REG No. 02.2285.21.01.

2021

INTRODUCTION

A proper application of Weights and Measures practices is critical in order to ensure that There is
clarity and certainty about measures used; that producers, traders and consumers Are protected;
that government collects revenues entitled to it and that proper statistical Analysis of production
levels may be done. Within Tanzania these issues are not being properly addressed as a result of
an under-Resourced Weights and Measures Agency. There are however opportunities to address
the Constraints faced by the Agency.

THE WMA IN TANZANIA

The Weights and Measures Agency (WMA) is an Executive Agency, responsible for fair Trade
transactions through certification of weights and measures. It is the sole agency in Tanzania for
enforcing the Weights and Measures Act No.20 of 1982. Since 1999 and in pursuance to the
Executive Agencies Act Number 30 of 1997, the WMA Replaced the former Directorate of
Weights and Measures under the Ministry of Industry And Trade. The move was part of the Civil
Service Reform Programme (CSRP) to increase Efficiency and effectiveness of public service
delivery.

WMA is solely dedicated to protecting consumers, businesses and manufacturers from Unfair
practices through the application of accurate weights and measures. It endeavours to Ensure
optimum use of resources and fair trade interactions between investors, producers, Transporters
and consumers with an emphasis on consumer protection.

WMA STRUCTURE
The Commissioner for Weights and Measures is the Chief Executive Officer. The Main
Office for the Agency is located in Ilala, Dar es Salaam. Additionally, the WMA has Regional
Offices in each of the twenty mainland regions,Manned by officers with skills, training and
knowledge in legal metrology. WMA has an advisory board made up of 8 Members, including
representatives of TCCIA (Tanzania Chamber of Commerce Industry and Agriculture) CTI
(Confederation of Tanzania Industry) and TBS (Tanzania Bureau of Standards). The Permanent
Secretary of The Ministry of Industry and Trade chairs the board.

WMA OBJECTIVES
The WMA’s strategic objectives are;
Minimization of weights and measures that do not conform to approved designs or Meet the
required accuracy. ii . Curtail the importation and /or manufacturing of substandard weighing
and Measuring instruments in the country. iii. Offering leadership in metrology that meets best

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practices and standards. Ensuring WMA’s policy and strategy are kept up to date. iv . resource
management systems that are highly feasible, effective and Efficient. v . Executive processes
and service delivery systems that are highly efficient and Effective.

ACCOUNTANT ROLES IN WMA AGENCY

Participate in the planning and budget preparation process of the Agency through
preparation of sales ledger e.g., Debtors’ accounts.
Sales Ledger Control Account is a summary account which checks the arithmetical accuracy of
the Sales Ledger. It enables us to see at a glance whether the general ledger balance for the sales
ledger agrees with the total of all the individual trade receivable accounts held within the sales
ledger.

Sales Ledger Control Account typically looks like of an Individual Trade Receivable ( Debtor)
account, but instead of containing transactions related to one trade receivable (Debtor) it contains
transactions related to all the trade receivables (all the debtors) in the business. As this control
account contains the summarized information of all the trade receivables accounts in the sales
ledger, it is also called as "Total Trade Receivables Account"("Total Debtors Account").
Advise Director on issues pertaining to Finance of the Agency by preparation of purchases
ledger, i.e., accounts of suppliers.
by using spreadsheet The purchase ledger is an account of the suppliers of a business,
documenting from whom the organization has made purchases, what’s been paid for, and how
much is still owing. This is represented in the annual accounts, balance sheet as accounts payable
or, trade creditors. As an example, if you’re the owner of a tech start-up then it might seem
obvious to go straight onto accounting software. The computerized accounting uses the concept
of databases. For this purpose an accounting software is used to implement a computerized
accounting system. It does away the necessity to create and maintain journals, ledgers, etc. Some
of the commonly used accounting software is Tally, Cash Manager, Best Books, etc.
Accounting software is basic software, which allows access to the data contained in the data
base. It is a system to manage collection of data insuring at the same time that it remains reliable
and confidential.

Assist in keeping records of revenue, payments, assets and liabilities by preparation of

general ledger e.g., accounts of income and expenses, cash
Processing and maintaining pay rolls. General ledger software integration with the relevant
corporate solutions helps eliminate double data entry across disparate systems and ensures
seamless recording, reconciliation, and reporting of financial transactions.

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aggregates financial transactions across multiple business entities in real time, structures and
reconciles them, and provides data to generate consolidated financial reports. The solution is
especially helpful for companies having subsidiaries or branches that use different functional
currencies, accounting calendars, or operate under specific local regulations.

Maintenance of stock records.

Computerized stock control systems run on similar principles to manual ones, but are more
flexible and information is easier to retrieve. You can quickly get a stock valuation or find out
how well a particular item of stock is moving Stock and pricing data integrating with accounting
and invoicing systems. All the systems draw on the same set of data, so you only have to input
the data once. Sales Order Processing and Purchase Order Processing can be integrated in the
system so that stock balances and statistics are automatically updated as orders are processed.
Automatic stock monitoring, triggering orders when the re-order level is reached.
Automatic batch control if you produce goods in batches. Identifying the cheapest and fastest
suppliers.
Bar coding systems which speed up processing and recording. The software will print and read
bar codes from your computer.

Classification of business transactions through sorting, merging and updating. Business

transaction software and personal business software is used to facilitate various aspects of
business transactions. Business transaction software includes payment gateways: software
applications that submit payment information to merchant account providers. Financial software
allows users to record payments and deposits, monitor account balances, and reconcile accounts.
Advanced software packages provide complete accounting systems with separate but integrated
accounts payable, account payable, general ledger, and payroll modules. Online bill paying is
part of most business transaction, financial, and personal business software applications.
Personal business software provides some of the features of financial applications, but is
designed for only single-entry accounting. Users can connect to banks, set up bill payment
calendars, and establish debt reduction programs.

Assist the Director in review and update all documents, policies and regulation regarding
accounting and finance through Preparation of trial balance.
Create an eight-column worksheet, with column headers for the account number, account name,
debit total, and credit total. These cover the initial entries into the spreadsheet. We will add the
remaining column titles later. For each general ledger account, summarize the account balance so

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that there is a single ending account balance that is either a debit or a credit. Beginning with the
first account in the general
Add up the amounts in the debit column and add up the amounts in the credit column. The totals
should match. If not, either an account balance was not transferred over to the trial balance, or it
was carried forward incorrectly, or the general ledger is incorrect. Fix these issues before
proceeding. Add titles to the fifth and sixth columns of the worksheet, which are for adjusting
debits and adjusting credits. Use these columns to enter any adjusting entries. These adjustments
are usually for accrual entries to either defer or accelerate the recognition of expenses.
Add titles to the seventh and eighth columns of the worksheet, which are for the final debit totals
and final credit totals. The entries in this column are the original debits and credits, plus or minus
the adjusting entries. Add up the amounts in the final debit column and add up the amounts in the
final credit column. The totals should match. If not, an adjusted account balance was not carried
forward correctly. Fix these issues before proceeding.

Prepare Agency’s Financial Statements and submit them to relevant authorities by

preparing trading and profit and loss accounts and the balance sheet.
trade based accounting template enables users to record income & expenses and automatically
produces a trial balance, income statement, cash flow statement and balance sheet. The template
also includes automated calculations of gross profit amounts & percentages, inventory on hand,
invoices, customer statements and customer ageing. The default accounts can be customized and
an unlimited number of additional accounts can be added. It also accommodates sales tax
calculations and multiple bank accounts. After completing the initial template setup, the template
can be rolled forward or back by simply changing the reporting year in a single input cell.
The template includes the following sheets:
Setup - enter your business & banking details and customize the sales tax codes and bank codes.
The business & banking details are included on the automated invoice and customer statement.
The sales tax codes & percentages are used to calculate sales tax on all income & expense
transactions and bank codes can be used to allocate transactions to multiple bank accounts. The
first financial year, reporting year and year-end input cells determine the monthly periods that
are included on the trial balance, income statement, cash flow statement and balance sheet.
Groups - this sheet contains the default list of account groups that are used in this template. You
can customize the descriptions of the account groups but we do not recommend changing the
account group keys. Additional account groups can be added and inserted in the appropriate
location on the income statement, cash flow statement and balance sheet.
Trial Balance ( TB ) - this sheet contains a full list of the accounts that are included in the
template and a trial balance which is automatically calculated based on the transactions that are
entered on the Income and Expenses sheets. The default accounts list can be customized by
editing the existing accounts or by inserting new rows for additional accounts. The period for

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which the trial balance is calculated is determined by the month-end period that is selected at the
top of the sheet in column G.
Customers - create unique customer codes for all customers and enter their billing details. The
sheet also includes an automated calculation of outstanding balances and an ageing of customer
account balances which can be calculated based on any user defined date.
Stock - create stock codes for all products and enter the unit of measure and cost of sales
account for each stock item. You can also include the start-up quantities & costs as at the
beginning of the first financial year that is included in the template. The calculated columns
contain calculations of the inventory on hand and the inventory movements for the user defined
date range which can be specified at the top of the sheet.
Income - all income and other receipt transactions should be entered on this sheet. The columns
with yellow column headings require user input and the columns with light blue column
headings contain formulas and are therefore automatically calculated.
Invoice - this sheet contains an automated tax invoice. Simply enter the appropriate invoice
number and the rest of the sheet is automatically populated based on the details recorded on the
Setup, Income and Customers sheets.
Statement – this sheet contains an automated customer statement. Select the customer code,
enter the statement date and the rest of the sheet is automatically populated based on the details
recorded on the Setup, Income and Customers sheets.
Expenses – all expense and other payment transactions should be entered on this sheet. The
columns with yellow column headings require user input and the columns with light blue column
headings contain formulas and are therefore automatically calculated. We also recommend
entering all journals on this sheet.
Income Statement ( IS ) – the monthly income statement on this sheet is automatically
compiled based on the transactions that are recorded
Cash Flow statement ( CSF ) – the monthly cash flow statement on this sheet is automatically
compiled based on the income statement and balance sheet calculations.
Bank Statement – the monthly balance sheet on this sheet is automatically compiled based on
the transactions that are recorded on the Income and Expenses sheets. All the line items are set to
report account group totals but you can include individual accounts by changing the keys in
column A.
Bank – this sheet contains an analysis of bank account movements on a daily basis (for the
selected month) and on a monthly basis for the current financial year. Aside from selecting the
bank code and month, no user input is required on this sheet.
Sales Tax – this sheet contains a monthly sales tax analysis. All the calculations are automated.
You can select the tax type and any of the individual sales tax codes at the top of the sheet to

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view the output and input values for any tax type or tax code. The template provides for two
default tax types for national or federal sales tax and state sales tax.
Gross Profit ( GP ) - this sheet contains a gross profit analysis by stock code. Aside from
selecting the appropriate stock code, no user input is required. The calculations on this sheet
make it easy to monitor the gross profit percentages & stock quantities for each stock item.
Respond and follow up on audit reports and observations
Audit is a cloud-based audit management tool for businesses of all sizes to improve the visibility,
efficiency and consistency of internal audits across the departmental and organizational levels.
Example of such software is TeamMate+ allows auditors to generate customizable audit reports,
view audit processes in content library, configure workflow phases, and track document changes
with an audit trail.
With TeamMate+ Audit dashboards, managers are able to manage audit assignments, view the
overall audit process for risk and compliance, and track ongoing issues and available staff.
TeamMate+ AM is able to adjust to any audit department or team with configurable fields and
workflows for custom project milestones, custom workflows, and end-user configurations.
Auditors are also able to change working views for personalized or standard viewing
perspectives to examine different dimensions of the audit process with Dynamic Working View.
Review and update all documents, policies and regulation regarding accounting and
finance;
cloud-based financial management and accounting software. Example Sage Intacct’s software
solution is suitable for small to midsize accounting firms and can provide financial reporting and
operational insights as well as the ability to automate critical financial processes. Sage Intacct
cloud financial management solution manages all core financials and provides professional
services to help implement Sage Intacct software.
Sage Intacct delivers an array of core accounting applications such as a general ledger, accounts
payable, accounts receivable, cash management, and order management to any accounting
department or finance team. It also supports functionality for built-in dashboards, real time
reporting, time and expense management, project accounting, revenue management, and global
consolidations for multiple entities. We have focused solutions for the following industries:
Nonprofit, Software and SaaS, Professional Services, Financial Services, Healthcare, Hospitality,
Wholesale Distribution, Construction and Real Estate.
1.b)
WAYS OF KEEPING FILES CONFIDENTIAL
Keep your computer and devices updated
Stay current with the latest operating system version available for your computer and mobile
devices. Older Operating system versions tend to contain security vulnerabilities.

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Create a strong password

Establish a strong password for both your PC and your cloud storage account, e.g., use
combinations of letters, numbers and symbols. Don’t use a short password or one that’s easy to
guess. Also, never share your password or send it to yourself in an email. To keep track of long,
complex passwords, consider a password management app that you can access from your PC,
browser, and phone
Use Microsoft Defender

This software gives you comprehensive, ongoing, and real-time protection against software
threats like viruses, malware, and spyware across email, apps, the cloud, and the web.
Encrypt your hard drive
Most work laptops use BitLocker to encrypt local files. That way, if the computer is stolen or
hacked, the data it contains will be useless to the malicious actor. If you have a work laptop, it’s
a great idea to enable encryption on it.
Ransomware protection
Ransomware is a form of cyberattack that involves criminals encrypting your documents, your
entire drive or your company’s entire network of servers. You are then locked out of all your
files and apps until you pay a ransom, usually in a cryptocurrency. Check to see if your provider
offers ransomware detection and recovery. If they do, you can have peace of mind knowing that
all of your cloud files and your local files synced to the cloud are safe in the event of an attack.
1.c)
MEANING
Password protection is like locking something in a safe, like a highly sensitive document.
Encryption is like rearranging all the letters in a document so that they can only be placed back
in the correct order if you have a special decoder key.
Password encryption is a third option that combines password protection and encryption. If
someone has the right password to unlock the file or folder, they still won’t be able to read it if
they’re not logged in as the authorized user.
WAYS OF KEEPING FOLDERS CONFIDENTIALITY
Use encryption to password protect a folder or a file
The most straightforward way to encrypt your folders (and all the files in them) is to use
Windows’ built-in folder encryption
Use password protection software

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Unlike Windows’ own file encryption technology, third-party password protection bars access to
files and folders regardless of which user account is logged in. These tools offer more security
than built-in Windows security features and are highly recommended for sensitive data.