Assessor Resource

TLIP3027A
Organise freight invoicing and payment

Assessment tool

Version 1.0
Issue Date: May 2024


Work involves discretion and judgement for self and others in organising freight invoicing and payment. It is performed under limited or minimum supervision with general guidance on progress and outcomes of work.

A range of opportunities may be used to develop the workplace and to support the development of work systems and innovative strategies to deal with contingencies and to encourage the achievement of the organisation's goals and key performance objectives.

Work involves responsibility for the organising of freight invoicing and payment and the provision of leadership of others either individually or in teams.

This unit involves the skills and knowledge required to organise freight invoicing and payment, including preparing invoices, coordinating documentation, and processing payments. Licensing, legislative, regulatory or certification requirements are applicable to this unit.

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)

Prerequisites

Not Applicable

Employability Skills

This unit contains employability skills.



Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required knowledge and skills, the range statement and the assessment guidelines for this Training Package.

Critical aspects for assessment and evidence required to demonstrate competency in this unit

The evidence required to demonstrate competency in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria of this unit and include demonstration of applying:

the underpinning knowledge and skills

relevant legislation and workplace procedures

other relevant aspects of the range statement

Context of and specific resources for assessment

Performance is demonstrated consistently over a period of time and in a suitable range of contexts

Resources for assessment include:

a range of relevant exercises, case studies and/or other simulated practical and knowledge assessment, and/or

access to an appropriate range of relevant operational situations in the workplace

In both real and simulated environments, access is required to:

relevant and appropriate materials and equipment, and

applicable documentation including workplace procedures, regulations, codes of practice and operation manuals

Method of assessment

Assessment of this unit must be undertaken by a registered training organisation

As a minimum, assessment of knowledge must be conducted through appropriate written/oral tests

Practical assessment must occur:

through activities in an appropriately simulated environment at the registered training organisation, and/or

in an appropriate range of situations in the workplace

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

REQUIRED KNOWLEDGE AND SKILLS

This describes the essential knowledge and skills and their level required for this unit.

Required knowledge:

Relevant regulatory and code requirements

Relevant OH&S and environmental protection policies and procedures

Workplace protocols and procedures for the organisation of freight invoicing and payment

Relevant workplace business management policies and practices, including requirements for accounts, payments and record keeping

Legal and commercial requirements for the work

Focus of operation of financial systems, resources, management and workplace operating systems

Resource availability including the processing capacity of equipment and software systems for planning activities

Typical problems that can occur when organising freight invoicing and payment and related appropriate action that can be taken

Required skills:

Communicate and negotiate effectively with others when organising freight invoicing and payment

Read and interpret instructions, procedures and information relevant to the organisation of freight invoicing and payment

Interpret and follow operational instructions and prioritise work

Complete documentation related to the organisation of freight invoicing and payment

Operate electronic communication equipment to required protocol

Work collaboratively with others when organising freight invoicing and payment

Adapt appropriately to cultural differences in the workplace, including modes of behaviour and interactions with others

Promptly report and/or rectify any identified problems errors that may occur when organising freight invoicing and payment in accordance with regulatory requirements and workplace procedures

Implement contingency plans for unanticipated situations that may arise when organising freight invoicing and payment

Monitor work activities in terms of planned schedule

Modify activities depending on differing operational contingencies, risk situations and environments

Work systematically with required attention to detail

Process invoices and payments

Select and appropriately apply technology, information systems and procedures to complete workplace tasks

Adapt to differences in equipment in accordance with standard operating procedures

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance.

The workplace environment may involve twenty-four hour operation and may include:

single and multi-site locations

large, medium or small companies

Services, products, risks, work systems and requirements may potentially :

vary across different sections of the workplace

Operations involve:

internal and external customer contact and coordination

Invoices may be:

raised manually (typed/written) or computer-generated by authorised personnel

Transactions may be:

in Australian or foreign currency

Consultative processes may involve:

other employees and supervisors

customers and suppliers

management and union representatives

industrial relations and OH&S specialists

other professional or technical staff, contractors and maintenance personnel

Communications systems may involve:

telephone

fax

email

electronic data transfer of information (EDI)

mail

Depending on the type of organisation concerned and the local terminology used, workplace plans/procedures may include:

company plans/procedures

enterprise plans/procedures

organisational plans/procedures

established plans/procedures

Information/documentation may include:

procedures for the organisation of freight invoicing and payment

workplace records of invoices and payments

customer/client instructions and assessed requirements

legislation, regulations and related documentation relevant to business operations

regulations and policies relating to minimising risks to the environment and ensuring compliance with OH&S requirements

invoices and receipts

relevant agreements, codes of practice including the National Standards for Services and Operations

manufacturers/suppliers specifications, advice, recommended procedures, policies and instructions

workplace financial procedures and processes

workplace guidelines on appropriate workplace language and communication strategies and interpretation of relevant information

quality assurance procedures

Applicable regulations and legislation may include:

relevant regulations, standards and codes of practice

taxation and trading regulations relevant to business operations

relevant Australian and state/territory OH&S legislation

equal employment legislation and related policies

environmental protection regulations

hazardous substances and dangerous goods codes

relevant Australian standards and certification requirements

licence, patent or copyright arrangements

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Purchase order or documentation regarding request for invoice is registered, validated and filed appropriately 
Payment method, timing and ,where required, currency and exchange rates are noted on the documentation 
Invoice documents which commit the business to providing goods and services are registered and sourced 
An invoice is raised listing items in a full, clear, legible and unambiguous description 
Invoice original is checked and authorised by a signatory at an appropriate level 
Required documentation is forwarded to business or organisation requesting invoice 
Invoice details are recorded and filed in accordance with workplace policy 
Chart of accounts is checked at the end of the agreed period to verify payment or outstanding debt(s) against invoice(s) raised 
Debtor's ledger is produced from balance sheet 
Follow-up contacts of any outstanding account(s) are made according to workplace policy 
Monthly statements are cross-checked at required intervals 
Reminder notices are forwarded to customers in accordance with workplace policy 
Workplace policy and any particular contractual requirements are followed when making payments 
Records of payments and any required government returns are completed and filed 
Payments received are registered 
Receipts are attached to payments with any corresponding documents and filed appropriately 
Receipts are forwarded to customers 
Files are retained according to archival regulations for audit purposes 

Forms

Assessment Cover Sheet

TLIP3027A - Organise freight invoicing and payment
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:

Assessment Record Sheet

TLIP3027A - Organise freight invoicing and payment

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: