Task 2 Project - SITXFIN003 - Manage Finances within a Budget

This project assesses knowledge of budget management, interpreting budgetary requirements, allocating resources, monitoring income and expenditure, and reporting on budgetary deviations. It includes a FAQ and Glossary of terms on budgeting.

Document Title: Task 2 Project
Document Subtitle: SITXFIN003 - Manage Finances
Within a Budget

Contents
COMPETENCY DEMONSTRATION...................................................................................... 4
STUDENT DETAILS............................................................................................................ 5
STUDENT INSTRUCTIONS FOR PROJECT...........................................................................6
ASSESSMENT TASK 2 PROJECT BRIEF............................................................................... 7
ASSESSMENT TASK INSTRUCTIONS.................................................................................. 8
APPENDIX 1...................................................................................................................... 9
SECTION 1 – GLOSSARY OF TERMS TYPES OF FINANCIAL RECORDS:...............................9
SECTION 2 – FAQ - TYPES OF BUDGETS............................................................................9
SECTION 3 – GLOSSARY- FACTORS FOR CONSIDERATION IN THE PREPARATION OF
FINANCIAL AND STATISTICAL REPORTS
.......................................................................................................................................
10
SECTION 4 – Use, contents of and formats for...............................................................11
SECTION 5 – GLOSSARY – BUDGET TERMINOLOGY.........................................................11
SECTION 6 – FAQ SPECIFIC INDUSTRY SECTOR AND ORGANISATION.............................12
ASSESSMENT OF REQUIRED OVERALL SKILLS AND KNOWLEDGE FOR THIS TASK..........13

COMPETENCY DEMONSTRATION
This Assessment Task covers the following unit of competency:
Unit of
competency:
Unit Code SITXFIN003 Unit Title Manage Finances
within a Budget
This unit describes the performance outcomes, skills and knowledge required to take
responsibility for budget management where others may have developed the budget. It
requires the ability to interpret budgetary requirements, allocate resources, monitor
actual income and expenditure, and report on budgetary deviations.
The skills and knowledge for budget development are covered in SITXFIN004 Prepare
and monitor budgets.
This unit applies to all tourism, travel, hospitality and event sectors. The budget may be
for an entire organisation, for a department or for a particular project or activity.
It applies to those who operate independently or with limited guidance from others.
This includes supervisors and departmental managers.
No occupational licensing, certification or specific legislative requirements apply to this unit
at the time of publication.
To demonstrate your competency in this unit you will need to provide evidence of your ability
to:
 Allocate budget resources.
 Monitor financial activities against budget.
 Identify and evaluate options for improved budget performance.
 Complete financial and statistical reports.

STUDENT
DETAILS
Please complete
this declaration
with the student
Unit of competency: Unit Code SITXFIN003 Unit Title Manage Finances
within a Budget
Trainer/Assessor Name:
Student Name:
Student ID:
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ASSESSMENT TASK 2 PROJECT
BRIEF
Objective of the task The purpose of this project is to assess your knowledge the
requirement to take responsibility for budget management
where others may have developed the budget. It requires the
ability to interpret budgetary requirements, allocate resources,
monitor actual income and expenditure, and report on budgetary
deviations.
You are to provide a FAQ and a Glossary of terms on an overall
view of the following learning outcomes:
Allocate budget resources.
Monitor financial activities against budget.
Identify and evaluate options for improved budget performance.
Resources Learner Guide
PowerPoint Slides/Handouts
You will be required
to complete
FAQ and Glossary of terms (APPENDIX 1)
Time allocation Refer to Training Plan

ASSESSMENT TASK INSTRUCTIONS
Your task For your simulated establishment your task is to complete Appendix 1
“FAQ and a Glossary of terms”. You are required to complete section 1
to 6 as given below
Appendices include 1 FAQ and a Glossary of terms
Evidence
summary/Submissi
on Instructions
☐ FAQ and a Glossary of terms (Appendix 1)

APPENDIX 1
SECTION 1 – GLOSSARY OF
TERMS TYPES OF FINANCIAL
RECORDS:
1.1 Define the following types of financial
records
Bank deposit
documentati
on
Bank deposit documentation is a deposit slip which is used in banks to make
deposits by the customers. It contains several information such as date, name
of the depositor, amount to be deposit, bank account holder's name, details of
deposit whether deposit is by way of cheues or in cash, signature of the
depositor.
Bank statements Bank statement is a periodical statement which contains all the details
regarding transactions done through the bank account by the customers in a
specific period of time. It can be monthly, quarterly, half yearly or yearly. It
provides a summary of transactions done through the bank account either
payment or receivables of funds.
Business
activity
statements
Business activity statements are a specific type of activity statement which are
issued by the Australian Taxation Office. It is a form which reflects all the tax
liabilities related to business which is required to pay or paid by business over
a specific time period. It can be submitted monthly, quarterly or annually.
Cheque books Cheque book is a compiled mini book which contains orderly numbered
cheque instruments to be issued by the bank to account holder used to pay for
the various goods or services consumed. Cheques are a type a negotiable
instrument. To make payment by way of cheques, cheque holder is required to
handed over the signed cheque to the goods or service vendor.
Credit card
transaction
statements
Credit card transaction statement is a statement which records all the necessary
and relevant information regarding the transactions done through the credit
card by the credit card holder. These statements are issued to the credit card
users at fixed intervals. It contains several information regarding payment due
date, minimum amount due, credit limit, current outstanding balance, billing
cycle etc.
Invoices Invoice is a commercial document which is issued by the seller to the buyer of
the goods or service receiver containing various details about the name of the
seller or service provider, date, invoice no., goods or services details, total
amount receivables from the customers, signed by the vendor etc. It is a very
important document which records the sale done by an organisation.
Journal entries Journal entry is a function of keeping records of the various transactions or
events occurred during the year. It helps in tracking records of each financial
event which can affect the business in any way. There are several types of
journal entries: it can be compound, adjusting or reversing. At the year end,
entity is required to pass closing entries so that all the transactions occurred
during the year can be summed up in a manner so that reporting will be easy
for such transactions.
Labour and wages
reports
Labour and wages report is a report containing comprehensive details
regarding wages required to pay by an organization to their labours for the
operations during the year. It provide assistance to the higher authority so that
they can track labour expenses as well as to manage those expenses.
Merchant statements Merchant statement is a detailed document which consists all transactions,
sales activity or processing fees for s specified period. It helps merchants to

track their financial transactions for a specified period and to make budgets
accordingly. It helps merchant to monitor their activities closely. A fixed fee is
charged for the merchant account within particular period.
Merchant summaries Merchant summary reports contain details about total no. of transactions incurred or
total amount processed through the merchant account during a specified period of
time. It shows total no. of transactions entered, total purchase amount processed for
each credit card or total amount processed for each type of credit card etc.
Transaction reports Transaction report is a report which contains several information and data relating to a
transaction entered by a person in the security market. The basic purpose of the
transaction reports are to provide insights to investigate any insider trading activities
or activities related to market manipulation. It can be submitted by only the
investment firms submitting their own reports.
SECTION 2 – FAQ - TYPES OF
BUDGETS
2.1 Explain in detail. What are:
cash budgets Cash budget is shows the outflow of the cash in a business for a specific time
period . It can be prepared monthly, weekly, annual or quarterly. Cash budget
helps to identify whether the entity has enough cash to continue the business.
To use cash budget can be identify the efficient use of surplus cash.
cash flow budgets A cash flow budget is an evaluation of all cash inflow and all cash outflow
which is expected to occur in a future. In cash flow budget the following terms
included such as sales forecasts, debtors, creditors, tax payments, the expenses
which is related to continue the business. A cash flow budget is two types-short
term and long term cash flow budgets.
Departmental/operating
budgets
The business where has one or more department to prepare Departmental
budget. It is prepare in a dollar amount and it is an aggregation of total
operating and maintenance expenses. Department budget can revise to the
better need of people, city manager. It provides information and services in
according to people. This budget is also help in funding.
event budgets Event budget helps to identify the cost which will incur on the event on the
basis of plans and research. The expenses will incurred in an event in
according to budget. This budget helps to reduce labor cost, control cost of
hotel and provide new technology in according to event.
project budgets Project budget is a best technique of the project manager which is help to
identify the total cost incurred to complete the project. In a large budget there
has many phases to complete the project and often have several cost such as
material cost, labor cost and administrating expenses. The project budget
should be updated time to time yet the project is not completed.
purchasing budgets In purchase budget contains the detail of inventory which is purchase in during
the budget period cycle. The amount of inventory contain in budget is
sufficient to full fill the needs of customer. The purchase budget is prepared by
retailer or wholesaler. It is not profit or expense budget, whether it helps to
identify the need of the organization for material.
sales budgets Sales budgets are focuses on the company's revenue in a given time frame. It
attentions on the prices of the product which they are sold and number of the
product sold , product development and production capacity. The sales budget
can prepared on monthly, quarterly and annually. The sales budget should an
accurately to know how much stock is manufacture during the period and also
identify the order and distribution channel in different countries.
wage budgets The Economic Research Institute explain the wage budget the money has spent in a
specific amount which is to pay wages within a time period. Wage budget is play an

important role in an organization. Wage expenses are the biggest portion of the
expenditure which is to identify the amount pays to the employees in respect of
wages. It is prepared on the basis of industry data.
whole of
organisation
budgets
This budget is also known as master budget It is an aggregation of all operational and
financial budget. It is an important tool when planning in the future business and
determine the material has available in the business to continue the operating cycle. It
is prepared for a specific period.

SECTION 3 – GLOSSARY-
FACTORS FOR
CONSIDERATION IN THE
PREPARATION OF
FINANCIAL AND
STATISTICAL REPORTS
3.1 You should give consideration in the
preparation of financial and statistical
reports the following factors. Define the
following factors:
cash flow Cash flow is a term used to define movement of the funds. It can be either inward or
outward. If there is a cash inward, it is called cash inflow and when there is cash
outward , it is cash outflow from the organization. To keep an eye on cash flow of an
organization, organization is required to prepared cash flow statements which contains
all the transactions related to cash whether it is inflow or outflow.
commercial
account activity
A commercial account is usually a demand deposit account used by the big
corporations. For all the activities related to this account, management is required to
keep a broad record. Various services are offered to these account holders. Form this
account, money can be withdrawn on demand without getting tangled in so many
requirements.
commission earnings All the earnings by way of compensation received by a person which depends upon
completing a task. Compensation can be of various types such as sales commission
which is based on the no. of the product sold, salary commission based on the profits
of the entity or revenue commission etc.
covers and
financial return
Covers refer to the activities related to reducing the financial risk exposures in the
finance and financial returns are the earnings obtained on the investments made by a
person or an organization after incurring a cost.
daily, weekly and
monthly transactions
Transactions are the financial events occurred in a specified time period which affects
the organization. These can be either daily, weekly or monthly basis. An organization
is required to keep records of these transactions to report them to higher governing
body so that they can be able to qualitative decision-making.
expenditure Expenditures are the expenses incurred within an organization in order to run the
business. These can be either direct or indirect. It reflects total amount spend over
activities which are required to undertake in order to perform different operations.
Organization maintains proper records of various expenses incurred during the
specified period.
income Income are the earnings of an organization by way of selling of goods or services of
the business. It can be either direct income or indirect income over a fixed period of
time. In a financial year, there are several income earned by an organization such as
sales revenue, discount received, interest on investments etc.
occupancy rates
and financial
return
Occupancy rate is a term used in the service organization such as hotels, hospitals,
resorts, restaurants or apartment complexes etc. It can be calculated by dividing the
amount of rented space from total space available. It is a very critical term for the
business owners with this they can assess their success or failure.
performance of
department,
project and/or
products and
services
Performance measurement is the process of evaluating the actual performance with the
set goals. With the help of various performance measurement tools, performance can
be measured either for a department or project or product or services. These tools can
be either financial or non-financial. These tools assist management of companies to
track their performance and plan decisions accordingly.
sales performance Sales performance is a term used for how efficiently and effectively the sales
department of the organization is performing over a specified period of time. Sales
performance is required to comprehensively and regularly overview by management

to measure the overall performance of the organization.
sales returns Sales return is a term used for the goods which are sold to the buyer earlier but due to
some reasons buyer returned the same goods to the vendor within the specified time.
This amount is required to be deducted from the total sales amount at the end of the
financial year in order to calculate net sales or revenue earned by the company.
staff costs Staff costs are the costs related to the human resource. It is a wide term which includes
payroll expenses, labour costs, training, employment costs, any benefits provided to
employees, any tax amounts etc. It means all the benefits, compensation,
remuneration, damages, interest, commission, any tax benefits provided to the
employees of the organization including the costs related to acquiring them.
stock levels Stock levels are the required quantity of the raw material, work in progress or finished
goods maintained in a manufacturing concern for a fixed period of time to run their
manufacturing activities smoothly and to avoid any worse situation. Every
manufacturing concern should always maintain an optimum quantity of the inventory
to perform their activities smoothly.
variance in income
and/or expenditure
Variance is a term used in standard costing, which is used for the difference amount
between the budgeted performance and actual performance. It can be calculated either
for income or expenditure. To calculate variances , organizations are required to set
their standards for a fixed period and then make a comparison between the set
standards and actual results of the different activities.
wastage Wastage are the non- value adding steps or processes not required to complete a
operation or a activity. These are required to be identified, tracked and removed to
increase the efficiency of the activities which add value to deliver the products or
services which satisfy the needs of the customers.
yield Yield is measure of return in finance field for an investment over a fixed period of
time to the investor. It Is referred in percentages. It basically present the return earned
on a investment security for a fixed period of time for a security holder.

SECTION 4 – Use,
contents of and
formats for:
4.1 Describe how you use,
contents of and formats for
the following
Budget A budget is an essential tools for the taking business decision, planning,
execution and control the business activity. It is an estimation of
expenses,revenue and employment of capital. It is prepared for a future period
on the basis of past data. Budget needs to be updated, controlled and corrected
when circumstances are change. Different types of budget can prepared in
according to the requirement of business need.
Financial reports Financial reporting is a critical process of companies and investors to
shows the financial performance. To use financial data the company
identify the current financial status. Tracking cash flow, evaluate
profitability, change in equity statement and analyses of asset and
liabilities are the basis of reporting financial data. The financial reports
include Balance sheet, profit and loss account. The financial reporting is
important to monitor financial performance, estimated results compare
to actual results, financial ratios and monitor the compliance.
Statistical report The statistical reports present numerical data in a statistical
table. It helps to collect the data by using best method and
present efficient result. Statistical report may be defined that
employed is used for collecting, analysing and presenting
data of the business. It plays a important role in Economics
for making future projection of demand of goods, sales,
prices, and quantities which are all helps in planning of
economic.
SECTION 5 – GLOSSARY –
BUDGET TERMINOLOGY
5.1 Complete the following basic budget
glossary
Break-Even Sales Break even sales is also known as CVP Analysis. It analyses among revenues, costs,
levels of activity and profits. This analysis help to management because it indicates
levels of production which is require to achieve break even point and earn target
profit. Break even sales is calculated divided all fixed expenses from the sales minus
all variable expenses. It helps to taking decision and controlling the cost. The level of
production determines capital investment in fixed assets and plan capcity.
Budget Variance Budget variance is used by government, individual and entities to identify the
difference between estimated and actual figures. It has two types the favorable budget
variance and unfavorable budget variance. Budget variance can arise due to changing
in business policy, human error and using wrong assumption. Change in political and
regulatory are also affect the business policy. A flexible budget can change according
to business environment but static budget remain same.
Favourable Variance A budget variance can be favorable or unfavorable. Favorable variance means the
budget income is less than the actual income and actual expenditure is less the the

budget expenditure. It is a sign of gain or profit for the business. Favorable variance
can control the business system and increased efficiencies in manufacturing, to
control cost and increased sales volume.
Moving Average Moving average is technical word which means to analyses the stock trend on the
basis of past prices. It has two types -
short term moving average used to short term trading investors.
Long term moving average used for long term investors.
If short term average is below in compare to long term it means the prices of share has
down and short term is upward in compare to long term it means the prices of share
has increased. But the trader is focuses on zero line which means buy and sell of the
share.
The moving average used by investors to identify the relationship between two
moving average.
Operational
(Operating) Budget
Operational budget determines the need of cash to continue the business efficiently
and effectively. The small organization use operational budget and determine the
current and future expenses, helps reducing business debt, and track the current
business status. The components of operating budgets are sales, production,
administrative expenses, and direct material and labour.
Sales Budget Sales budgets are help to determine the total sales of the company in a financial year.
It can prepare monthly, quarterly or yearly. Sales budget helps the company to achieve
the highest profit to utilize minimum resources. It helps to improving cash flow,
determine overhead cost, to achieve sales goals and smooth business process.
Sales Price Variance Sales price variance is a difference between budget price and actual price. It helps to
identify the product which company earns more revenue and discontinue those
product company earns less profit. In large and small enterprises prepare monthly
budget to known the sales and expenses in future period. This budget is help to the
owner to providing information the business is successful go on.
Variance Variances are useful to measure managerial performance. It means to compare the
amount between budget and actual. Variances can be positive or negative. Positive
variance means the actual cost is lesser than the budgeted and negative variance means
the business has spent more expenditure in compare to budget. Variance can many
types such as material cost variance, sales variance, overhead variance and production
cost variance.

SECTION 6 – FAQ SPECIFIC INDUSTRY SECTOR AND
ORGANISATION
For the hospitality finance sector and the establishment:
6.1 How budgets may be used to control and improve performance?
Budgets are approximations of income as well as overheads over a period of time. In the hospitality sector, it can play
an important role in identification of several overheads, to manage them in a proper way. It is an management
instrument which provides a critical overview of the various costs incurred by the organization operating in
hospitality industry . It assist the management to review their planning and set goals to fulfill their mission as well as
in identification of areas which requires special control and focus.
6.2 How the budget could be useful as a tool to control costs?
In the hospitality sector, budgets can be act as a valuable tool which helps in identification of several costs incurred
by the organizations and to manage and control them to the extent that ultimately assist them in execute required
steps to satisfy its objectives in the long term.
6.3 How can budgets enhance profitability
It can help the organizations to enhance their profitability as it focuses on the areas which are required to overview
closely. With the help of budgets, management will be able to manage and control those loose holes which causes
damages or loss to the organizations. Through the effective use of budgets management can increase their
profitability.
6.4 What is the importance of budget control?
The main importance of the budgetary control is that it helps the organization to keep an eye on the overall
performance for a specified period of time. It ensures that all the factors are in taken into consideration which can
affect it in any way. It ensures that all the resources are used in a optimum manner to improve its profitability as well
as efficiency.
6.5 List 6 techniques for to maximize a small budget
Following are the techniques to maximize a small budget, which are as under:-
1. Set budget goals which are achievable and real.
2. Plan strategies which can be opt to fulfill these goals.
3. Supervise performance on a regular basis
4. Focus those areas which require special attention
5. Follow cost-effective management tools and techniques
6. Lower your fixed cost to the extent that helps in achieving set goals.
6.6 What are financial reporting procedures and cycles?
Financial reporting procedures are those procedures which helps in making reports presenting financial position of
the organization to the various stakeholders such as owners, investors, debtors, management and government. All
those statements which reveal its overall performance.
Reporting cycle is the specific period in which the financial statements of the organization are required to be prepared
and present for the external and internal use.
6.7 Discuss the features and functions of accounting software programs used to manage
budgets.
There are several functions of the accounting software programs used to manage budgets which can be explained as
under:
 To generate billing: This function can be used to manage budgets as this helps in providing the relevant data
to prepare budgets.
 Managing payrolls: This function helps in determining the costs related to employees and to enable the
management to make effective decisions.
 Asset management: With the help of the several accounting software programs, management can enable to
assess a proper asset management.

ASSESSMEN
T OF
REQUIRED
OVERALL
SKILLS AND
KNOWLEDG
E FOR TASK
2
Assessor to complete
ASSESSORS NOTE:
Before making a final
judgement on this
assessment task, you
must determine if the
student is able to
satisfactorily apply
and perform the
following criteria. This
checklist is a guide to
satisfactory
performance of this
task. The criteria
below are directly
linked to the
performance
measures required
throughout the task
and therefore there
are no model answers
required as the
criterion below is
underpinned by this
assessment task. All
criterion listed must
be satisfactory to
achieve a satisfactory
outcome for this task.
If a NS is provided for
any of the criterion
below then the task
outcome should be
treated as NS and the
reassessment
process should be
applied.
IF a NS (not
satisfactory) outcome
is applied then you
must inform the
student in detail as to
“why” this outcome

was provided. Record
your reasons in the
section labelled “NS
outcomes”
Task requirements - In
your professional
opinion has the
student demonstrated
the required skills
when performing the
routine task above
related to this unit of
competency. Is the
student able to?
Item Knowledge Evidence – Task requirements
In your professional opinion has the student performed the
required knowledge when explaining routine tasks related
to this unit of competency? Is the student able to:
S NS
1 types of financial
records: bank deposit
documentation bank
statements
banking summaries
business activity
statements cheque
books
credit card transaction
statements invoices
journal entries
labour and wages
reports merchant
statements merchant
summaries transaction
reports
☐ ☐
2 types of budgets:
cash budgets
cash flow
budgets
departmental
budgets event
budgets
project budgets
purchasing
budgets sales
budgets wage
budgets
whole of organisation budgets
☐ ☐
3 factors for consideration in the preparation of financial and
statistical reports:
cash flow
commercial account activity
☐ ☐

commission earnings covers and financial return
daily, weekly and monthly transactions expenditure
income
occupancy rates and financial return
performance of department, project and/or products and services sales performance
sales returns staff costs stock levels
variance in income and/or expenditure wastage
yield
4
use, contents of and formats for: budgets
financial reports statistical reports
☐
☐
5
budget terminology
☐
☐
6
specific industry sector and organisation:
use of budgets to control costs and enhance profitability importance of budget
control
techniques for maximising budget performance financial reporting
procedures and cycles
features and functions of accounting software programs used to manage budgets.
☐
☐
NS Outcomes
Item
Record in detail the reason for the NS outcome applied

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