Purchase Daybook
A Purchase Daybook is a basic but important record-keeping tool that bookkeepers and accountants use to track all company purchases and expenses. Think of it like a detailed shopping list that businesses keep - it records every purchase the company makes, from office supplies to raw materials. Some companies might call it a Purchase Journal or Purchases Book. In modern accounting, this might be a part of accounting software like QuickBooks or Sage, but some businesses still maintain manual or spreadsheet versions. It's one of the fundamental records that helps keep track of where company money is going.
Examples in Resumes
Maintained daily Purchase Daybook entries for a manufacturing company with over 200 monthly transactions
Implemented digital Purchase Journal system, converting from paper-based Purchase Daybook
Managed and reconciled Purchases Book entries, reducing error rates by 25%
Typical job title: "Bookkeepers"
Also try searching for:
Where to Find Bookkeepers
Online Communities
Professional Networks
Job Boards
Example Interview Questions
Senior Level Questions
Q: How would you set up a purchase daybook system for a new business?
Expected Answer: A senior bookkeeper should explain the process of analyzing business needs, choosing between digital and manual systems, setting up proper categories for purchases, establishing approval workflows, and creating a system that links with other accounting records.
Q: How do you handle discrepancies in purchase daybook entries?
Expected Answer: Should describe a systematic approach to investigating differences, reconciling with supplier statements, correcting errors, and implementing controls to prevent future discrepancies.
Mid Level Questions
Q: What information should be recorded in a purchase daybook?
Expected Answer: Should list key elements like date, supplier name, invoice number, purchase amount, tax details, and payment terms, explaining why each is important for business record-keeping.
Q: How do you ensure accuracy in purchase daybook entries?
Expected Answer: Should discuss double-checking invoices, regular reconciliation with supplier statements, maintaining organized files, and following consistent recording procedures.
Junior Level Questions
Q: What is the purpose of a purchase daybook?
Expected Answer: Should explain that it's a record of all company purchases, helping track expenses, manage supplier payments, and maintain accurate financial records.
Q: How often should purchase daybook entries be made?
Expected Answer: Should indicate that entries should be made daily or as purchases occur, explaining the importance of keeping records current and organized.
Experience Level Indicators
Junior (0-2 years)
- Basic data entry in purchase daybook
- Filing and organizing purchase invoices
- Understanding of basic bookkeeping principles
- Familiarity with common accounting software
Mid (2-5 years)
- Managing complete purchase cycle
- Reconciling supplier statements
- Handling purchase returns and adjustments
- Training junior staff on procedures
Senior (5+ years)
- Setting up purchase recording systems
- Managing complex supplier relationships
- Developing purchase policies
- Overseeing purchase department operations
Red Flags to Watch For
- Unable to explain basic purchase recording procedures
- No experience with accounting software
- Poor attention to detail in number work
- Lack of understanding about purchase documentation requirements
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