Accounting Clerk Learnership
ASSESSMENT RECORD
Name of Learner:
Reference Number:
Purpose of the Assessment Record:
To make the assessment process more manageable for both Learner and Assessor, the exit level learning outcomes and assessment criteria have been
included in this Assessment Record. This is to be completed by the Assessor. The Assessment Record is vital to the assessment process as it indicates the
progress the learner is making towards meeting all assessment criteria. After successfully completing this whole assessment the learner will have been
assessed against all the outcomes for each unit and will be deemed competent. For each task and questions answered in writing, evidence to demonstrate
competence should be filed in the learner’s Portfolio of Evidence and cross-referenced with the Assessment Record. For questions answered orally, the
Assessor should initial and date the relevant question in the Assessment Record to indicate competence and support this either by taking notes or by
recording on cassette and filing this in the learner’s Portfolio of Evidence.
This Assessment Record is to be referred to in conjunction with the learner's Portfolio of Evidence and Practical Training Logbook. Assessors are to check
that all the relevant reports, forms and documents are completed and filed by the learner to assist in demonstrating competence in the required practical
component of this learnership. Assessors are also to ensure that learners have completed both the practical and theory components of the learnership before
signing off Unit Completion in the learner's Assessment Record.
Registered ICB Accounting Clerk Learnership
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ICB Assessment Record
Portfolio of Evidence (Training Record):
The Learner's Training Record (Portfolio of Evidence) consists of several lever arch files and includes the following:
1. Learner’s Quarterly Reports – four formal reports in MS Word format
2. Practical Training Logbook – split into 12 sections - one per unit
(this Logbook includes exactly the same units, learning outcomes and assessment criteria as the Assessment Record)
3. Documentary evidence for each unit – e.g. reports, print-outs, statements, summaries, letters, memos, projects, etc
It also includes the following completed ICB forms:
4.
5.
6.
7.
8.
Examinations Report form
Courses and Seminars Attended form
Employment Record form/s
Diary form/s – optional - only if required by the Supervisor to supplement 1 and 2 above
Review form/s – alternatively the company’s own performance appraisal form can be used
Responsibilities:
The Learner is responsible for completing and filing all aspects of his Portfolio of Evidence (Training Record) except the Review form/s.
The Supervisor is responsible for completing the Review form and providing the learner with a copy.
The Assessor is responsible for completing this Assessment Record in stages and providing the Learner with copies.
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ICB Assessment Record
Contents of this Assessment Record:
Exit Level Outcome 1
Understand fundamental accounting concepts
Exit Level Outcome 2
Understand the principles underlying the bookkeeping process
Exit Level Outcome 3
Record basic cash transactions
Exit Level Outcome 4
Reconcile the cash book and bank account with periodic bank statements
Exit Level Outcome 5
Operate the general journal
Exit Level Outcome 6
Account for sales and sales returns
Exit Level Outcome 7
Account for purchases and purchases returns
Exit Level Outcome 8
Understand and prepare trial balances
Exit Level Outcome 9
Understand the different forms of business ownership
Exit Level Outcome 10
Interpret given information and results, present findings and carry out various calculations
Exit Level Outcome 11
Understand the range of financial, administrative and personnel activities performed by the office
Exit Level Outcome 12
Be aware of various salaries and wages systems and fundamental employment laws and rights
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ICB Assessment Record
Exit Level Outcome (ELO) 1
Understand fundamental accounting concepts
Instructions to the Assessor
Use the following tools to assess the learner
Assessment Tools for ELO 1:
1. Questions (oral or written)
Evidence Required
Correctly completed questions and correctly completed ELO 1 checklist
Ask the learner the following questions and use the assessment criteria below to measure the performance of the learner on the questions.
Questions
Learner Response
Y/N (Assessor Comments)
Portfolio of
(including signature and
Evidence
date)
Reference
Why are financial transactions recorded on a
double entry basis?
Why is there a need to establish whether a
business is profitable or making a loss?
Explain how a Balance Sheet can be used to
review the activities and assess the viability
of a business.
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ICB Assessment Record
ELO 1 Checklist
Assessment Criteria
Y/N (Assessor Comments)
1.1
Reasons for recording financial transactions on a double entry basis are given and correctly
explained.
1.2
The need to establish whether a business is profitable or loss making is identified and
correctly explained.
1.3
The Balance Sheet is correctly identified as an instrument used to review the activities and
assess the viability of a business.
Competence against Exit Level Outcome
Competent
Not Yet Competent (NYC)
In the case of NYC decision, please document the reassessment date and any other relevant information (e.g. suggested learning interventions, coaching
sessions etc.)
Exit Level Outcome (ELO) 2
Understand the principles underlying the bookkeeping process
Registered ICB Accounting Clerk Learnership
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ICB Assessment Record
Instructions to the Assessor
Use the following tools to assess the learner
Assessment Tools for ELO 2:
1. Questions (oral or written)
Evidence Required
Correctly completed questions and correctly completed ELO 2 checklist
Ask the learner the following questions and use the assessment criteria below to measure the performance of the learner on the questions.
Questions
Learner Response
Y/N (Assessor Comments)
Portfolio of
(including signature and
Evidence
date)
Reference
1. Explain how trading generates both income
and expenditure through the process of
purchasing and selling goods and services.
2. Explain the meaning of assets, liabilities and
owners equity.
3. What are the implications of depreciation for a
business?
4. Explain what you understand by source
documents.
5. What is the purpose of the various books of
account?
6. Explain the accounting process by listing all
the steps in the accounting process or by means
of a diagram.
ELO 2 Checklist
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ICB Assessment Record
Assessment Criteria
2.1
Y/N (Assessor Comments)
2.2
Trading, through the relevant processes, is correctly identified as both a generator of income
and expenditure.
Assets and liabilities are correctly explained.
2.3
Depreciation and the implications for a business are correctly stated and explained.
2.4
The nature and types of source documents are correctly stated and explained.
2.5 The purpose of the various books of account in the double entry system is correctly stated and
explained.
2.6 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.
Competence against Exit Level Outcome
Competent
Not Yet Competent (NYC)
In the case of NYC decision, please document the reassessment date and any other relevant information (e.g. suggested learning interventions, coaching
sessions etc.)
Exit Level Outcome (ELO) 3
Record basic cash transactions
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ICB Assessment Record
Instructions to the Assessor
Use the following tools to assess the learner
Assessment Tools for ELO 3:
1. Questions (oral or written)
2. Written/Simulation
Learner is to submit the following for
evaluation –
 Petty cash book
 Cash book
 Other relevant Books of Account
 Ledger
Evidence Required
Correctly completed questions and correctly completed ELO 3 checklist
Correctly completed ELO 3 checklist (ensure that the evidence produced shows
performance in all the areas listed in the criteria)
The learner must produce all the accounting books requested here
Use the checklist below to help you evaluate the learner’s evidence
ELO 3 Checklist
Assessment Criteria
3.1
Y/N (Assessor Comments)
3.2
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.
3.3
The imprest system is correctly stated and explained.
3.4
The imprest system is correctly used in the recording of petty cash transactions.
3.5
Payments and receipts are accurately analysed and correctly recorded in the cash book.
Registered ICB Accounting Clerk Learnership
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ICB Assessment Record
3.6
The cash book is ruled off and balances are correctly carried forward.
3.7
Discounts received and allowed are correctly processed when required.
3.8
Transactions involving VAT where it is added to an invoice are correctly recorded in the
books of account.
3.9 The cash control account in the Ledger is correctly set up and operated (including posting
items to the Ledger).
3.10 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.
Competence against Exit Level Outcome
Competent
Not Yet Competent (NYC)
In the case of NYC decision, please document the reassessment date and any other relevant information (e.g. suggested learning interventions, coaching
sessions etc.)
Registered ICB Accounting Clerk Learnership
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ICB Assessment Record
Exit Level Outcome (ELO) 4
Reconcile the cash book balance with periodic bank statements
Instructions to the Assessor
Use the following tools to assess the learner
Assessment Tools for ELO 4:
1. Written/Simulation
Learner is to submit the following for
evaluation –
 Bank statements and Cash books
 Bank a/c and Bank reconciliation
Evidence Required
Correctly completed ELO 4 checklist (ensure that the evidence produced shows
performance in all the areas listed in the criteria)
The learner must produce all information requested
Use the checklist below to help you evaluate the learner’s evidence
ELO 4 Checklist
Assessment Criteria
Cheques issued but not yet presented and/or processed by the bank are appropriately
reconciled.
4.2 Cash/cheques received by the business but not yet banked are appropriately reconciled.
Y/N (Assessor Comments)
4.1
4.3
Bank charges (e.g. bank interest, fees etc.) are appropriately reconciled.
4.4 Debit orders and telegraphic transfers are appropriately reconciled.
4.5 Data entry errors contained in either or both the cash book and the bank statement are
appropriately reconciled.
Competence against Exit Level Outcome
Competent
Not Yet Competent (NYC)
In the case of NYC decision, please document the reassessment date and any other relevant information (e.g. suggested learning interventions, coaching
sessions etc.)
Registered ICB Accounting Clerk Learnership
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ICB Assessment Record
Exit Level Outcome (ELO) 5
Operate the general journal
Instructions to the Assessor
Use the following tools to assess the learner
Assessment Tools for ELO 5:
1. Questions (oral or written)
2. Written/Simulation
Learner is to submit the following for
evaluation –
 General Journal
 Ledger
Evidence Required
Correctly completed questions and correctly completed ELO 5 checklist
Correctly completed ELO 5 checklist (ensure that the evidence produced shows
performance in all the areas listed in the criteria)
The learner must produce all the accounting books requested
Use the checklist below to help you evaluate the learner’s evidence
ELO 5 Checklist
Assessment Criteria
Y/N (Assessor Comments)
5.1
Transactions are correctly recorded in the Journal (including accounting for VAT).
5.2
The importance of the notation or coding to the entries recorded is correctly stated and
explained
Journal entries are correctly posted to the Ledger.
5.3
Competence against Exit Level Outcome
Competent
Not Yet Competent (NYC)
In the case of NYC decision, please document the reassessment date and any other relevant information (e.g. suggested learning interventions, coaching
sessions etc.)
Registered ICB Accounting Clerk Learnership
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ICB Assessment Record
Exit Level Outcome (ELO) 6
Account for sales and sales returns
Instructions to the Assessor
Use the following tools to assess the learner
Assessment Tools for ELO 6:
1. Written/Simulation
Learner is to submit the following for
evaluation –
 Sales and Sales Returns Journal
 Departmental Sales Analysis Book
 Cash Book
 General Ledger & Debtors Ledger
Evidence Required
Correctly completed ELO 6 checklist (ensure that the evidence produced shows
performance in all the areas listed in the criteria)
The learner must produce all the accounting books requested
Use the checklist below to help you evaluate the learner’s evidence
ELO 6 Checklist
Assessment Criteria
6.1 Cash and credit sales are correctly recorded in the Sales Journal and Cash Book (including
accounting for VAT).
6.2
Sales Returns are correctly recorded in the Sales Returns Journal.
6.3
A Departmental Sales Analysis Book is correctly set up and operated.
6.4
Journals are correctly posted to the General Ledger and Debtors Ledger and reconciled.
Competence against Exit Level Outcome
Competent
Y/N (Assessor Comments)
Not Yet Competent (NYC)
In the case of NYC decision, please document the reassessment date and any other relevant information (e.g. suggested learning interventions,
coaching sessions etc.)
Registered ICB Accounting Clerk Learnership
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ICB Assessment Record
Exit Level Outcome (ELO) 7
Account for purchases and purchases returns
Instructions to the Assessor
Use the following tools to assess the learner
Assessment Tools for ELO 7:
1. Written/Simulation
Learner is to submit the following for
evaluation –
 Purchases and Purchases Returns
Journals and Cash Book
 Dept Purchases Analysis Book
 General Ledger and Creditors Ledger
Evidence Required
Correctly completed ELO 7 checklist (ensure that the evidence produced shows
performance in all the areas listed in the criteria)
The learner must produce all the accounting books requested
Use the checklist below to help you evaluate the learner’s evidence
ELO 7 Checklist
Assessment Criteria
7.1 Cash and credit purchases are correctly recorded in the Purchases Journal and Cash Book
(including accounting for VAT).
7.2 Purchases Returns are correctly recorded in the Purchases Returns Journal.
7.3
A Departmental Purchases Analysis Book is correctly set up and operated by the candidate.
7.4
Journals are correctly posted to the General Ledger and Debtors Ledger and reconciled.
Competence against Exit Level Outcome
Competent
Y/N (Assessor Comments)
Not Yet Competent (NYC)
In the case of NYC decision, please document the reassessment date and any other relevant information (e.g. suggested learning interventions, coaching
sessions etc.)
Registered ICB Accounting Clerk Learnership
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ICB Assessment Record
Exit Level Outcome (ELO) 8
Understand and prepare trial balances
Instructions to the Assessor
Use the following tools to assess the learner
Assessment Tools for ELO 8:
1. Questions (oral or written)
2. Written/Simulation
Learner is to submit the following for
evaluation –
 At least 3 Trial Balances
Evidence Required
Correctly completed questions and correctly completed ELO 8 checklist
Correctly completed ELO 8 checklist (ensure that the evidence produced shows
performance in all the areas listed in the criteria)
Use the checklist below to help you evaluate the learner’s evidence
ELO 8 Checklist
Assessment Criteria
8.1 The need to check for accuracy in the double entry system and the role played by the Trial
Balance is correctly stated and explained.
8.2 Periodic closing off and balancing of all accounts in the subsidiary books of account and
the Ledger are correctly stated and explained.
8.3 A monthly Trial Balance is correctly prepared from ledger accounts.
8.4
Y/N (Assessor Comments)
Errors identified by the Trial Balance are located to their source.
8.5
The journals are correctly used to journalise the identified errors and corrections made to
rectify the Trial Balance.
Competence against Exit Level Outcome
Competent
Not Yet Competent (NYC)
In the case of NYC decision, please document the reassessment date and any other relevant information (e.g. suggested learning interventions, coaching
sessions etc.)
Exit Level Outcome (ELO) 9
Understand the different forms of business ownership
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ICB Assessment Record
Instructions to the Assessor
Use the following tools to assess the learner
Assessment Tools for ELO 9:
1. Questions (oral or written)
Evidence Required
Correctly completed questions and correctly completed ELO 9 checklist
Ask the learner the following questions and use the assessment criteria below to measure the performance of the learner on the questions
Questions
Learner Response
Y/N (signature and date)
PoE Reference
1. What are the various forms of business
ownership?
2. Explain how different types of businesses are
set up in terms of the formation process and legal
requirements?
ELO 9 Checklist
Assessment Criteria
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).
9.2 The formation structure and process, legal requirements and subsequent operations are
correctly explained for the different forms of business ownership.
Competence against Exit Level Outcome
Competent
Y/N (Assessor Comments)
9.1
Not Yet Competent (NYC)
In the case of NYC decision, please document the reassessment date and any other relevant information (e.g. suggested learning interventions, coaching
sessions etc.)
Registered ICB Accounting Clerk Learnership
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ICB Assessment Record
Exit Level Outcome (ELO) 10
Interpret given information and results, present findings and carry out various calculations
Instructions to the Assessor
Use the following tools to assess the learner
Assessment Tools for ELO 10:
1. Questions (oral or written)
2. Written
Using relevant business information, the learner must develop
the following:
- Table
- Chart
- Graph
3. Written
The learner is to complete the following calculations:
 At least two steps, with numbers of any size with and
without a calculator
 Fractions and 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 the areas 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)
 Proportions and calculations 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 (eg for calculating areas & volumes)
Registered ICB Accounting Clerk Learnership
Evidence Required
Correctly completed questions and correctly completed ELO 10
checklist
Correctly completed ELO 10 checklist
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ICB Assessment Record
Instructions to the Assessor
Ask the learner the following questions and use the assessment criteria below to measure the performance of the learner on the questions
Questions
Learner Response
Y/N (signature and date)
PoE Reference
1. How would you present the business data and
information resulting from various calculations
performed?
2. Explain the meaning of the data represented in
the table, chart and graph.
ELO 10 Checklist
Assessment Criteria
Y/N (Assessor Comments)
10.1 Tables, charts, graphs and diagrams related to business activities are correctly read and
understood.
10.2 Findings are presented in an effective and informative manner.
10.3 Tables, charts and graphs are appropriately selected and correctly constructed.
(Range: This includes but is not limited to titles, scales, axes and keys.)
10.4
Results are correctly interpreted and explained in relation to the business.
10.5
Calculations are correctly completed.
Competence against Exit Level Outcome
Competent
Not Yet Competent (NYC)
In the case of NYC decision, please document the reassessment date and any other relevant information (e.g. suggested learning interventions, coaching
sessions etc.)
Exit Level Outcome (ELO) 11
Understand the range of financial, administrative and personnel activities performed by the office
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ICB Assessment Record
Instructions to the Assessor
Use the following tools to assess the learner
Assessment Tools for ELO 11:
1. Questions (oral or written)
2. Written (project)
Evidence Required
Correctly completed questions and correctly completed ELO 11 checklist
Instructions to the Assessor
Ask the learner the following questions and use the assessment criteria below to measure the performance of the learner on the questions
Questions
Learner Response
Y/N (Assessor Comments)
Portfolio of
(including signature and
Evidence
date)
Reference
1. Provide an overview of the different financial
activities of the office.
2. Provide an overview of the different clerical
and administrative activities of the office.
3. Provide an overview of the different personnel
(HR) activities of the office.
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ICB Assessment Record
ELO 11 Checklist
Assessment Criteria
11.1
11.2
11.3
Y/N (Assessor Comments)
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 (human resources) are correctly
stated, explained and understood.
(Range: This includes but is not limited to recruitment, selection, appointment,
termination and performance).
Competence against Exit Level Outcome
Competent
Not Yet Competent (NYC)
In the case of NYC decision, please document the reassessment date and any other relevant information (e.g. suggested learning interventions, coaching
sessions etc.)
Exit Level Outcome (ELO) 12
Be aware of various salaries & wage systems and fundamental employment laws and rights
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ICB Assessment Record
Instructions to the Assessor
Use the following tools to assess the learner
Assessment Tools for ELO 12:
1. Questions (oral or written)
2. Written
Evidence Required
Correctly completed questions and correctly completed ELO 12 checklist
Ask the learner the following questions and use the assessment criteria below to measure the performance of the learner on the questions
Questions
Learner Response
Y/N (comments & date)
PoE Reference
1. What are the various wages and salaries
systems that operate in businesses?
2. How do the key provisions of labour laws
affect businesses? What do LRA, BCOE,
CCMA, UIF , SDL, COID stand for?
3. What do the terms ‘conditions of employment’
and ‘contract of employment’ refer to?
4. Highlight at least five key provisions of the
Basic Conditions of Employment Act that
protect your rights as an employee?
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ICB Assessment Record
ELO 12 Checklist
Assessment Criteria
Y/N (Assessor Comments)
12.1
An overview of various wages and salaries systems is correctly explained.
(Range: This includes but is not limited to recording time worked and payment - the
meaning of ‘gross pay’, ‘deductions’ and ‘net pay’).
12.2
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, the Skills Development Act, the Labour Relations
Act, the Employment Equity Act and the Unemployment Insurance Fund Act).
12.3
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, hours of work, payment of wages,
overtime, pension or provident funds, medical aid and general duty of care).
Competence against Exit Level Outcome
Competent
Not Yet Competent (NYC)
In the case of NYC decision, please document the reassessment date and any other relevant information (e.g. suggested learning interventions, coaching
sessions etc.)
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ICB Assessment Record