manual processing

3.  Intergrated Computerized Assignment to be completed in class in a limited time

Students will complete an MYOB exercise which incorporates set up and processing transactions and the extraction of a trial balance.

4.  Inclass Excel Exercise

Students will be required to complete a cash flow statement on excel and electronically submit to your teacher.  Students may refer to their class notes as they complete this exercise.

5. Closed Book Inclass Test in a limited time

Students will complete an asset register and manually record balance day adjustments, closing entries and final reports

6.  Intergrated Computerized Assignment to be completed in class in a limited time

Students will complete an MYOB exercise which included balance day adjustments, end of period procedures and printing final reports

Assessment Matrix

Other Information

This competency is taught concurrently with:

ACCT 5303C Process Financial Transactions and Extract Interim Reports (FNSACC301A)

ACCT 5304C Prepare Financial Statements for Non-reporting Entities (FNSACC404A)
ACCT 5287C Prepare Financial Reports (BSBFIA401A)
COSC 6059C Set Up and Operate a Computerized Accounting System (FNSACC406A)

The cluster is referred to as ACCT 5303C Process Financial Transactions and Extract Interim Reports


To be judged competent evidence of the following is essential to:
1. interpret and comply with organisation policies and procedures and industry compliance requirements for monitoring accounts
2. dentify bad and doubtful debts in a timely manner and plan effective recovery actions
3. follow bank account reconciliation processes
4. use relevant data entry systems accurately.

Required skills
1. communication skills to:
a. determine and confirm work requirements and interact with clients, using questioning and active listening as required
b. share information, listen and understand
c. use language and concepts appropriate to cultural differences
2. well-developed numeracy skills to make financial calculations
3. IT skills for accessing and using accounting systems, spreadsheets and databases
4. evaluation skills to determine payment status and any discrepancies
5. literacy skills for:
a. data analysis and entry
b. drafting reports and letters
6. organisational skills, including the ability to plan and sequence work and maintain accurate records

Required knowledge
1. accounting principles and practices
2. accounting systems
3. awareness of legal systems and procedures and relevant acts or regulations
4. industry codes of practice
5. industry compliance requirements
6. organisation policy, guidelines and procedures
7. use of financial spreadsheets

When submitting assessments you should:

• Ensure that you submit assessments on or before the due date. If your performance in the assessment is affected by unexpected circumstances, you should consider applying for Special Consideration. Information on the process and application forms is available at;ID=ls0ydfokry9rz website.
• Always retain a copy of your assessment tasks. (hard copy and soft copy)
• When you submit work for assessment at RMIT University you need to use a cover sheet that includes a declaration and statement of authorship. You must complete, sign and submit a cover sheet with all work you submit for assessment, whether individual or group work. On the cover sheet you declare that the work you are presenting for assessment is your own work. An assignment cover sheet for submission of work for assessment is available on blackboard.
• Each page of your assessment should include footer with your name, student number, the title of the assessment, unit code and title and page numbers. For example,

Marking Guide (competency): 

Vocational Education and Training (VET) is based on current industry needs and the focus on preparing you for the workplace. Because VET courses are informed by practical application of knowledge and skills, they are based on a system known as ‘competency based training’ (CBT). So when you are assessed in VET it is about whether you are competent to do the job, as well as having a firm grasp on the knowledge and skills required to do that job, as opposed to traditional curriculum based education settings that are often based on knowledge retention.

You need to demonstrate you are competent in each element of the unit of competency you are studying.

You will receive feedback on each assessment task that will inform you whether you are competent or not and how well you are performing. Once competent in all elements of the unit you receive a competency grading.

Please refer to the Final Grades table below.

Marking Guide (Grading) 

After achieving competency we then grade your performance in the unit; this gives you the opportunity to have the level of your performance formally recognized against industry standards and employability skills.

The grading is according to the following criteria:


We are looking for a high level of ability to complete all tasks independently as well as demonstrating a high level of initiative while proccessing transactions and extracting  reports.


We are looking for depth of understanding of the key concepts and knowledge required in processing financial transactions. You should be able to demonstrate a thorough understanding of double entry bookkeeping principles and procedures involved when processing financial transactions and preparing reports.


We are looking for techniques to be used  in problem solving, using appropriate technology and methodology to assist in recording data and preparing reports.   You also need to show an understanding of the kinds of problems that can arise in bookkeeping and reporting.


We expect to see effective planning, self management & work organization resulting in timely submission of all required assessment tasks


We expect to see contributions to relevant discussions.  In addition you should demonstrate a range of well-developed interpersonal skills appropriate to each task

Final Grades table:

CHD  Competent with High Distinction
CDI    Competent with Distinction
CC     Competent with Credit
CAG   Competency Achieved – Graded
NYC   Not Yet Competent
DNS   Did Not Submit for assessment 

Further information regarding the application of the grading criteria will be provided by your teacher.

Course Overview: Access Course Overview