ACCOUNTING AND FINANCE DEPARTMENT.

FIELD ATTACHMENT REPORT.

STUDENT NAME : KILALA, HAMISI R.

REGISTRATION NUMBER
PROGRAMME
YEAR OF STUDY
NAME OF THE ORGANIZATION
FIELD ATTACHMENT PERIOD
SUPERVISERS NAME
: ODFB/0170/T.2012
: Ordinary Diploma in Finance and Banking
: First Year
: Tanzania Ports Authority
: June 2013 July 2013
: Mr. Jilenga, Moga T.

AUGUST 2013
 ACKNOWLEDGEMENT

It is not possible to acknowledge by name all those who contributed to the completion of this
study in one way or another.

However, I would like to express my deepest and sincerest to all individuals who contributed
to the success of this work.

I wish to extend my sincere thanks to my supervisor Mr. Moga T. Jilenga, at the Institute of
Accountancy Arusha who tirelessly made valuable while supervising me throughout the
preparation of this field. Special thanks to my parents Mr. and Mrs. Ramadhani Kilala and
my family for help me in tuition fees and all matter concern about basic needs, thanks for
them.
Also special thanks to my lecturers at IAA for sharing their knowledge. I have indeed learned
a great deal during my study at IAA.

Im also grateful to the entire staff of TPA specifically theIn charge ( Supervisor ) Supplies
Accounts section controller Mr. Augustine L. Nkwaba, another Senior Finance Officer Mrs.
Nyambusi P. Mabu and Boss supplies accounts section controller Mrs. Marry Mbita.
Costing section controller Mr. Tini Hassan Padasi, Budget section controller Mrs. Cresensia.

In addition special thanks go to all members of Finance Department Dar es Salaam for their
kindness, cooperation and assistance in one way or another in the collection of detail and
making me feel as part of the organization throughout my practical training at TPA.

Finally the greatest thanks to my fellow student who conducted their field report at the
Tanzania Ports Authority for their courage and company during the preparation of my field
attachment report.
 ABSTRACT

The objective of practical training is to give an opportunity to the student to practices what
they have learned in classes during lectures and personal study. This report give out a general
over view of activities carried out and the knowledge acquired from the practical training in
Dar es Salaam Ports.

The first chapter of the report is introduction which includes background of the organization,
Objective of the field attachment report, the services provided by the Ports, duties and
responsibilities, the skills and knowledge and problem experienced in the organization.

In the second chapter there is an experience of the field, both theoretical and practically
which are taught in class. Most of things are related such as documents which are used in the
supplies accounts sections, cash and bank section and costing and budget section.

The last third chapter gives the conclusion and recommendation of the report in the field area
in relation to the tentative report form and guide in diploma level. The conclusion and
recommendation can help the organization to improve due to the point which I suggest in put
more emphasized on it to some extent can be allow developing through my field which I have
undertaken six weeks at the Dar es Salaam Ports.
 TABLE OF CONTENTS

ACKNOWLEDGEMENT....i
ABSTRACT.....ii
TABLE OF CONTENTS........iii
LIST OF TABLES..iv
LIST OF FIGURES.v
ABBREVIATIONSvi

CHAPTER ONE 1
INTRODUCTION...1
1.0 TANZANIA PORT AUTHORITY (TPA)............................1
1.1 DAR ES SALAAM PORT...2
1.2 OBJECTIVE OF THE FIELD ATTACHMENT..3
1.3 ORGANIZATIONAL STRUCTURE...4
1.4 TYPE OF ORGANIZATION....4
1.5 MAJOR PRODUCT / SERVICE..5
1.6 ACTIVITIES.5
1.7 NUMBER OF EMPLOYEES.......... 6
1.8 CUSTOMERS..6

CHAPTER TWO.....7
2.1 DUTIES AND RENSPONSIBILITIES7
2.2 NEW KNOWLEDGE AND SKILLS GAINED.17

2.3 THINGS ENJOYED MOST AND WHY...17

2.4 THINGS ENJOYED LEAST ANDWHY...17

2.5 PROBLEM EXPERIENCED AND HOW HANDLED....18

CHAPTER THREE...19
3.0 CONCLUSION AND RECOMMENDATIONS19
REFERENCES.21
APPENDIX 1:
ASSESSMENT FORM.22
APPENDIX 2:
CERTIFICATE OF COMPLETION23
APPENDIX 3:
LOG BOOK.24
 LIST OF TABLES

Table 1: Cost of Import and Export of Commodities.16

 LIST OF FIGURES

Figure 1: Organizational Structure4

Figure 2: Percentage of Cost of Import and Export of Commodities..16

 ABBREVIATIONS

EARHC - East Africa Railway and Harbours Corporation.

IAA - Institute of Accountancy Arusha.

KPA - Kenya Port Authority.

LPO - Local Purchase Order.

ODFB - Ordinary Diploma in Finance and Banking.

R/C - Recording Clark.

SADC - South Africa Development Community.

TICTS - Tanzania International Container Terminal Services.

THA - Tanzania Harbours Authority.

TPA - Tanzania Ports Authority.

 CHAPTER ONE

INTRODUCTION

1.0 Tanzania Port Authority (TPA)

TPA is public organization which was established on 15th April 2005following the repeal of
THA Act No.12 of 1977 and enactment of TPA Act No. 17 of 2004. Before that is was THA
as established by the Act of Parliament in 1977 after the collapse of East African Railway and
Harbors Corporation (EARHC) and had its headquarters in Dar es salaam with branches in
Tanga and Mtwara in Tanzania and Mombasa in Kenya The main objectives of the EARHC
was to serve the East African States in export and import trade that was the time when the
EARHC was very efficient and Ports like Tanga and Mombasa were extended entailing that
activities were many and revenue collected at high.
After the collapse of the EARHC, THA assumed Dar es salaam as its headquarters with
centres in Mtwara and Tanga headed by port manager who were answerable to the Director
General in Dar es salaam the main objectives of THA was to serve Tanzanias import and
export trade. Also ender other services such as ware housing, loading and offloading
documentation repairs to small boats in its dockyards and fore brigade.
Among customers of THA were countries of SADC like Zambia, Malawi, Burundi, Rwanda
and Democratic Republic of Congo, Uganda also uses THA for her import and export needs.
The major rivals of THA are Kenya Port Authority (KPA) Mozambique Ports such as Beira
and South Africa Ports.

TPA is responsible for managing the ports along the Indian Ocean Coast as well as the Inland
waterways ports on the lakes, like Victoria, Tanganyika and Nyasa.TPA establishment has
been grouped into operating units known as productive and service units. Operating units are
the accounts devise established to group one or more cost centers. The major operating units
for TPA are TPA Headquarters, Port of Dar es salaam, Port of Tanga, Port of Mtwara and
Lake Ports.

Productive operating units are those that in addition to incurring costs they generate their own
revenues, example the Ports. Service operating units are those that generate costs, example
the Headquarters.
Both productive and service units have cost centers where revenue and expenditure are
grouped and given names and codes. Under budget format these groups are referred as
Revenue Heads and Expenditure Abstracts.

1.1 DAR ES SALAAM PORT.

Dar es Salaam Port is Tanzania principal port with a rated capacity of 4.1 million (dwt ) dry
Cargo and 6.0 million ( dwt ) bulk liquid Cargo. The port has a total quay length of about
2,000 meters with elevation deep-water berths. Dar es Salaam port handled about 95% of the
Tanzania International trade. The port serves the landlocked countries of Malawi, Zambia,
Democratic Republic of Congo, Burundi, Rwanda and Uganda. The port is strategically
placed to serve as convenient freight linkage not only to and from East and Central Africa
countries but also to middle and Far East, Europe, Australia and America. The port is divided
into two parts ( TICTS and TPA ), in order to increase efficiency and encourage new
challenges to the local port operators the TPA has authorized TICTS privately owned by
Hong Kong investors to receive and clear cargo at the port.
Overview:

The Tanzania Ports Authority (TPA) presently owns Dar es Salaam, Tanga, Mtwara Ports
and all lake ports in Tanzania. Tanzania Ports Authority was established on 15th April 2005
following the repeal of THA Act No. 12/77 and enactment of TPA Act No. 17/2004.
TPA plays the following roles to the Tanzania government and local authorities:
To establish and coordinate system of Harbours.
To provide, facilities relating to Harbours and provide harbour services.
To act as a warehouseman to store goods, whether or not the goods have been
or are to be handled as cargo or carried by the Authority.
To construct, operate and maintain beacons and other navigational aids.
To carry on the business of stevedore, wharf age or lighter man.
To consign goods on behalf of the other persons to any place either within or
outside the United Republic.
With the approval of the Minister, to construct and operate new Harbours.
With the approval of Minister, to act as carriers of goods or passengers by land
or sea, and
To provide amenities or facilities that the Authority considers necessary or
desirable for persons making use of the facilities or services.
1.2 OBEJECTIVE OF THE FIELD ATTACHMENT

1.2.0 Definition of field attachment

In the context of the guidelines, field attachment is a field-based practical/industrial training
experience that prepares trainees for the tasks they are expected to perform on completion of
their training. Besides, Field Attachment means any approved field based practical work
carried out by students for the purpose of preparing trainees for the task they are expected to
perform in completion on their training.

1.2.1 Objectives of field attachment

The specific objectives of the field attachment program are as follows:-
a) To enable students get hands-on/real life experience they are expected to work in
when they graduate.
b) To provide an opportunity for students to apply the principles and techniques theoretically
learnt into real-life problem solving situations.
c) To provide an opportunity for students and academic staffs to interact with the
stakeholders and potential employers and thus appreciate field situations that will also
generate information for curricula review and improvement.
d) To develop student understanding of work ethics, employment demands, responsibilities
and opportunities.
e) To enhance and strengthen linkages between Institute of Accountancy Arusha and various
stakeholders.
f) To enhance students skills, knowledge, work abilities, attitude towards his/her area of
specialization, develops habits of rigorous thinking and gets exposed to managerial
responsibilities
1.3 ORGANIZATIONAL STRACTURE
The Overall organizational structure of Dar es Salaam Port is as follows

1.3.1 MANAGEMENT OF DAR ES SALAAM PORT:

PORT MANAGER

PROCUREMENT FINANCE
ENGINEERI
NGNG H.RESOURCE

P.E PRINCIPAL
PRINCIPAL

SECURITY MARINE
DISPENSARY
SECURITY OPERATION HARBOUR
OFFICER
SENIOR

PRINCIPAL
PRINCIPAL

SENIOR PRINCIPAL

PURCHASE SUPPLIERS

PS SUPERVISOR

STORE KEEPER

1.4 THE TYPE OF ORGANIZATION

The type of the organization is a Public Organization. Tanzania Ports Authority is a parastatal
public corporation acting under the aegis of the Ministry of Infrastructure Development, that
has the responsibility "to manage and operate" the seaports and lake ports of the country of
Tanzania (Parastatal) that offer service to the public in terms of export and import services.
1.5 MAJOR PRODUCT /SERVICE

The major services offered by TPA Dar es Salaam port is all about the export and import
services.
1.5.1 Major Exports
Dar es Salaam port also handles a number of key export products including coffee, sisal
(bales, ropes and twine ), beans and peas, other export products are tea, timber, Flooring
blocks, hides and skins, forest product (timber),cotton lint, cashew nuts, cement, tobacco,
copper and other commodities.
1.5.2 Major Imports
Dar es Salaam port handles a variety of imports, which include Chemicals, Machinery
parts, Motor vehicles, and Fertilizers. Other import handled are iron and steel, paper and
paper bags, textiles, Motor fuel, Bulk coal, Bulk wheat, Raw materials, Consumer goods
and food grains.
The ports also provide refrigerated container services, fresh water, ship handling, fire-fighting
services, and medical services.

1.6 ACTIVITIES
The activities performed by Dar es Salaam Ports are to provide services to the public
especially in export, import, Transport, provision of education.

1.6.1 The Major activities is Imports which include the Raw Materials, Machinery and
Parts, Bulk Wheat, Cotton Pieces and Fabrics, Fertilizers, Papers and Paper Bags, Bulk Coal,
Motor Vehicles and Industrial Chemicals.

1.6.2 The only Major activities is an Exports such of that export is Cement, Copper
Concentrate, Sisal (Bales, Ropes and Twine), Coffee, Beans and Peas.

1.6.3 Transport.
The activities of transport the Chemicals, machinery motor fuel oil vehicle materials
consumer goods and food and grains .Coffee, sisal twines, seeds beans, sisal fibre and
forest products.
Other things which facilitate port activities is equipped with share quay portal cranes,
forklifts, Tractors and trailers, working sheds, weight bridge for Road and Rail, Towing
Tugs, Pilot Boats, Slipway.
1.6.4 Provision of Education:

In TPA-Dar es Salaam Ports the provision of education is other activities that are
performed by the Ports which provide various levels of education and programmers. The
Special Courses has been taken under a certain period of time i.e.

9 months Diploma in Shipping and Port Management

3 months Certificate Course in Clearing & Forwarding

The two special courses have been developed to give professional skills to the shipping
community in Tanzania.

1.7 NUMBER OF EMPLOYEES

The number of employees at the Dar es Salaam Ports are categorize into two parts, Permanent
employees and Temporary employees. The number of employee at Dar es Salaam Port is all
about 930 permanent staff .The number of the temporary employees in Dar es Salaam Ports is
difficult to identify because can be change day to day or sometime can increase or decrease
due to the tasks to perform at the Ports, mostly known as dockworker popular known as
MAKULI in the Port. Each employee perform his duties according to the location or place
are located.

1.8 CUSTOMER
Customer is the one who is consume the product /service or end user, the customer is the one
who can be interrupt with market or at a particular organization for the purpose of facilitate
the business. In Dar es Salaam Ports we have number of customer approximate 936
Companies.
 CHAPTER TWO
2.1 DUTIES AND RENSPONSIBILITIES
The duties and responsibilities conducted as the professional carrier in Finance in TPA in all
section at the Finance Department in Dar es Salaam Port. Those sections can be as follow;

2.1.1 CASH AND BANK SECTION:

In Cash and Bank section we prepare Bank reconciliation as following.

To prepare Bank Reconciliation Statement

2.1.1.1 Cash Book
According to Grewal et al, (2007), Explain Cash book and Pass Book as following..
In business most of the transactions relate to receipt of cash, payments of cash, sale of
goods and purchase of goods. So it is convenient to have separate books for each such
class of transaction, one for receipt and payments of cash, one for purchase of goods
and one for sale of goods. These books are called subsidiary books.
Cash book is a subsidiary book which records the receipts sand payment of cash. With
the help of cash book cash and bank balance can be checked at my point of time.

2.1.1.2 Pass Book

Pass Book is a book issued by Bank to an account holder. It is almost a copy of
account of the customer in the books of bank. The bank keeps the customer informed
of the entries made in his account through Pass Book. It is the customers duty to
check the entries and immediately inform the bank of error that he may have noticed.

2.1.1.3Bank Reconciliation Statement

According to Grewal et al, (2007), Define and explain Bank Reconciliation Statement
as following...
My be defined as a statement showing the items of differences between the cash book
balance and the pass book balance, prepared on any day for reconciling the two
balances.
2.1.1.4 Need and Importance of Bank Reconciliation Statement
The need and importance of the bank reconciliation statement may be given as
follows:

1. The reconciliation process helps in bringing out the errors committed either in
Cash Book or Pass Book.
2. Bank reconciliation statement may also show any undue delay in the clearance
of cheques.
3. Sometimes the cashier may have the tendency of cheating like he may made entries
in the Cash Book only but never deposit the cash into bank. This types of frauds by
entrepreneurs staff or bank staff may be detected only through bank reconciliation
statement. So this way bank reconciliation statement acts as a control technique too.
2.1.1.5 Procedure for preparation of Bank Reconciliation Statement

When a bank statement has been received, reconciliation of the two balances is
carried out in the following way:

Step 1 Tick off the items in both cash book and bank statement
The cashier ticks off the items that appear in both the cash book and the bank
statement.

Step 2 Update the cash book from the bank statement

The unticked items on the bank statement indicate items that have gone through the
bank account but have not yet been entered in cash book.

Step 3 Balance the cash book bank columns to produce an updated balance
The bank columns of the cash book are now balanced to find the revised figure.

Step 4 Identify the remaining unticked items from the cash book
There are some items that remain unticked in the cash book. The remaining unticked
items from the cash book will be the timing differences. These are the items which
will be required in the preparation of the bank reconciliation statement.
 Step 5 Preparation of the bank reconciliation statement
The timing differences are used to prepare the bank reconciliation statement. The
stages followed to complete the statement are as follows:

1. Enter the cash book balance.

The balance figure to use, as per the cash book, is the revised cash book
balance after entering the items that appeared on the bank statement which
had not previously been entered.
2. Add Unpresentedcheques
Theunpresentedcheques are the cheques that company has issued, but
which have not yet been deducted from the firms bank account, probably
because they have not yet been paid in by suppliers.
3. Deduct outstanding bank lodgement
Bank lodgement represents money, i.e. cheques and or cash, that has
been received by a business, entered into the cash book and paid into the
bank. In this case, however, the deposit has been too late to appear on the
firms bank statement, and so forms part of the difference, as an
outstanding lodgement.
4. Completing the reconciliation
Now that all the outstanding items have been added or deducted, the
recalculated balance on the bank reconciliation statement should be same
as the final bank statement balance.

2.1.1.6 Theformula of the bank reconciliation statement

The formula of the bank reconciliation statement

USD/Tshs.
Balance as per cash book xx

Add: Un presented cheques xx

xx
Less: Outstanding lodgements xx
Equals balance as per bank statement xx
 Also a bank reconciliation statement is prepared to reconcile the two balances of
Cash Book and Pass Book. So, when you will prepare bank reconciliation statement
you will start it with one balance make adjustments and then you will reach to the
other balance. This way both the balances will agree. The way adjustments should be
made may be illustrated as follows:

Particulars Amount
USD/Tshs
Balance at Bank as Per Cash Book Xxx
Add
(1) Cheques issued but not yet Xx

Presented for payment

(2) Interest allowed by the bank Xx
(3) Interest and dividend collected by Xx

the bank
(4) Direct payments into the bank by customer Xx
(5) Bills collected by the bank on Xx (+)xx

Behalf of the customer

Less:
(1) Cheques paid into the bank but not yet cleared Xx
(2) Interest and expenses charged by Xx

The bank
(3) Direct payment by the Bank Xx
(4) Dishonors of a bill discounted with the bank Xx (-)xx

Balance as per Pass Book Xx

2.1.1.7 The duties and responsibilities which perform in cash and bank section are
following;
1. To compare transactions that appear on both cash book and bank statement and tick
off the items that appears in both the cash book and bank statement.
2. Update the cash book from the bank statement.
 3. Balance the cash book columns to produce an update balance /to find the revise figure
4. Identify the remaining unticked items from the cash book.
5. Preparation of the bank reconciliation statement.

2.1.2 SUPPLIES ACCOUNTS SECTION:

In this supplies accounts section we do the following

Auditing Voucher

2.1.2.1 Voucher
According to Harold (Copyright 2003), Define Voucher as follow
Written instrument that services to confirm or witness (vouch) for some fact such as
transaction, commonly, a voucher is a document that shows goods have bought or services
have been rendered, authorizes payment, and indicates the ledger account(s) in which these
transactions have to be recorded.
2.1.2.2 Auditing Voucher:
In this supplies accounts section we auditing voucher by prove the amount written in Issue
note, Invoice number, Local Purchase order, Local Purchase Accounts Statements,
Expenditure allocation and Payment allocation is the same or not.
2.1.2.3 How is a voucher used in accounts payable?
Furthermore, Harold, (Copyright 2003), Explain the way voucher used in accounts payable
as follow
A voucher is often a prenumbered form used in the accounts payable department to
standardize and enhance a companys internal control over payments to its Vendors and
service providers.
A voucher is usually prepared after a Vendors invoice has been matched with companys
purchase order and receiving report. In addition to attaching the three items to the voucher,
the following information is also entered on the voucher: Payee /Vendor name/ discount
terms, the amount and date to be paid, the general ledger account numbers to be charged, and
the authorizing signatures. The voucher is then recorded in the voucher register.
The unpaid vouchers provide the detail for the total amount reported as vouchers payable or
accounts payable.
As a vouchers payment date comes near, the voucher is forwarded to an authorized person
for payment. After making payment, a copy of the check is attached and the voucher is
stamped Paid. It is then filed in the paid voucher file in order to prevent a duplicate
payment.
 2.1.2.4 Payment Voucher
Furthermore, Harold, (Copyright 2003), Explain Payment Voucher as follow
A document which can be used as proof that a monetary transaction has occurred between
two parties. In business, a payment voucher can be used for a variety of purposes, sometimes
taking the place of cash in a transaction, acting as a receipt, or indicating that an Invoice has
been approved for payment.
2.1.2.5 Difference between an Invoice and a Voucher
Furthermore, Harold, (Copyright 2003), Explain difference between an Invoice and a
Voucher as following
An Invoice from a Vendor is a bill that is received by the purchaser of goods or services from
an outside Supplier. The Vendor Invoice list the quantities of items, brief descriptions, prices,
total amount due, credit terms, where to remit payment, etc
A voucher is an internal document used in a Companys accounts payable department in
order to collect and organize the necessary documentation and approvals before paying a
Vendor Invoice. The voucher as a cover pages to which the following will be attached:
Vendor Invoice, Companys purchase order, Companys receiving report, and other
information needed to process the Vendor Invoice for payment.

2.1.2.6 The duties and responsibilities which perform in supplies accounts section are
following;
1. Receiving of voucher from supplier and how are they kept. In TPA we receive
voucher from supplier and we record to Day book as store keeper am responsible
to keeping the record of the each voucher received.
2. Stamping of voucher according to their date.
3. To compare local Purchase order number and local Purchase Accounts Statement
of the same L.P.O number.
4. To audit voucher by prove the amount written in issue note, Invoice number,
local Purchase order, local Purchase Accounts Statements, Expenditure allocation
and Payment allocation is the same or not.
5. We entering the voucher in the system of Epicor by write the name of supplier,
voucher number of supplier and date, amount and invoice number.
6. To correct errors in the voucher.
7. To audit overtime of port security.
2.1.3 COSTING AND BUDGET SECTION:
2.1.3.1 BUDGET
According to Jean, Explain budget as following.
Budget is a financial document used to project future income and expenses. The budgeting
process may be carried out by individuals or by companies to estimate whether the person
/Company can continue to operate with its projected income and expenses.
A budget can be drawn up for each financial year and contain information on the
estimatimated value of costs. The actual performance of the business can be measured against
this proposed plan.
A budget may be prepared simply using paper and pencil, or on Computer using a spread
sheet program like Excel, or with a financial application like Quicken or QuickBooks.
The process for prepare a monthly budget includes:
i. Listing of all sources of monthly income
ii. Listing of all required, fixed expenses, like rent / mortgage, utilities,
phone.
iii. Listing of other possible and variable expenses.

2.1.3.2 Why should I have a budget?

1. A budget is very important, especially for smaller companies. It allows a company to
establish the amount of credit that it can extend to customers without having
problems with liquidity.
2. A budget helps to avoid having a shortage of cash during periods of numerous
expenses. If you can not pay your expenses because you have a cash shortage, you
must resolve this problem right away by bringing in more revenue, deferring or
eliminating some of your costs or being approved for a large loan from your bank.
These, solutions are costly, time-consuming, and not guaranteed, So its therefore
best to plan for higher expenses a head of time.
3. Make management decisions regarding cash position.
4. Budgets will show how much cash is coming into company and the way it is being
used.
5. To evaluate and plan for capital needs.
6. The budget will help in assessing whether there are periods during operations cycle
when the company might need short term borrowing.
 7. It will also help in assessing any long term borrowing needs.
8. Help to coordinate the activities in the organization.

2.1.3.3 Duties of Finance Officer

i. The finance officer pays salaries employees of all of Dar es Salaam Ports
except head quarter.
ii. Prepares and delivers statements and reports that summarize the companys
financial activity to interested parties inside and outside the organization.
iii. Ensure that financially transactions are properly updated and recorded.
iv. Manage the preparation of balance sheets, income statements, expense
reports, etc
v. Ensure account receivables and payables activities are performed accurately
and timely.
vi. Identify and resolve invoicing issues, accounting discrepancies and other
financial related issues.
vii. Oversee the preparation of all financial statements, Invoices, proposals, etc as
required.
viii. Ensure data integrity in all financial reporting.
ix. Update financial records with recent transactions and changes.
x. Perform finance analysis, reporting and management tasks.
xi. Manage cash controls as well as maintain book keeping up-to-date.
xii. Calculate the amount of money written in voucher number and compare to
their account, if the account have a money will sign the voucher in order to
pay and if their account have enough fund will not sign the voucher.
xiii. Have a files know as Cumulative which used to record day to day
expenditure, Approval budget record all expenditure have incurred and Imp
rest which used to record all allowance of the employees.

2.1.3.4 COSTING
Is the system of computing cost of production or of running a business, by allocating
expenditure to various stages of production or to different operations of a firm.
2.1.3.5 Source of data.
In Tanzania Ports Authority there are two mainly source which include;
i. Container Terminal.
ii. General Cargo Terminal.
 Container Terminal

Is a berth which contain container only. In section it loading and offloading of container to
and from the ship. During these activities continues the Clark C (R/C) collect and record data
and time of work.
General Cargo Terminal

Is the department which is receiving all goods except containers and vehicle with different
parts in case of export and import. All of these sources of data are collected by Recording
Clark (R / C).
In case of Cost accounting we need to know how much time are they doing these works. In
one day there are activities divided into three shifts per 24 hours. Each shift have got 8 hours
to do work means first shift start from 07 : 00 am up to 03 : 00 pm, second shift start from
03 : 00 pm up to 11 : 00 pm and the last shift start from 11: 00 pm up to 07 : 00 am. In TPA
there are very impossible people to do work perfectly 100% due to delay of some cases either
natural factor or artificial factor.
2.1.3.6 Delays
Is a period of time by which make (someone or something) is late, postponed or slow motion
of doing work due to natural factor or artificial factor.
Delay of time obtained by taking Gross hours (time) minus Net hours.
Or
Delay hours (time) = Gross hours - Net hours (Actual time of doing work).
Always one shift it must do work on eight hours, If they doing work for six hours so that we
need to find time of delay,

Data
Gross time = 8 hours
Net hours = 6 hours
Delay time =?
But
Delay time = Gross time Net time
= 8 hours 6 hours
= 2 hours
Hence Delay time = 2 hours.
The table below shows the cost in US Dollar of imports and exports of commodities of
January December 2012 in Dar es Salaam Port.

Cargo Traffic Summary

Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 July-12 Aug-12

Overall
Imports 817,122 771,168 748,989 648,056 775,943 942,131 691,209 916,668
Overall
exports 117,714 173,873 171,159 144,725 138,750 166,128 130,377 180,555
Grand
Total 934,836 945,041 920,148 792,781 914,693 1,108,259 821,586 1,097,223

Sep-12 Nov-12 Dec-12 2 0 1 2

Overall
Imports 886,152 871,606 971,953 9,976,010
Overall exports 188,612 198,152 185,881 1,987,428
Grand Total 1,074,764 1,069,758 1,157,834 11,963,438

Table 1.
Dar es Salaam Port import more commodities than export, and use high cost of import the
commodities than export. In figure below show the percentage of cost of import and export
commodities of January - December 2012.

Cost of Imports and exports of commodities

Cost of exports
commodities
17%

Cost of imports
commodities
83%

Figure 2.
 2.1.3.7 The duties and responsibilities which perform in costing and budget section
are following;
To calculate delay time.
To calculate cost of labour.

2.2 THE NEW KNOWLEDGE AND SKILLS GAINED:

The new knowledge and skills which are gain in the field is to understand how the worker
participate in Supplies accounts section, Cash and bank section, Costing and budget section
as when tough in the class theoretical but have doing practical or physically in TPA and have
gain an experience from the worker in the organization after few day when I arrive in the
organization and I learn through worker in daily activities.

2.3 THINGS ENJOYED MOST AND WHY

The things mostly enjoyed in Dar es Salaam Port is all about Teamwork because can
emphasize me to learn my field very well and the work are running smooth in organization
and can show good flow of work in each section at the Finance Department Dar es Salaam.
Then enjoyed in supplies accounts section, cash and bank section, costing and budget section
which found at TPA Dar es Salaam Ports which is very interested to me to read because when
we compare in theoretically taught in the class, and practice physically in the organization
give a lot of information on how they are prepared documents. I well enjoyed in field because
most of the things which I learn in the class I got in an organization and practice physically.

2.4 THINGS ENJOYED LEAST AND WHY

The things which are enjoyed least in the organization in Dar es Salaam Port are following;
Communication among the workers not officially, its difficult to understand for a
new person enter to the organization for a certain period of time for any purpose
In Supplies Accounts section and cash and bank section have a few computer,
calculator for performs the duties and the tasks are performing manually because this
can lean to facilitate the work to be performed slowly.
Scarcity of the time in field period, due to this I didnt enjoyed well because time is
not enough to learn everything in the organization. Due to the time allocated by
institute.
2.5 PROBLEM EXPERIENCED AND HOW HANDLED

2.5.1 Problem experienced at Dar es Salaam Port

In most cases the problems which are experienced in Dar es Salaam Ports are;
There are few equipment like computer, photocopy machine, calculator, printer
for make the performing the duties for example Cash and bank section have a few
equipment .the solution of these problem as public organization make sure that all
section within the Ports must have the machine for perform the tasks they should
buying as many as their can even for extra one.
Data confidentiality, this is a problem which I experience most of the data are so
difficult to obtain. The solution of this problem is to create friendship, it was
through friendship that some informations could be extracted easily and in a
direct and more accurate way that by any means facilitated the accomplishment
of this paper work.
Communication not officially, its difficult to understand for a new person enter
to the organization like a student take a field for that time I would be in hard
situation to understand them well due to that situation. The only solution of this
problem is to avoid the language which is difficult to other side to understand
them must use the official communication.
Limited time, the time available for carrying out field practical training was not
enough, this lead to conduct the project in a constrains of time provided. As a
result some of relevant informations were not actually generated under the study.
Being Obedient, The solution of the problem, This was just to create and showing
trust to staff members as the mechanisms to provide a chance and opportunity to
access informations which were previously seems to be confidential.
 CHAPTER THREE

3.0 CONCLUSION AND RECOMMENDATIONS

3.1 Conclusion
The conclusion of field attachment can have three parts to make the conclusions which
include the major strength and weakness of the field attachment program and the benefits
derived from field attachment program so as to make an improvement of the department of
Finance at the Dar es Salaam Ports and to all TPA in general.
The major strength of the field attachment is-
To develop student understanding of work ethics, employment demands,
responsibilities and opportunities.
To enhance students skills, knowledge, work abilities, attitude towards
his/her area of specialization, develops habits of rigorous thinking and gets
exposed to managerial responsibilities.
To enhance and strengthen linkages between Institute of Accountancy
Arusha and various stakeholders.
The weakness of the field attachment program it was; short time of conducting field
compared to the task found to the organization which caused me not finish my intended
goals.
Another weakness of doing field attachment program is confidentiality of information within
the organization; when I was doing my field some information were not given because they
said it is confidential for only the employee who are working to the organization so they
couldnt give to field students.
The last part in this conclusion it was about the benefit derived from the organization which
the field attachment was undertaken-
Gain an experience of the work through practice daily to daily perform the
tasks which has been assigned by the on site supervisor in each section in
Finance.
Have gain the new knowledge and skills for attempt the job independently
after train in the organization I have benefit for it.
Sharing of ideas between student and workers/employee in various matters.
Have improve the confidence in problem solving.
By conclude to all those matter the organization put more emphasize on his policy and
strategies in order to rich they objectives in the developing country.
3.2 Recommendation

Generally, the objective, function and operations of a port depends on its policy and
strategy and on the economic and technical developments that exist in country usually
most of organization can archive through their policy and the control of the management
to his employee. Its the time or for least developed countries like Tanzania to ensure
sustainable utilization of resources in maintaining mass production and encourages
innovations and creativity that will improve technological advancement in production
process that ultimately improves employments prospects in the country. Not only that but
also in the ports must put more effort in emphasize the client to use the port in order to
increase the economic of the country and wealth even thought those who are give the
power to lead the Authority must be follow the regulation of the of organization strategy
fail to do so the he/she will be responsible for it. Take an example of the ministry of this
organization Dr. Mwakyembe he fired the leader who have a top position like Port
Master, at Dar es Salaam port few days ago.
 REFERENCES

Grewal, T. S, (2007) Double Entry Book keeping. Sultan Chand and Sons 28 Daryagry,
New Delhi.

Jain P. and Narangi S.(2004), Financial Accounting Kalyani Publishers, New Delhi.

Massawe, A. (2012). Tanzania Port Authority Dar es Salaam Port. Available at: en.
Wikipedia. Org /wiki /Tanzania Port (Accessed: 15 July 2013, 22:30 pm).

Averkamp, H., (2003). Accounting Coach.Com, New Delhi: Kalyani Publishers.

Massawe, A., (2012). Dar es Salaam Port Tanzania Ports Authority. Available at:
www.tanzania ports. Com.; (Accessed: 20 July 2013, 23: 00 pm).