Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Feli Capron
Reviewed date: 2025-07-24
Next review date: 2026-07-24
This policy applies to all employees, agents, contractors, and third parties acting on behalf of Easyterms across all business lines, products, and services
This Accounting Policy and Procedures document outlines Easyterms's commitment to maintaining financial integrity, control, and compliance. It establishes standard, consistent practices for accounting and financial management across the organization, ensuring that all relevant financial data is accurately recorded, summarized, and analyzed. This policy aims to streamline financial processes, mitigate errors, facilitate timely decision-making, and provide managers and stakeholders with a comprehensive view of the organization's financial performance.
This policy applies to all employees, agents, contractors, and third parties acting on behalf of Easyterms across all business lines, products, and services. It covers all financial transactions, record-keeping, reporting, and operational activities that impact the financial statements of the company.
Easyterms is committed to full compliance with all applicable national and international accounting standards (e.g., IFRS, GAAP), tax laws, and other financial regulations.
The company shall establish and adhere to standard, consistent practices for all accounting and financial management activities. This includes the mandatory use of standardized forms and templates for all financial transactions, such as:
Invoices
Receipts
Reconciled Statements
Robust internal control measures and segregation of duties shall be implemented and maintained to prevent fraud, errors, and mismanagement of financial resources. These controls will be regularly reviewed for effectiveness.
All financial data shall be accurately recorded, summarized, and reported in a timely manner. The monthly accounts management checklist will be utilized to guide accounting professionals in compiling and presenting financial information at the end of each month, ensuring comprehensive and up-to-date insights.
Financial management practices shall be clear and transparent, promoting better oversight and accountability across all levels of the organization.
All financial records, including source documents, ledgers, and reports, shall be retained for a minimum period as required by law and internal policy to ensure continuity and facilitate audits.
All relevant employees shall receive regular and comprehensive training on accounting policies, procedures, and relevant financial regulations, commensurate with their roles and responsibilities. This manual will serve as a key training resource for new employees.
Board of Directors / Senior Management: Overall responsibility for approving and overseeing the Accounting Policy and ensuring its adherence. Responsible for guiding financial decision-making.
Finance Department / Chief Accountant: Responsible for developing, implementing, and maintaining accounting policies and procedures. Oversees the day-to-day financial operations, ensures accuracy of financial records, and prepares financial statements.
All Employees: Responsible for understanding and adhering to this policy and related procedures, ensuring proper documentation of financial transactions, and reporting any discrepancies or concerns to the Finance Department.
This policy will be reviewed at least annually, or more frequently if there are significant changes in laws, regulations, accounting standards, business operations, or identified financial risks.