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Evidence Guide: TLIP3027 - Organise freight invoicing and payment

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

TLIP3027 - Organise freight invoicing and payment

What evidence can you provide to prove your understanding of each of the following citeria?

Prepare invoices

  1. Purchase order or documentation regarding request for invoice is registered, validated and filed appropriately
  2. Payment method, timing and, as required, currency and exchange rates, are noted on the documentation
  3. Invoice documents that commit the business to providing goods and services are registered and sourced
  4. Invoice is raised listing items in a full, clear, legible and unambiguous description
  5. Invoice original is checked and authorised by a signatory at an appropriate level
  6. Required documentation is forwarded to business or organisation requesting invoice
  7. Invoice details are recorded and filed in accordance with workplace policy
Purchase order or documentation regarding request for invoice is registered, validated and filed appropriately

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Payment method, timing and, as required, currency and exchange rates, are noted on the documentation

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Invoice documents that commit the business to providing goods and services are registered and sourced

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Invoice is raised listing items in a full, clear, legible and unambiguous description

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Invoice original is checked and authorised by a signatory at an appropriate level

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Required documentation is forwarded to business or organisation requesting invoice

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Invoice details are recorded and filed in accordance with workplace policy

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Coordinate documentation

  1. Chart of accounts is checked at the end of the agreed period to verify payment or outstanding debt/s against invoice/s raised
  2. Debtor ledger is produced from balance sheet
  3. Follow-up contacts of outstanding account/s are made in accordance with workplace policy
  4. Monthly statements are cross-checked at required intervals
  5. Reminder notices are forwarded to customers 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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Debtor ledger is produced from balance sheet

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Follow-up contacts of outstanding account/s are made in accordance with workplace policy

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Monthly statements are cross-checked at required intervals

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Reminder notices are forwarded to customers in accordance with workplace policy

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Process payments

  1. Workplace policy and contractual requirements are followed when making payments
  2. Records of payments and required government returns are completed and filed
  3. Payments received are registered
  4. Receipts and corresponding documents are attached to payments and are filed appropriately
  5. Receipts are forwarded to customers
  6. Files are retained in accordance with archival regulations for audit purposes
Workplace policy and contractual requirements are followed when making payments

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Records of payments and required government returns are completed and filed

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Payments received are registered

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Receipts and corresponding documents are attached to payments and are filed appropriately

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Receipts are forwarded to customers

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Files are retained in accordance with archival regulations for audit purposes

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1

Prepare invoices

1.1

Purchase order or documentation regarding request for invoice is registered, validated and filed appropriately

1.2

Payment method, timing and, as required, currency and exchange rates, are noted on the documentation

1.3

Invoice documents that commit the business to providing goods and services are registered and sourced

1.4

Invoice is raised listing items in a full, clear, legible and unambiguous description

1.5

Invoice original is checked and authorised by a signatory at an appropriate level

1.6

Required documentation is forwarded to business or organisation requesting invoice

1.7

Invoice details are recorded and filed in accordance with workplace policy

2

Coordinate documentation

2.1

Chart of accounts is checked at the end of the agreed period to verify payment or outstanding debt/s against invoice/s raised

2.2

Debtor ledger is produced from balance sheet

2.3

Follow-up contacts of outstanding account/s are made in accordance with workplace policy

2.4

Monthly statements are cross-checked at required intervals

2.5

Reminder notices are forwarded to customers in accordance with workplace policy

3

Process payments

3.1

Workplace policy and contractual requirements are followed when making payments

3.2

Records of payments and required government returns are completed and filed

3.3

Payments received are registered

3.4

Receipts and corresponding documents are attached to payments and are filed appropriately

3.5

Receipts are forwarded to customers

3.6

Files are retained in accordance with archival regulations for audit purposes

Required Skills and Knowledge

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1

Prepare invoices

1.1

Purchase order or documentation regarding request for invoice is registered, validated and filed appropriately

1.2

Payment method, timing and, as required, currency and exchange rates, are noted on the documentation

1.3

Invoice documents that commit the business to providing goods and services are registered and sourced

1.4

Invoice is raised listing items in a full, clear, legible and unambiguous description

1.5

Invoice original is checked and authorised by a signatory at an appropriate level

1.6

Required documentation is forwarded to business or organisation requesting invoice

1.7

Invoice details are recorded and filed in accordance with workplace policy

2

Coordinate documentation

2.1

Chart of accounts is checked at the end of the agreed period to verify payment or outstanding debt/s against invoice/s raised

2.2

Debtor ledger is produced from balance sheet

2.3

Follow-up contacts of outstanding account/s are made in accordance with workplace policy

2.4

Monthly statements are cross-checked at required intervals

2.5

Reminder notices are forwarded to customers in accordance with workplace policy

3

Process payments

3.1

Workplace policy and contractual requirements are followed when making payments

3.2

Records of payments and required government returns are completed and filed

3.3

Payments received are registered

3.4

Receipts and corresponding documents are attached to payments and are filed appropriately

3.5

Receipts are forwarded to customers

3.6

Files are retained in accordance with archival regulations for audit purposes

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria on at least one occasion and include:

adapting to differences in equipment in accordance with operating procedures

applying relevant legislation and workplace procedures

communicating and negotiating effectively with others

completing relevant documentation

interpreting and following operational instructions

modifying activities depending on operational contingencies, risk situations and environments

monitoring and prioritising work activities in terms of planned schedule

operating electronic communications equipment to required protocol

processing invoices and payments

reading, interpreting and following relevant instructions, procedures, information and signs

selecting and appropriately applying technology, information systems and procedures

working collaboratively with others

working systematically with required attention to detail.

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria and include knowledge of:

legal and commercial requirements for the work

operational financial systems, resources, management and workplace operating systems

relevant regulatory and code requirements

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

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

typical problems that can occur and related appropriate action that can be taken

workplace protocols and procedures for organising freight invoicing and payment.

Range Statement

Range is restricted to essential operating conditions and any other variables essential to the work environment.

Non-essential conditions can be found in the Companion Volume Implementation Guide.